Alabama State Department of Education is hiring: 2025-2026 School Secretary/Book

School Secretary/Bookkeeper

Supervised by/Reports to: Principal/Chief School Financial Officer

Supervises: NA

FLSA Status: Non-exempt

Job Goals

To enhance the administration of the school's business affairs by performing the school secretary/bookkeeping functions needed for budgetary control, revenue, distribution of expenditures, general ledger, accounts payable, accounts receivable, and other functions as assigned.

Qualifications

1. High school diploma or GED; Associate's degree or higher in business or related field, preferred.

2. Comprehensive knowledge of double entry accounting and bookkeeping systems, payroll and accounts payable procedures, as well as student database (Chalkable).

3. Ability to meet the suitability criteria for employment and/or certification licensure under the Alabama Child Protection Act of 1999 and Act No. 2002-457.

4. Obtain and maintain, through continuing education, Alabama Association of School Business Officials (AASBO) Certification for Local School Financial Management Certificate.

5. Demonstrates proficiency in oral and written communication skills.

6. Effective interpersonal skills, with an emphasis on communication and collaboration with a wide variety of people and groups.

7. Ability to work independently, prioritize tasks, and perform assignments as directed with accuracy, attention to detail, and within established time frames.

8. Knowledge of computer network operations, data entry and retrieval using technology, and knowledge of bookkeeping procedures.

9. Ability to utilize or develop proficiency in the use of Chalkable, McAleer or other school/system software.

10. Ability to remain calm and use good judgment in emergency situations.

11. Ability to exercise tact, courtesy, and initiative in dealing with students, parents, faculty, and the public.

12. Ability to organize and maintain accurate records.

13. Physical and emotional ability and dexterity to perform required work and move about as needed in a fast-paced work environment.

14. Possess and demonstrate high ethical standards, accountability, and integrity and ensure compliance with local school financial guidelines.

15. Ability to use technology to communicate, to manage data, and to produce/submit required reports, correspondence, and/or financial information.

16. Ability to engage in prolonged sitting.

17. Ability to be punctual and in regular attendance.

18. Such alternatives to the above qualifications as the Superintendent may require.

Performance Responsibilities and Essential Functions

1. Demonstrates support for the school system and its vision, goals and priorities.

2. Performs duties and represents the system in a courteous, positive and professional manner.

3. Provides training to teachers and staff related to local school accounting policies and procedures.

4. Maintains a complete and systematic set of records of all financial transactions of school funds in accordance with generally accepted accounting principles (GAAP).

5. Monitors account balances and related financial activity for the purpose of ensuring that allocations are accurate, expenses are within budget limits and/or fiscal practices are followed.

6. Records details of school financial transactions.

7. Prepares accountability and cost reports to reflect financial condition of the school.

8. Traces errors and records adjustments to correct charges or credits posted to accounts.

9. Reconciles statements and accounts as directed.

10. Maintains financial records for funds as assigned.

11. Performs accounts payable duties that include, but are not limited to, the issuance of purchase orders, accurate coding and posting of invoices, timely payments to vendors.

12. Prepares and submits bank deposits daily.

13. Receipts all funds submitted to the office daily to the appropriate revenue codes.

14. Demonstrates knowledge of local school accounting policies and procedures.

15. Receive and route telephone calls, answer routine questions, greet visitors, ascertain nature of business and direct visitors to appropriate personnel as needed.

16. Perform various secretarial duties to support supervisory and administrative personnel in handling daily activities.

17. Follows attendance, punctuality and proper dress rules.

18. Ensures adherence to good safety standards.

19. Maintains confidentiality regarding school/workplace matters.

20. Models and maintains high ethical standards.

21. Demonstrates initiative in the performance of assigned responsibilities; uses time wisely; works efficiently.

22. Maintains expertise in assigned area to fulfill project goals and objectives.

23. Participates successfully in the training programs offered to increase skill and proficiency related to assignment.

24. Serves on school/system committees as required or appropriate.

25. Demonstrates initiative in identifying potential problems or opportunities for improvement.

26. Reports potential problems, unusual events, or work irregularities to appropriate administrative or supervisory personnel.

27. Responds to inquiries, requests, constructive feedback, concerns and/or complaints in a timely and positive manner.

28. Maintains and submits reports, records, and correspondence in a timely and accurate manner.

29. Properly uses and cares for equipment and material resources of the school system and effectively supervises and monitors others in the care, maintenance, and use of tools, equipment, and inventory.

30. Uses effective collaboration skills to work as a productive team member.

31. Demonstrates support for the school system and its goals and priorities.

32. Adheres to school system rules, administrative procedures, local Board policies, and state, federal, and local regulations.

33. Reports absences and takes leave in accordance with Board policies and procedures.

34. Performs other job-related duties as assigned by Supervisor(s).

Terms of Employment: In accordance with the Board's salary schedule.

Evaluation: Performance of this job will be evaluated in accordance with provisions of the State Department of Education and/or Enterprise City Board of Education policy on evaluation of classified personnel.

The statements above are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities as needed.