Early Education Office Professional/Bookkeeper

Days/Hours:  12 months, 40 hours per week, Monday-Friday

Location:  Vogt Welcome Center

Job Summary/Purpose:  To initiate and maintain bookkeeping records for all Early Childhood Education Programs.

Minimum Qualifications:

1. Have excellent human relations and communication skills.
2. The ability to do detailed work accurately and efficiently.  
3. A thorough knowledge of office procedures.
4. Above average skills in bookkeeping and other recordkeeping.
5. Skilled in use of the computer.
6. Have excellent spelling, grammar, and proofreading skills.
7. Knowledgeable and skills in various computer programs such as Excel, Google Docs, Google Spreadsheets, etc.
8. Have skills in initiating, handling, and completing multiple tasks.
9. The ability to work without supervision.
10. Have the ability to maintain and use discretion in handling and maintaining confidential information.
11. A high school diploma or its equivalent.

Duties/Responsibilities: 

1. Keep budgetary accounting records for the Early Education Programs as required by the District and other funding sources.
2. Compute, prepare, and process monthly/quarterly/yearly reports for funding sources as required.
3. Type, obtain director's approval, and process all purchase orders for materials ordered, or for services rendered and maintain up-to-date budget balances on programs.  
4. Receive and prepare monies coming through the Early Education Department for deposit.
5. Process mileage reports.
6. Manage, check out, and process department Visa Card (P-Card)  
7. Send all approved purchase orders for payment to the Accounts Payable Department.  
8. Perform general secretarial duties, including answering telephone, responding to email inquiries, process incoming and outgoing mail, keep personal and department appointments current in the calendar, etc.
9. Set up and maintain office/correspondence and resource files.
10. Attend all required trainings and meetings.
11. Initiate, document and organize payroll for Early Education programs, other than teacher payroll, as determined by the Director.
12. Manage, monitor and review teacher absences in Aesop.
13. Manage, monitor, and review time clock entries for Early Ed, including manually adjusting times and hours in the online time clock system for approximately 30 Early Education employees as needed.
14. Prepare reports and maintain up-to-date personnel records required by District applicable to the Early Education Programs (Personnel Action Forms in Talent Ed and Munis, Attendance Reports in Aesop and Munis, and compensable leave usage).
15. Compute, type and send all invoices for payments to companies, school districts, or persons who purchase Early Education dissemination materials.  Deposit receipts and maintain payment records. 
16. Support Director with financial information when grant proposals and reports are being prepared.
17. Handle all blue sheet, travel request and other forms in Talent Ed annually and as needed for staff. 
18. Take regular inventory of office supplies, replacing and ordering items as needed. 
19. Answer telephone.
20. Maintain and organize files.
21. Do special projects and support as designated by the Early Childhood Director.
22. Other duties as assigned.