Administrative Assistant/ECA Treasurer

LOCATION: Bedford North Lawrence High School

REPORTS TO: Building Principal

SUMMARY DESCRIPTION

The Administrative Assistant / ECA Treasurer serves in a highly visible and essential role supporting the daily operations of the high school office while maintaining oversight of all Extra-Curricular Account (ECA) financial activities. This individual must be proficient in office administration, data management, financial recordkeeping, and school operations. The position supports students, staff, parents, sponsors, and administration by maintaining efficient office procedures and ensuring compliance with Indiana ECA financial guidelines, school corporation policies, and State Board of Accounts requirements.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Administrative Assistant Responsibilities

• Create, maintain, and distribute daily announcements, including posting through PowerSchool.
• Process and manage work orders.
• Manage employee timekeeping through TimeClock Plus, including resolving hours, approving leave requests, and adjusting employee time records.
• Coordinate substitute coverage through SmartFind, including assigning appropriate fund numbers and verifying substitute placements.
• Coordinate and manage all school safety drills in collaboration with administration.
• Serve as administrator of building Google Calendars and maintain scheduling accuracy.
• Maintain and process grades for Summer School, STAR Plus, Gateway, grade changes, and PE waivers.
• Maintain and organize student assessment records, including SAT, ACT, ASVAB, ILEARN, and other testing data.
• Adjust and maintain school bells and bell schedules.
• Complete, process, and track personnel forms and documentation.
• Serve as building administrator for Rave Panic and other emergency communication systems.
• Assist in adjusting and maintaining teacher schedules.
• Manage ScreenHub and building communication displays.
• Coordinate graduation and commencement activities.
• Maintain and manage student and staff data through PowerSchool and related systems.
• Compile reports and data as assigned by administration.

ECA Treasurer Responsibilities

• Maintain and reconcile all high school Extra-Curricular Accounts (ECA) in accordance with Indiana Department of Education and State Board of Accounts guidelines.
• Process deposits, receipts, disbursements, and transfers for student activity funds, clubs, athletics, and extracurricular organizations.
• Maintain accurate financial records and account balances for extracurricular activities and student organizations.
• Verify supporting documentation and approvals for expenditures, purchase requests, and reimbursements.
• Prepare financial reports and account summaries for administrators, sponsors, and the corporation business office as requested.
• Monitor ECA account balances and communicate fund availability with sponsors and activity advisors.
• Ensure compliance with internal controls, cash-handling procedures, and audit requirements.
• Coordinate records and documentation for internal and external audits.
• Maintain records for fundraisers, ticket sales, concessions, and extracurricular revenue sources.
• Provide support and guidance to staff sponsors regarding ECA procedures and financial processes.
• Maintain organized financial records in accordance with record retention requirements.

Other Duties and Responsibilities

• Assist registrar, attendance, and counseling administrative assistants as needed.
• Assist administrators, counselors, teachers, students, and parents as needed.
• Maintain confidentiality regarding student, personnel, and financial information.
• Perform additional duties as assigned by the Building Principal or Corporation Administration.

QUALIFICATIONS & SKILLS REQUIRED

Requirements

• High school diploma or equivalent required; associate degree or bookkeeping/accounting experience preferred.
• Previous office, bookkeeping, or school administrative experience preferred.
• Knowledge of Indiana ECA guidelines and State Board of Accounts procedures preferred.
• Valid driver’s license.
• Good attendance record.
• Effective written and verbal communication skills.
• Strong organizational skills and attention to detail.
• Proficiency with Microsoft Office, Google Workspace, PowerSchool, and financial/accounting software.
• Ability to multitask, meet deadlines, and work effectively in a fast-paced school environment.
• Ability to maintain confidentiality and exercise sound judgment.