1. Indiana Secretary of State Bookkeeper Manual
I. Introduction
II. Expectations
I. Introduction
The Bookkeeper position is an essential part of the Secretary of State’s Office. The
Bookkeeper is entrusted with managing the financial integrity of all received revenue.
Reporting these funds brings a unique quantifiable perspective to the operations and
services provided by the Secretary of State’s Office. This manual is used to address the
agency specific rules and duties. It is not a substitute for the Indiana State Board of
Accounts (SBOA) manual. The SBOA manual should be used congruently with the
Secretary of State Bookkeeper manual. The job duties performed by the Bookkeeper are
vital to the Office.
The Bookkeeper reports directly to the Director of Operations. The Bookkeeper can
offer critical data in regards to Executive spending decisions, and priority of tasks. With
the Bookkeeper’s help, the Secretary of State’s Office can continue to make great strides
in improving customer service and simplifying processes.
II. Expectations
Expectations of the individual who holds the Bookkeeper position is based on
integrity. Accuracy and timeliness are the backbone to the position. Some expectations
that the Bookkeeper should strive to perfect include:
Deposits submitted no later than 1:30pm on every business day
Verify and perform self-audits routinely to ensure the highest degree of
integrity in reporting methods
Not only understand the mechanics of the process, but also to be able
to analyze the revenue streams
Submit all revenue from the previous business day
to the Treasurer’s Office
Refunds should be processed and mailed on a daily basis
Monthly-prepaid account statements should be mailed the first of every
month to reflect the activity of the prior month
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2. Indiana Secretary of State Bookkeeper Manual
I. Introduction
II. Expectations
Customer inquiry phone calls should be returned
within one business day
Perform proper documentation of all activity
both written and electronically
Maintain the most efficient form of organization
Adhere to all State Board of Accounts principles
and State laws/regulations
Communication between the Bookkeeper and the Director of Operations is
essential in the success of the Operations team. If the Bookkeeper notices any unusual
activity, filing trends, or suspicious activity – it is to be addressed to the Director of
Operations immediately. The Director of Operations will make determinations on
information provided by the Bookkeeper. Any inquiries should first be addressed to the
Director of Operations before other members of Staff.
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