Under the direction and guidance of the Superintendent, supervises the district office; prepares and maintains district files, records, financial documents, deferred maintenance, transportation information and other district business. Serves as a confidential employee for district and the Board of Trustees. Supports the superintendent, staff and maintains personnel records.
Desirable Qualifications, Training and Experience
-Knowledge/background of office procedures in a school district office setting
-Completion of high school diploma or equivalent/college level business courses preferred.
-Writing and editing skills, including sentence structure, spelling, grammar, punctuation.
-Common sense and sensitivity to the needs of staff, board, students and parents.
-Ability to understand Educational Codes.
-Ability to work effectively with others.
-Perform a variety of school based clerical work involving use of independent judgment and requiring accuracy, speed and perseverance.
-Post, check records, file and alphabetize rapidly and accurately.
-Willingness to extend working hours to complete specific projects.
-Extensive training in the QSS Financial System.
-Working knowledge of a student information program . ie) AERIES
-Current school district office practices, methods and procedures.
-Filing and recording systems.
-Standard office machines including but not limited to telephone procedures extensive computers and word processing, calculator, copy machines, etc.
Duties and Responsibilities:
-Comprehend and explain school district policies as they relate to both certificated and classified personnel.
-Compute and enter payroll into QSS Financial System.
-Handle accounts receivable/accounts payable. Prepare district warrants and computer printouts.
-Maintain purchase orders for the district; maintain balance on expenditures on teacher allotments.
-Maintain bank accounts, revolving, student, lunch and L.A.I.F. Make bank deposits/withdrawals.
-Attend monthly trainings for business managers at the Siskiyou County Office of Education.
-Coordinate activities pertaining to the recruitment, examination, interviewing and selection of employees.
-Prepare, post and/or revise job announcements and job descriptions.
-Prepare various employment contracts for classified and certificated personnel.
-Prepare and maintain a variety of personnel related records such as board resolutions authorizing layoffs or reductions in hours; prepare letters to classified employees affected by layoffs or reductions in hours.
-Research and investigate personnel records to establish displacement rights of affected employees; research and interpret employee seniority data to ensure accuracy of records; gather, compile, and organize personnel data.
-Notice and follow up with certificated personnel concerning registration and renewal of credentials.
-Review employee records with employees as requested.
-Respond to inquiries from outside sources regarding employment history of district personnel.
-Maintain and be knowledgeable of the negotiated agreement for certificated and classified employees.
-Prepares and distributes School Calendar.
-Respond to State Employment Development Department inquires. (Unemployment)
-Serve as the designated liaison for DOJ and FBI clearances.
-Attend regular (monthly) and special board meetings, record and type board minutes. Post notices of all meetings within the time frame required.
-Compile and deliver board packets to board members the week prior to the Board of Trustees meeting.*
-Put together School Site Council budget and monthly budget reports.
-Attend budget meetings with Superintendent at the Siskiyou County Office of Education for First Interim, Second Interim and Annual Budget.*
?Prepare difficult and complex reports in accordance with written and/or oral instructions to meet
-District, State, and/or Federal reporting requirements.*
-Complete student and liability renewal insurance forms.
-MAA Coordinator, maintain staff time surveys and do the billing*
-Prepares, audits and submits all SAFE reports to SCOE*.
-Work efficiently under pressure with constant interruptions.
-Prepare school records for state audit, annually.
-Prepare Deferred Maintenance 5 year plan and send to state.
-Serve as primary contact for Worker’s Compensation process and file reports.
-Accepts incoming phone calls and provides required information whenever possible.
-Prepares all state applications and waivers when necessary.
-Maintains all bus driver records, such as training hours and drug and alcohol records to comply with CHP audits.
-Attend staff development workshops when directed by Superintendent.