District Office Assistant Clerk

Stevensville School District has a full-time, year-round District Office Assistant

Clerk – Payroll position open. This skilled person will support the district in the

areas of payroll, accounts payable, accounts receivable, and other financial

processing. This position requires effective computer, communication, and

organizational skills. A background in business or accounting is preferred. Black

Mountain Software experience is helpful. The starting wage is $18 - $20/hour,

depending on experience. Competitive benefits, sick leave, vacation leave, and

personal leave. If interested, please submit a letter to the District Office. The

position is open until filled. A job description is available in the District Office.

REPORTS TO: Business Manager

FLSA Designation: Non-Exempt

UNIVERSAL OBLIGATIONS/EXPECTATIONS OF EACH STAFF MEMBER

The District expects that each staff member will: (1) put the safety, health and well-being of students at the forefront of all actions, job responsibilities and decisions, and (2) undertake all duties in alignment with the District’s Strategic Plan. Under general direction of the Business Manager, performs professional-level payroll and accounting work involved with maintaining the district’s accounting and payroll function. Assisting with the monthly and annual financial statements, performing accounts receivable and payable functions, providing oversight in numerous fund accounting areas, and conducting general financial research within the overall accounting framework. The person in this classification must work with technical data required by the Federal and State Governments.

ESSENTIAL FUNCTIONS:

This person is responsible for all aspects of classified and certified payroll including salaries, wages, overtime, and deductions. This includes sick leave, vacation, dues, garnishments, withholdings, insurance and pension, and personal leave balances. This requires financial reporting, data management, and accurate recordkeeping. This employee is responsible for providing customer service and communication to address payroll-related questions, as well as collaborating with other district and school-level departments to resolve issues.

Review all invoices (paid via the requisition/purchase order process) for proper approval, account coding and supporting documents. Process and pay these District invoices (backup for processing student extracurricular club invoices). Determine which invoices (or parts thereof) are subject to payroll reporting.

Reviews all District credit card charge receipts and logs for completeness, accounting code accuracy, and appropriateness. Download and complete the interfaceable monthly purchasing card transaction spreadsheet. Process applications for new cardholders and ensure District purchasing card procedures are made known to them. Assist with the adding and deleting of cardholders.

 Calculate salaries, wages, overtime, and deductions for all certified and classified employees.

Ensuring compliance with pay schedules.

 Collect and verify timesheets, leave requests, and absences.

 Ensure payroll complies with state and federal regulations, including compliance with wage and hour laws.

 Maintain accurate payroll records and employee files.

 Update employee salary changes, promotions, and contract modifications

 Prepare W2 and 1099 tax forms

 Assist with year-end audits and financial reconciliations

 Maintains the vendor database for the District and requests and archives necessary W-9 forms for the District. Compiles and issues 1099-MISC forms annually.

 Books electronically deposited revenue for the District.

 Creates the majority of Facilities Department requisitions and all of their purchase orders and manages the flow of invoices. Assists in some Facilities Department financial reporting.

 Support the Business Manager and assist the ASB–Clerk as required to account for fixed assets in the district.

 Manages deposits, journal entries, and other Business Office financial records.

 Works with school and department personnel to operate petty cash.

 Train outlying departments and schools to maintain a working knowledge of the Accounting Software. Troubleshoot some accounting software issues that come up and educate those who need to know of any remedies. Support outlying departments and schools with financial questions and recordkeeping protocol.

 Audit Medicaid Administrative Claims (MAC) participant list and modify and enter all data on Payroll tab of MAC quarterly financial worksheets.

 Assist with the preparation of the District Trustee Financial Summary.

 Assist with internal auditing of District financial records, controls, and common practices. Perform financial research projects as needed.

 Assist and support ASB Clerk with elementary and high school extracurricular accounts.

 Assist with the accounting year-end process.

 Orders all supplies and minor equipment for Transportation, Business, Payroll, and other school operations.

 Treat all matters of school business confidentially.

 Perform other tasks as assigned by the Business Manager or Superintendent.

 May be assigned to attend the Board of Trustees meetings

 When necessary, Responsible for taking and maintaining accurate minutes of meetings of the Board of Trustees.

 Processes all authorized invoices.

 Maintains records of paid/unpaid invoices and purchase orders.

 Maintains up-to-date files of all payroll information.

 Responsible for communicating with governmental agencies, labor organizations, TRS, and PERS to provide information.

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, scanner, 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.

The noise level in the work environment is usually moderate.

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; and 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.

Job Type: Full-time

Pay: $18.00 - $20.00 per hour

Schedule:

• Day shift
• Monday to Friday
• No weekends

Work Location: In person

Salary : $18 - $20