ASSOCIATED STUDENT BODY BOOKKEEPER I

DEFINITION

Under general supervision, performs financial duties in accounting for the receipt and disbursement of student body funds at District middle schools; advises school administrators, student body officers and student organizations on proper accounting policies and procedures concerning student body funds. 

Performs responsible and complex financial clerical work involved in the preparation and maintenance of financial and statistical records with independent responsibility for an assigned function. 

DISTINGUISHING CHARACTERISTICS 

An ASB Bookkeeper I is a single position at each District middle school, maintaining a broad variety of financial accounts in support of student organizations, activities and events. Depending on student population, the volume of activity may vary. Each ASB Bookkeeper I  is responsible for preparing monthly financial statements, reports and deposits for many accounts. An incumbent of this position demonstrates a high level of initiative, independence of operation and responsibility, receiving minimal on-site technical guidance from site administrators when receiving, selling, balancing, making deposits, issuing checks, and meeting timelines is required. 

An ASB Bookkeeper II is a single position at Clark Magnet High School, maintaining a broad variety of financial accounts in support of student organizations, activities and events. Depending on student population, the volume of activity may vary. Each ASB Bookkeeper II  is responsible for preparing monthly financial statements, reports and deposits for many accounts. An incumbent of this position demonstrates a high level of initiative, independence of operation and responsibility, receiving minimal on-site technical guidance from site administrators when receiving, selling, balancing, making deposits, issuing checks, and meeting timelines is required. 

An Account Clerk III assumes functional responsibility for an accounting clerical activity such as student body accounting, special education accounting, payroll, general accounting, or accounts payable. The work of this class requires the frequent use of independent judgment in making decisions within established accounting systems and procedures and may involve the indirect supervision of lower-level accounting clerical staff.

SUPERVISION RECEIVED AND EXERCISED 

General supervision is provided by higher-level financial or administrative positions. 

EXAMPLES OF DUTIES

Prepares and verifies bank deposits and reconciles bank statements, prepares and distributes financial statements on accounts. 

Prepares receipts and compiles periodic summaries, and inventory. 

Assists in the sale of student body items such as cards, tickets, yearbooks and other fundraising activities, Student Store.

Collects, receipts, balances and prepares listings for fees collected for events, activities or student fines. 

Maintains records of purchase orders, invoices and payments.

Works with students, sponsors, teachers, parents and school administrators to ensure proper procedures are followed in collecting, signing for, and disbursing money. 

Receives and reconciles cash and checks for student body transactions and accounts.

Ensures availability of funds. 

Makes entries to journals and ledgers.

Maintains accounts for a variety of student activities and events such as clubs, yearbooks and special events.

Reviews ASB related purchase orders for accuracy, completeness and needed signatures.

Communicates with originators/vendors to obtain or process payment.

Attempts collection on returned checks.

Maintains accurate tax records for State sales taxes and prepares reports of the State Board of Equalization when required, such as 1099 and Sales Tax Returns.

Orders supplies for sport teams, clubs, student store and student council.

Works with vendors and reviews contracts, prepares, computes, and processes payments.

Assists in the organization and planning of multiple events such as, but not limited to field trips, dances, test preparation and/or promotions.  

Provides office support as needed throughout the site as directed by administrator or designee.

Attends student council meetings.

Financial record keeping relating to the purchase and sale of student store merchandise and the sale of student body cards, tickets for school events and yearbooks; displaying and selling merchandise.

Assists activities and transactions related to PBIS (Positive Behavioral Interventions Supports).

Follows district’s procedures and regulations regarding payment to coaches.

Sorting and counting money, making bank deposits, and writing checks.

Assisting supervisor in planning and implementing special projects.

Supports ASB Advisor and indirectly supervises students. 

Maintains and runs the Student Store including merchandising, inventory, order and organizing. 

Performs related duties as assigned.

CLASS QUALIFICATIONS 

Knowledge of: 

Accounting, bookkeeping and budgeting practices and procedures, including tax regulations (sales tax, 1099, W-9).

Financial and statistical record-keeping techniques, including double entry bookkeeping. 

Appropriate laws, rules, and regulations relating to assigned functions. 

Modern office practices, programs, procedures and equipment.

Ability to: 

Perform responsible financial clerical work requiring use of independent judgment and initiative. 

Operate a variety of office equipment including a calculator, copier, fax machine, computer and assigned software on a standard keyboard. 

Read, interpret, and explain laws, rules, and regulations. 

Maintain a complete set of financial books and accounts of middle school student body funds.

Communicate clearly and concisely, orally and in writing. 

Perform arithmetical calculations with speed and accuracy. 

Assist ASB and student organization personnel with budget preparation, compilation, procedural improvements and various accounting functions as needed.

Assist in preparing, adjusting and reconciliation of accounts to maintain balance of ASB books. 

Establish and maintain effective collaborative relationships with students, supervisors, coworkers and the public. 

EMPLOYMENT STANDARDS

OTHER

PHYSICAL DEMANDS AND WORKING CONDITIONS 

Physical Demands:

Employees in this classification must be physically and mentally able to perform the essential duties of the posi­tion without hazard to themselves or others. These include but are not limited to: 

Sitting, standing, walking for extended periods of time; kneeling, crouching, bending at the waist, climbing stairs, reaching overhead, above the shoulders to retrieve and store files and supplies. 

Dexterity of hands and fingers to operate a computer keyboard and other office equipment; use of wrists or hands repetitively, in a twisting motion or while applying pressure; use of both hands simultaneously.  

Lifting and carrying, pushing and pulling boxes, supplies, files, equipment and other office items weighing up to twenty-five (25) pounds.

Body movement or mobility to visit job sites or to observe work at any location in the District. 

Driving vehicle to perform related tasks.   

Seeing well enough to read a variety of documents including fine print, e.g., financial records. 

Hearing and speaking well enough to exchange information using a telephone and in person, including communicating with staff, students, and the public. 

Work Environment: 

Employees in this classification work primarily indoors, in an office environment, in direct contact with staff, students, and the public with continuous interruptions and changing priorities.  

Some duties require being outside the office for varying periods of time, e.g., while assisting with sales and events, which may include exposure to the elements. 

Occasional visits to other locations and District sites are required.