JESSIEVILLE SCHOOL DISTRICT

Job Description for

District Treasurer

DEPARTMENT: Business & Finance JOB STATUS: Full Time

POSITIONS SUPERVISED: N/A REPORTS TO: Superintendent

GRADE/LEVEL: N/A

AMOUNT OF TRAVEL REQUIRED: See Essential Duties

WORK SCHEDULE: 240 contracted days

POSITION SUMMARY

Working under the supervision of the Superintendent, the District Treasurer plays a crucial role in managing budgets, ensuring financial compliance, and optimizing resource allocation and is responsible for overseeing the financial operations of the District. This position requires an overall knowledge of payroll, bookkeeping, accounting, and a further understanding of the interrelationship between payroll processing reports and the overall accounting system.

Position also requires a keen eye for detail, strong financial acumen, and the ability to collaborate effectively with staff to support the District's mission and objectives.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Human Resources

• To prepare new employee contracts after Board Approval.
• To work with Superintendent on salary records and verify teacher licensure and other personnel certification requirements.
• To meet with all new hires; prepare, distribute, and process new hire paperwork
• To collect tax information from employees (W-4, AR4EC)
• To set-up employees and submit insurance forms and AR Teacher Retirement online reporting for all new employees
• To oversee health insurance, dental/vision insurance programs, HSAs and other benefit programs for employees, and maintain all specified insurance records
• To serve as liaison between employees and insurance carriers relative to questions and assistance with completing forms
• To maintain the current system for personnel records for all school employees to provide comprehensive, efficient, accurate, and current records of all matters pertinent to employment, transfer, retirement, leaves of absence, leave balances, years of service,
• To develop a tracking system of all personnel data Monthly personnel data change report is accessible to Superintendent in eFinance for review.
• To inactivate, change, or terminate employees (certified and classified__job change/resign/retirement/transfer, etc.) in eFinance
• To develop procedures for all employees’ documentation regarding resignations, retirements, leaves of absence, medical leave, contract payouts,
• To correspond with other districts regarding employees transferring in and out to ensure smooth transition of insurance, leave balances, and other information between districts
• To coordinate/disseminate information to eligible staff for Open Enrollment for AR Benefits and Colonial Life (October)
• To set up, organize, and collaborate with Benefits Coordinator on Open Enrollment session for Voluntary insurance products annually (November)
• To maintain Employee Access Center including types of information displayed, password resets, etc.
• To track compliance of employee background checks, update and monitor renewal dates, set-up annual renewal session for expired background checks in July and notify employees needing renewals.
• To calculate hours worked to determine eligibility for FMLA, and enter/track absences and payroll adjustments for FMLA employees
• To handle Worker’s Comp Incident Reporting paperwork, communication follow-up with ASBA Work Comp Division, and salary adjustments for Workers Compensation if needed.
• To monitor all incoming Commissioner’s Memos from ADE/DESE pertaining to personnel and communicate to Superintendent any changes and/or updates that need to be adjusted and/or amended.
• To be involved with Human Resources at the direction of the Superintendent
• To maintain and update Human Resources Department page on school website with necessary forms, information and website links
• To maintain employment bulletin boards in all schools/departments, posting all required and up-to-date personnel and Labor Department notices
• To do monthly reporting to US Bureau of Labor Statistics (CES Program), Survey of Occupational Injuries, US Census Employment and Payroll Survey, and others as needed
• To verify employment and submit forms for loans, verification of experience, etc.
• To respond to unemployment claim forms on AR Department of Workforce Services website
• To do periodic reporting to Arkansas New Hire Reporting Center through the ADWS website

Payroll

• To enter in eFinance and process files for records (Payroll Processing)
  • Add new employees (certified and classified)
  • Payroll information (check location/time card)
  • Pay rate information (salary information)
  • Retirement information (Contributory /Non-Contributory /T-drop / Retired)
  • Deduction information (insurance premiums/credit union/child support/garnishments/direct deposit)
• To set up, monitor and manage electronic Time Clock system software. Add new employees and/or new jobs as needed. Perform yearly update for new fiscal year including updating calendars, shifts, pay rates, etc.
• To verify time sheets in Time Clock System
• To track over-contract hours and overtime, compute blended overtime and enter in payroll monthly
• To track comp time balances for all classified employees
• To be responsible for entering absences for all staff in eFinance and administration of employee leave including FMLA, disability, and workers' compensation, and in compliance with employment laws and updates
• To run attendance reports and upload current leave balances to Timeclock system monthly after payroll
• To run Cognos Reports (including monthly Contract Balance Report) to verify correct payroll information
• To process Payroll monthly (including additional duties and/or stipends/bonus, etc.)
• To verify docked days/hours and docking rate. To manually dock hours from employees if needed and adjust reported ATRS service days accordingly
• To perform payroll redistributions in eFinance as needed
• To reconcile pay/deduction/direct deposit/taxes pertaining to Payroll
• To process Account Payables from Payroll (deductions and benefits) and maintain files
  • Taxes (federal and state) 941 and State Withholding Tax Deposits (electronically)
  • Insurance Premiums
  • Garnishments
  • Child Support
  • Credit Unions
  • ARTRS Retirement System
  • Charitable Contributions
• To report monthly (reconcile and report electronically)
  • Arkansas Teacher Retirement System (ARTRS) (Contributory/Non-Contributory)
  • ARTRS T-Drop
  • ARTRS Retired
  • ARTRS Buy Back
  • ARTRS Vendor Surcharge
• To report Quarterly (reconcile and report electronically)
  • Arkansas Teacher Retirement (all above)
  • Arkansas Quarterly Wage Report (ADWS)
  • 941 Quarterly Tax Report
• To report annually (reconcile and report electronically or by mail)
  • 1099 Misc and 1099 NEC
  • W2s and W3
  • 1095Cs and 1094-C
  • AR State Withholding Tax Filing Summary and ARW-3 transmittal
• To correspond with staff, vendors, Voluntary Benefits Coordinator, ARTRS, and others concerning Payroll issues (email/phone/mail)

Budget

• To collaborate with the Superintendent, Special Programs Coordinator, Special Education Director, and appropriate staff in developing the budget
• To compute employee salary allocations based on department/position, Master Schedule, stipends, and extended contract days as necessary
• To prepare and enter Payroll Budget for Operating, SPED, Federal and Categorical funds in eFinance utilizing Personnel Budgeting, and including Teacher Salary Fund Transfers
• To enter and balance revenue and expenditure budgets for Federal, Categorical, SPED, and Grant funds in eFinance
• To prepare and enter Transfer Journals Entries for Federal and Categorical Funds and Indirect Cost JEs for Federal Funds according to the Budget
• To monitor funding allocation adjustments and work with Special Programs Coordinator, Special Education Director, and Grant Facilitator on budget adjustments, journal entries, and reporting forms throughout the year
• To collaborate with Bookkeeper to ensure final Budget is in balance and there are no exceptions in eFinance prior to submission
• To submit Budget to School Board and ADE as required

Financial Cycle Coordinator – Cycles 1, 8, 9

• To update LEA profile for each cycle
  • To correct errors for Build and Validate or delegate to appropriate offices
  • To run all reports; review, verify reports and submit other reports to appropriate offices for review
  • To submit Cycle and mail appropriate forms to ADE when all reports have been verified as correct

Cycle Reports (2-7)

• To review and/or reconcile cycle reports, and update data in eFinance as needed to correct errors

Fixed Assets

• To balance reports in Fixed Assets after Asset Entry and retirement is completed by Accounts Payable Clerk. Run depreciation and prepare required reports for auditor. After audit, balance F/A to completed audit report and purge retired assets
• To maintain reference tables in Fixed Assets as necessary

Financial Accounting

• To direct financial accounting
• To oversee all financial operations of the district
• To complete financial reports and statements that are the result of the accounting function
• To ensure that all bank accounts are verified monthly
• To assist in reconciling Bonded Debt payments and corresponding bank accounts
• To upload check registers to bank for Positive Pay monitoring
• To assist in checking Operating Bank Account for Positive Pay exceptions
• To enter Operating Account revenue into eFinance from Receipt Book
• To review Accounts Payable coding on invoices as necessary
• To enter monthly journal entry for transfers to Teacher Salary fund, Debt Service fund, Foundation Funding, etc.
• To maintain authorized users and rights in eFinance
• To prepare and submit AR Use Tax report and payment online once a month
• To review, and verify monthly Child Nutrition Claim entered by Child Nutrition Director
• To prepare employee data spreadsheet annually for Substitute Service vendor. Reconcile invoices monthly with attendance reports and enter coding. Prepare spreadsheet and compute corresponding ARTRS Surcharge monthly for payment and prepare spreadsheet
• To monitor Purchasing Card accounts and permissions and adjust card balance amounts as needed.
• To serve as Author of Amazon Account, maintaining user info and balance limits as needed
• To correspond with auditor and provide necessary documents during annual audit
• To perform internal audits as necessary
• To report to the Superintendent on the business affairs of the school district and recommend any changes and improvements which should be made
• To maintain/update job assignments in eFinance for ARMAC participants in collaboration with ARMAC Coordinator, and reconcile quarterly Reimbursement Claim amount to salary reports
• To prepare annual Worker’s Comp insurance audit (January) and reconcile with payroll records and 1099 NEC Vendor data from previous year
• To prepare and submit annual AAEA Salary Survey
• To maintain ADAM Active Directory Account Management System as needed
• To maintain and renew SAM.GOV registration for the district annually

Talent Ed

• To post online job openings
• To handle application customization
• To maintain user rights

To perform additional duties and responsibilities as assigned by Superintendent

POSITION QUALIFICATIONS:

Competency Statements

Knowledge of the schools and JSD policies and procedures

Evidence of strong commitment to quality education

Evidence of strong organizational skills

Evidence of strong oral and written communication skills

Education

Minimum of Bachelor’s Degree with an accredited educational institution. Other requirements per job description.

Experience

Minimum of one (1) year of job-related experience and/or educational equivalency. Other requirements per job description.

Certificates & Licenses

CASBO (Certified Arkansas School Business Official) Certificate

Any certificate or license to comply with the necessary requirements to meet the position’s essential duties and responsibilities.

Computer Skills

Ability to apply basic computer programs (spreadsheet, Microsoft word, Excel, PowerPoint, others) to enhance job performance. (Others could include eFinance, HAC/TAC)

Other Requirements:

Ability to establish and maintain effective working relationships with staff and the school community.

Ability to speak clearly and concisely both in oral and written communication.

Ability to perform duties with awareness of all federal, state, and district requirements.

LANGUAGE SKILLS: Ability to read, analyze and interpret professional documents. Ability to effectively present information and respond to questions from groups and the general public.

MATHEMATICAL SKILLS: Ability to perform basic math operations to meet job expectations.

REASONING ABILITY: Ability to solve practical problems and deal with situations appropriately to meet job expectations.

PHYSICAL DEMANDS

Other Physical Requirements

Vision (Near, Distance, Color, Peripheral, Depth perception)

Sense of Sound (ability to converse with others, conduct telephone conversations)

WORK ENVIRONMENT

The work environment characteristics are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform with the essential functions.

The JSD HR Office has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the JSD reserves the right to change this job description and/or assign tasks for the employee to perform, as the JSD may deem appropriate.

The Jessieville School District is an Equal Opportunity Employer.

It is the policy of the Jessieville School District not to discriminate on the basis of age, sex, race, color, religion, national origin, or disability in its educational programs, activities or employment practices.