Grantswood Community - Office Coordinator

Montgomery-Public-Schools; Birmingham (AL); On-site; USD 36,000 - 48,000; Full time

Job summary

Jefferson County Board of Education in Alabama seeks an Office Coordinator to support the school’s business affairs. The role handles bookkeeping functions for budget control, revenue management, expenditure distribution, and general ledger activities under the supervision of the Principal and Director of Finance.

Qualified candidates will have an associate degree in accounting or equivalent experience, knowledge of double-entry bookkeeping, payroll, and accounts payable procedures, plus strong

Qualifications

• Associate’s degree or 2+ years in full charge bookkeeping required.
• Knowledge of double-entry accounting and payroll/AP procedures.
• Ability to meet suitability criteria under Alabama Child Protection Act.
• Proficient in oral and written communication.

Responsibilities

• Manage and supervise the school office and office staff as requested.
• Maintain financial records and perform GAAP-based accounting for school funds.
• Process accounts payable, purchase orders, invoices, and vendor payments.
• Prepare bank deposits, revenue coding, and daily financial reporting.
• Maintain confidential records and ensure compliance with policies and laws.
• Produce financial statements and cost reports reflecting school finances.
• Collaborate with school leadership and staff to improve financial processes.

Skills

Accounting knowledge

Payroll

A/P procedures

Communication skills

Interpersonal skills

Attention to detail

Time management

Data entry

Software proficiency

Education

Associate’s degree with accounting major or related field

Tools

McAleer or other school software

Job description

Job Title – Office Coordinator

Supervisor: Principal, Assistant Director of Finance, and Chief School Financial Officer and Executive Director of Finance

Job Goal:

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

Minimum Qualifications:

1. Associate’s degree with major course work in accounting or closely related field or at least two years’ experience in full charge bookkeeping, or a combination of education and experience.
2. Comprehensive knowledge of double entry accounting and bookkeeping systems, payroll and accounts payable procedures, as well as student database management and data entry.
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. Proficiency in oral and written communication skills.
5. Effective interpersonal skills, with an emphasis on communication and collaboration with a wide variety of people and groups.
6. Ability to work independently, prioritize tasks, and perform assignments as directed with accuracy, attention to detail, and within established time frames.
7. Knowledge of computer network operations, data entry and retrieval using technology, and knowledge of bookkeeping procedures.
8. Ability to utilize or develop proficiency in the use of McAleer or other school/system software.
9. Ability to remain calm and use good judgment in emergency situations.
10. Ability to exercise tact, courtesy, and initiative in dealing with students, parents, faculty, and the public.
11. Ability to organize and maintain accurate records.
12. Possess and demonstrate high ethical standards, accountability, and integrity and ensure compliance with local school financial guidelines and procedures.
13. Ability to use technology to communicate, to manage data, and to produce/submit required reports, correspondence, and/or financial information.
14. Ability to be punctual and in regular attendance.
15. Such alternatives to the above qualifications as the Board may require.

Performance Responsibilities and Essential Functions:

1. Demonstrates support for the school system and its vision, goals and priorities.
2. Provides management and supervision of the school office, principal’s office, and the school office staff as requested.
3. Performs duties and represents the school system in a courteous, positive and professional manner.
4. Publishes or disseminates daily bulletins or information communications for teachers and the principal as assigned.
5. Provides training to teachers and staff related to local school accounting policies and procedures.
6. Maintains a complete and systematic set of records of all financial transactions of school funds in accordance with generally accepted accounting principles (GAAP).
7. 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.
8. Records details of school financial transactions.
9. Prepares financial statements, income statements, and accountability and cost reports to reflect the financial condition of the school.
10. Traces errors and records adjustments to correct charges or credits posted to accounts.
11. Reconciles statements and accounts as directed.
12. Maintains financial records for all funds.
13. Performs accounts payable duties that include, but are not limited to, the issuance of purchase orders, accurate coding and posting of invoices and timely payments to vendors.
14. Prepares and submits bank deposits daily.
15. Receipts all funds submitted to school office daily to the appropriate revenue codes.
16. Demonstrates knowledge of local school accounting policies and procedures.
17. Maintains confidentiality regarding school/workplace matters in accordance with state and federal law.
18. Models and maintains high ethical standards.
19. Demonstrates initiative in the performance of assigned responsibilities; uses time wisely; works efficiently.
20. Maintains expertise in assigned area to fulfill project goals and objectives.
21. Participates successfully in any training programs offered to increase skill and proficiency related to assignment.
22. Exhibits interpersonal skills to work as an effective team member.
23. Demonstrates initiative in identifying opportunities for improvement.
24. Responds to inquiries and requests in a timely and positive manner.
25. Maintains and submits required reports, records, and correspondence in a timely and accurate manner.
26. Properly cares for equipment and material resources of the school system.
27. Uses collaboration skills to work as a productive team member.
28. Adheres to school system rules, administrative procedures, local Board policies, and state, federal, and local laws.
29. Reports absences and takes leave in accordance with Board policies and procedures.
30. Performs any other job‑related duties as assigned by Supervisor(s).

Terms of Employment: As established by the Board and applicable state law.

Evaluation: Performance will be evaluated in accordance with the Board's policy on evaluation of personnel.

This job description describes the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all job goals, qualifications, and responsibilities and the employee may be required to perform other related duties as assigned. The Jefferson County Board of Education reserves the right to amend the job description as needed.