Business Manager/Clerk

BUSINESS MANAGER/CLERK

40 hours/week.

REPORTS TO: Superintendent and School Board

BASIC FUNCTIONS:

The basic function of this position is to assist the Superintendent to carry out more effectively the duties and responsibilities of his/her office to the ultimate benefit of the district’s entire program.

ESSENTIAL RESPONSIBILITIES:

Advise the Board of Trustees on financial and operational constraints as outlined by law;
Serve as a member of the administrative team, working closely with the District Superintendent and other administrative staff to align the educational goals and financial stability of the district;
Assist the Trustees in ensuring all district policies comply with local, state, and federal laws;
Attend trustees' meetings and ensure that a permanent record is maintained as required by law, and, if unable to attend, ensure a qualified designee maintains an accurate permanent record;
Keep and maintain accurate minutes of meetings of the Board of Trustees;
Act as the custodian of all documents, records, and reports of the Trustees, including the Trustees' report required under § 20-9-213, MCA;
Act as custodian of all other records and documents of the District, including but not limited to personnel files, student records, financial records, property records, and meeting minutes;
Maintain accurate and detailed accounting records of all financial transactions of the district, serving as a liaison during any financial and labor audits, as required;
Assist in budget preparation and with audits;
Keep accurate and detailed accounts of all receipts and disbursements;
Draw and countersign all warrants for expenditures;
Process payroll data for all School District employees and prepares payroll checks for distribution and maintain up-to-date files of all payroll information;
Process all authorized invoices and maintain records of paid/unpaid invoices and purchase orders;
Process and maintain employment forms related to state and federal taxes and retirement systems;
Prepare and submit financial reports to the Board and Superintendent as requested;
Prepare and provide Board packets to the Trustees prior to every Board meeting, and make the Board packets available to the public;
Prepare all notice for Board meetings and elections;
Communicate with and respond to requests from governmental agencies, labor organizations, TRS, and PERS to provide information.
Serve as the election administrator for the district unless the county administers an election at the request of the district.

Only minimum duties are listed. Other functions may be required as given or assigned.

DESIRED MINIMUM QUALIFICATIONS:
One year experience in typing and general clerical work; high school diploma or equivalent; or any combination of training and/or experience that could likely provide the desired knowledge and abilities.
Basic arithmetic, filing, and record-keeping procedures.
Proficiently operate standard office equipment, including copier, computer terminal, word processor, etc.
Communicate effectively with students, public, and staff.
Compile and maintain accurate and complete records and reports.
Understand and carry out oral and written instructions.
Maintain cooperative working relationships with those contacted in the course of work.
Type at a net corrected speed of 50 words per minute.
Ability to handle stressful situations.
Ability to maintain confidentiality of employment and student matters.
Ability to effectively manage time and responsibilities.

EQUIPMENT USED:
A variety of electronic and technology devices, copier, telephone/voice mail, fax.

WORK ENVIRONMENT:
While performing the duties of this job, the employee regularly works inside. The employee must be able to meet deadlines with severe time constraints.

PHYSICAL DEMANDS:
While performing the duties of this job, the employee is frequently required to sit; occasionally walk and stand; twist at neck and waist; kneel. Specific vision abilities required by this job include close vision, distance vision, depth perception, and the ability to adjust focus. The employee is required to be able to hear conversations in quiet environments. May be required to lift or move up to 20 pounds.

MENTAL/MOTOR DEMANDS:
While performing the duties of this job, the employee often performs routine work. The employee frequently exercises flexibility (ability to shift from one task to another). Guidance and reinforcement are usually available. The employee frequently works within time constraints and maintains attentiveness intensity. The employee is frequently involved in social interactions which require oral and written communications.

The physical demands, work-environment characteristics, and mental/motor demands described within this job description are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations shall be made to enable individuals with disabilities to perform the essential functions.

For those classified employees employed under a written contract for a specified term, nothing contained in this job description shall create a property right beyond the specified duration of the employment contract.