Secretary/Bookkeeper at Friendship Elementary

Job Description

Elementary Extended Year Secretary is a 210 day position.

Position Summary

The Elementary School Secretary / Bookkeeper serves as a key member of the school's administrative team and is responsible for providing efficient, professional, and confidential clerical, financial, and operational support. This position serves as a primary point of contact for students, parents, staff, and visitors while ensuring the smooth daily operation of the school's front office. The secretary/bookkeeper must demonstrate strong organizational skills, attention to detail, sound judgment, and a commitment to providing excellent customer service while supporting the mission and vision of the school.

Essential Duties and Responsibilities

Front Office and Administrative Support

• Serve as the primary receptionist and provide a welcoming, professional environment for students, families, staff, and visitors.
• Answer and direct incoming phone calls, respond to inquiries, and communicate information accurately and professionally.
• Manage the school's front office, including visitor check-in, student sign-in/sign-out, and general office operations.
• Maintain accurate student and staff records, correspondence, files, and other confidential information.
• Assist with attendance procedures, student records, enrollment documentation, and student withdrawals.
• Prepare correspondence, reports, forms, and other documents as requested by the principal.
• Support daily school operations, including substitute coordination, staff communications, and scheduling as needed.
• Assist with school-wide events, meetings, and special projects.

Bookkeeping and Financial Responsibilities

• Maintain accurate financial records and assist with the management of school activity accounts and other assigned funds.
• Process deposits, receipts, purchase orders, invoices, and payments in accordance with district procedures.
• Reconcile financial records and accounts and prepare reports as required.
• Monitor assigned budgets and communicate account balances and discrepancies to the principal.
• Maintain accurate documentation for purchases, expenditures, and financial transactions.
• Assist with purchasing, ordering supplies, and tracking deliveries.
• Ensure compliance with district financial policies, procedures, and audit requirements.

School Operations and Communication

• Communicate effectively and professionally with parents, staff, district personnel, and community members.
• Handle sensitive situations with discretion, patience, and professionalism.
• Assist with maintaining a safe and orderly school environment by following established safety and visitor management procedures.
• Maintain confidentiality regarding student, staff, and school financial information.
• Perform additional duties and responsibilities as assigned by the principal.

Qualifications and Skills

• High school diploma or equivalent required; additional coursework or experience in business, accounting, or office administration preferred.
• Previous clerical, bookkeeping, or school office experience preferred.
• Proficiency in Microsoft Office, Google Workspace, and other computer-based administrative systems.
• Strong written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple responsibilities, prioritize tasks, and meet deadlines.
• Demonstrated professionalism, discretion, flexibility, and problem-solving skills.
• Ability to work collaboratively with students, families, staff, and district personnel.

Professional Expectations

The Elementary School Secretary / Bookkeeper is expected to demonstrate a positive attitude, maintain a high level of professionalism, exercise sound judgment, and contribute to a welcoming and supportive school culture. This individual plays an essential role in creating a positive first impression for families and ensuring the efficient operation of the school.

The responsibilities listed above are representative of the position and may be adjusted based on the needs of the school and direction of the principal.