School Business Assistant

HAYWARD UNIFIED SCHOOL DISTRICT

CLASS TITLE: SCHOOL BUSINESS ASSISTANT

Basic Function

Under the direction of a Vice Principal, operate and maintain a high school book and supply room; maintain the school’s budget records; receive, store, sell or issue textbooks, audio-visual equipment and office and classroom supplies; prepare and maintain inventories of school supplies and equipment; maintain student records of lost and damaged books.

Representative Duties

ESSENTIAL DUTIES:

Receive, store, issue and deliver school supplies and equipment such as textbooks, audio-visual equipment, films and office and classroom supplies.

Check goods against invoices, purchase orders; prepare reports of discrepancies.

Receive and fill requisitions for materials and supplies; provide timely deliveries; maintain records of issued materials.

Maintain budget record of school expenses; prepare balance sheets; reconcile records to District records; prepare budget reports for school principal, vice principal and each area chairperson.

Maintain inventories of school suppliers and equipment; order additional supplies as necessary to maintain adequate stock levels; conduct perpetual and periodic physical inventories of school equipment and supplies.

Maintain audio-visual equipment in working order; clean and maintain and perform minor repairs and adjustments such as replacement of lamps, fuses and belts.

Receive, distribute and collects films and other audio-visual materials ordered by the Instructional staff.

Direct Students Who Assist In Warehouse And Other Activities.

Maintain and control a revolving petty cash fund for school operations.

Service and maintain school copy machine; stock machine with paper and maintain records of use.

Prepare and maintain a variety of reports and records to assure control of assigned functions.

Collect, account for and transmit fees for lost or damaged books; prepare refund vouchers for lost books restored or unused portions of deposits; collect for materials used in personal projects; collect for testing and other fees.

Other Duties

Provide information concerning stock and price of materials; prepare reports as required.

Perform other duties, related to the job, as assigned.

Knowledge And Abilities

KNOWLEDGE OF:

Methods, practices and terminology of basic financial record keeping.

Modern office practices, procedures and equipment.

Basic accounting procedures.

Correct English usage, grammar, spelling, punctuation and vocabulary.

Interpersonal skills using tact, patience and courtesy.

Oral and written communication skills.

Operation of a computer and applicable software.

Supply room procedures including methods of storage and issuance of supply items.

Inventory purchases.

Purchase requisitions, purchase orders, invoices and delivery reports.

Ability To

Add, subtract, multiply and divide quickly and accurately.

Proofread to find and correct errors in text and math.

Understand and follow oral and written instructions.

Read, interpret and follow rules, regulations, policies and procedures.

Work independently with little direction.

Meet schedules and time lines.

Plan and organize work.

Maintain alpha/numeric files.

Maintain records and prepare reports.

Communicate effectively both orally and in writing.

Work confidentially with discretion.

Operate a variety of equipment including a cash register, computer and applicable software.

Understand and follow oral and written instructions.

Establish and maintain cooperative and effective working relationships with others.

Education And Experience

Any combination equivalent to: graduation from high school and one year experience in maintenance of financial records and in the receipt, maintenance and delivery of materials and supplies.

Environment

WORKING CONDITIONS:

Indoor work environment.

Physical Demands

Sitting or standing for extended periods of time.

Dexterity of hands and fingers to operate a variety of equipment including a computer keyboard.

Hearing and speaking to exchange information.

Seeing to read a variety of materials.

Lifting, carrying, pushing or pulling heavy objects.