School Secretary/Bookkeeper

Lincoln Parish Schools Job Description 2026-2027 TITLE:

School

Secretary/Bookkeeper

QUALIFICATIONS : Must possess any combination of education and experience equivalent to graduation from high school, including or supplemented by courses in office processes and procedures, clerical and secretarial

experience.

Skills:

Knowledge

of

standard

office

and

bookkeeping

principles

and

practices;

thorough

knowledge

of

business English, spelling and arithmetic; ability to use a 10-key calculator and word processing and data software

and

equipment;

ability

to

keyboard

accurately

and

at

a

reasonable

rate

of

speed,

make

arithmetical

calculations,

and

maintain

accurate

records

on

a

variety

of

school

accounts;

ability

to

meet

the

public

effectively;

ability

to

establish

and

maintain

effective

working

relationships

with

others,

and

to

follow

oral

and

written

instructions.

REPORTS

TO:

School

Principal

JOB GOAL: To provide assistance and effective communication with school staff and public stakeholders to facilitate school operations and activities, and maintain accurate financial and school records that can be relied

upon

for

effective

decision-making

by

school

administrators

and

staff. TERMS OF EMPLOYMENT: 10, 11, or 12 months, 37.5 hours per week EVALUATION:

Performance

Evaluation

annually

COMPENSATION: Applicable Secretary/Bookkeeper Salary Schedule (Tables 22, 24, or 98)

PERFORMANCE RESPONSIBILITIES: Recordkeeping/Database Management 1.

Maintain

all

office

and

school

recordkeeping

systems.

2.

Maintain

a

web-based

student

database.

3.

Track

records

and

reports

related

to

incidents,

accidents,

and

daily

attendance.

4.

Use

both

computer

and

manual

filing

systems

for

efficient

collection,

retention,

and

retrieval

of

information.

5.

Complete

any

necessary

and

assigned

forms,

including

but

not

limited

to

purchase

orders,

supply

orders,

travel

claims,

timesheets,

enrollment

cards,

and

rosters.

6.

Create

and

maintain

student

files.

7.

Maintain

records

for

teacher

and

school

budgets,

student

body

funds,

attendance,

and

other

related

school

records

as

assigned.

Document Preparation 8.

Prepare,

create,

and

compose

letters,

reports,

bulletins,

and

other

documents

for

the

school

as

directed

by

the

School

Administrators.

9.

Answer

routine

correspondence

for

the

School

Administrators.

10.

Prepare

documents

from

rough

draft,

notes,

recordings,

or

oral

instructions.

11.

Submit

print

requests.

12.

Operate

computer

and

standard

office

equipment.

Effective

7/1/2026

Communication/Customer Service 13.

Act

as

liaison

between

the

school

site

and

the

general

public

by

researching

and

conveying

information

concerning

rules,

regulations,

policies,

and

laws.

14.

Greet

and

direct

visitors.

15.

Address

standard

inquiries

by

letter,

phone,

e-mail,

fax,

or

personal

contact.

16.

Maintain

an

internal

communication

system

(Teacher

Mailboxes,

Van

Mail)

which

ensures

that

all

staff,

both

instructional

and

support,

are

kept

informed

of

needed

information.

17.

Coordinate

the

transfer

of

information

between

site/program

and

outside

agencies

and

districts.

18.

Interact

with

and

assist

students.

19.

Assist

students

and

parents/guardians

by

explaining

and

enforcing

school

requirements.

20.

Communicate

with

administrative

personnel

(principal,

assistant

principal,

coordinating

teacher,

etc)

as

necessary

to

resolve

customer

service

issues.

21.

Maintain

confidentiality

of

records..

22.

Complete

mandated

trainings,

such

as

ethics,

administration

of

medicines,

bullying,

suicide

prevention,

etc.,

and

administer

minor

first

aid

and

medications.

23.

Monitor

students

referred

for

illness

or

disciplinary

action

for

the

purpose

of

ensuring

student

welfare

and

maintaining

a

secure

office

environment.

24.

Communicate

appropriately

and

work

effectively

with

all

populations.

25.

Adhere

to

privacy

laws

of

students

and

all

staff.

Site Support 26.

Ensure

that

appropriate

calendars

of

activities

are

maintained

for

the

school

including

establishment

of

schedules

for

parent

conferences,

school

visitors,

and

other

meetings.

27.

Assist

in

the

process

of

registering

new

students.

28.

Generate

a

daily

substitute

list;

assist

as

needed

in

arranging

and

scheduling

substitutes.

29.

Greet

substitutes

and

assist

with

directions

and

questions.

30.

Assist

School

Administrators

and

other

staff

in

planning

and

preparing

for

staff

meetings,

in

services,

conferences,

and

workshops.

31.

Ensure

appropriate

security

and

safety

methods

are

employed

within

the

office.

32.

Assist

in

the

development

of

office

procedures.

33.

Order

supplies

and

equipment

for

school,

ensuring

adequate

levels

are

maintained.

34.

Direct

student

workers

for

the

purpose

of

providing

guidance

and

meeting

work

requirements.

35.

Work

under

limited

supervision

following

standardized

practices

and/or

methods.

36.

Administer

medication

to

students,

check

temperatures,

and

notify

parents

of

student

illness

in

the

nurse's

absences,

as

needed.

Bookkeeping 37.

Maintain

complete

records

of

the

school

operating

bank

account

and

investment

accounts

in

accordance

with

the

district

records

retention

policy

and

the

district

School

Activities

Funds

Policy

and

Procedure

Manual.

38.

Post

transactions

timely

and

maintain

current

balances

of

school

activities

in

the

computerized

school

accounting

system.

39.

Timely

reconcile

the

school

bank

account

each

month.

40.

Provide

detailed

financial

reports

of

school

activities

to

the

school

principal

and

individual

school

activity

sponsors

monthly.

41.

Assist

school

administration

in

fostering

school-wide

staff

compliance

in

following

proper

procedures

for

making

purchases

with

school

funds,

adequately

documenting

receipts

and

disbursements,

and

receipting

cash,

in

accordance

with

the

School

Activities

Funds

Policy

and

Procedure

Manual.

42.

Report

suspected

fraud,

misappropriation

or

theft

of

public

school

property,

resources

or

funds

to

the

Chief

Financial

Officer

immediately.

43.

Provide

assistance

during

financial

audits

in

gathering

financial

records

and

supporting

documentation

requested

for

review.

Effective

7/1/2026

44.

Assist

school

administration

in

responding

to

audit

interrogatories

and

in

developing

and

implementing

corrective

action

plans

to

resolve

any

financial

audit

findings.

45.

Attend

training

provided

by

the

district

on

school

activity

fund

procedures

and

for

use

of

computerized

accounting

and

related

systems.

PROFESSIONAL RESPONSIBILITIES: 1.

Maintain

professional

personal

appearance

and

demonstrate

respect

for

colleagues.

2.

Attend

work

regularly;

report

to

work

on

time;

and

provide

advance

notice

of

need

for

absence.

3.

Complete

work

efficiently

and

accurately

(with

few/no

errors)

within

deadlines

without

supervision.

4.

Perform

job

responsibilities

consistently,

use

time

wisely,

plan

properly,

take

care

of

materials

and

equipment.

5.

Maintain

confidentiality

and

demonstrate

trustworthiness;

exercise

good

judgment.

6.

Support,

implement,

assist

with,

and/or

ensure

application

of

district

initiatives

and

other

programs

or

directives

of

the

Superintendent

and

Board.

7.

Keep

the

direct

supervisor

informed

of

the

progress

being

made

in

the

area(s)

of

responsibility.

8.

Report

to

the

Lincoln

Parish

School

Board

as

needed

or

directed.

9.

Keep

abreast

professionally

by

attending

local,

regional,

state,

or

national

meetings

and/or

staff

development

that

address

area(s)

of

responsibility

as

directed

by

the

supervisor.

10.

Complete

and

submit

all

forms,

reports,

documentation,

and

training

by

required

dates

and

in

accordance

with

district

policies

and

procedures.

11.

Remain

open

to

suggestions

and

innovative

ideas;

receive

and

apply

feedback.

12.

Demonstrate

competence

in

areas

of

responsibility.

13.

Exert

every

effort

to

constructively

involve

stakeholders

in

all

professional

settings.

14.

Communicate

appropriately

and

work

effectively

with

all

populations.

15.

Exhibit

desirable

qualities

such

as

commitment

to

job

responsibilities,

enthusiasm,

cooperation,

sense

of

humor,

creativity,

tact,

positive

attitude/work

ethic,

dependability,

punctuality,

self-discipline/control,

poise,

voice

control,

effective

nonverbal

communication,

a

professional

appearance,

initiative,

and

a

genuine

concern

and

interest

for

others.

16.

Follow

the

specific

requirements

established

by

the

School

Board

(LEA),

State

Department

of

Education

(SDE),

the

State

Board

of

Elementary

and

Secondary

Education

(SBESE),

and/or

Federal

regulations

and

guidelines

established

by

each.

17.

Perform

any

duty,

not

specifically

assigned,

as

deemed

necessary

by

the

assigning

authority

in

order

to

maintain

continuity

where

needed.

While the operation of the Lincoln Parish School Board and its schools is governed by the provisions of this and all other policies,

as

well

as

the

procedures

of

the

individual

schools,

no

policy

manual

can

list

each

and

every

instance

of

misconduct

that

is

precluded.

Accordingly,

employees

are

cautioned

that

the

appropriateness

of

certain

action

or

behavior

must

necessarily

be

dictated

by

the

nature

of

the

position

held

by

the

employee

and

commonsense.

By

virtue

of

one's

education

and

experience,

an

employee

knows

and

understands

that

certain

actions

or

conduct

are

unacceptable

even

in

the

absence

of

formal

policy.

For

instance,

without

the

need

of

a

specific

prohibition

or

warning,

a

classroom

teacher

should

be

aware

of

the

impropriety

of

certain

practices

such

as

leaving

students

unattended,

using

profanity

or

sexually

suggestive

language

or

bringing

a

firearm

onto

campus.

Such

conduct

constitutes

both

incompetence

and

willful

neglect

of

duty

and

will

result

in

the

imposition

of

discipline

up

to

and

including

termination.

I certify that I have reviewed and understand each requirement and that I am capable of meeting each and every

requirement.

Employee Printed Name: Employee Signature: ____ Date Signed: ___ Effective

7/1/2026