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Posted : Friday, August 30, 2024 04:16 PM
Ponca City Public Schools
Job Description
Assistant Treasurer/Deputy Minutes Clerk
Date: July 1, 2016
Reports to: Executive Director of Finance/Treasurer
Supervises: N/A
Qualifications: At Least (1) Year of Office Experience
At Least (2) Year Degree in Related Field
Completion of (3) Year Program for School Business Management
Requires District Provided Bonding
Job Goal: Assists and relieves the Executive Director of Finance/Treasurer of a
variety of tasks to enhance the smooth and efficient operation of the
Business Office.
Employment Terms: 12 Months, 8 hours per day 7:30 A.
M.
– 4:30 P.
M.
, exclusive of a lunch Occasionally, special arrangements may be made with the supervisor if the situation warrants.
Supervisor approval is required if the contract day varies.
FLSA Classification: Nonexempt Evaluation: Annually by Executive Director of Finance/Treasurer Physical Demands: This is an overview intended for compliance with the ADA – it is not an exhaustive list of the duties to be performed.
Reasonable accommodations may be made to enable individuals to perform the essential functions of a specific position.
Regular Requirements: Sit for extended periods; twist at the neck and trunk; bend and reach at, below and above shoulder level, repetitive use of fingers and hands to grasp and/or operate equipment; lift/move up to 15 pounds Occasional Requirements: Ability to administer CPR.
Walk, reach with hands and arms overhead, above shoulder and horizontally; lift/move up to 25 pounds Visual Requirements: Close, color, peripheral, depth perception, ability to adjust focus Hearing/Speaking Requirements: Adequate to exchange information Essential Duties and Responsibilities: Assists with annual preparation/distribution of school district budget and annual financial audit.
Assists with the expenditures for all projects on the district budget and corresponds with Principal or sponsor when there are issues.
Maintains calendar for the Executive Director of Finance, scheduling and coordinating conferences and meetings as instructed.
Makes travel/conference arrangements including proper approval for travel requests and filing travel claims for reimbursement as instructed.
Interfaces with district employees regarding district budget and business procedure policy issues.
Manages all aspects of telephone system at Central office.
Maintains a binder of all Travel Requests submitted to Central Office.
Compiles an end-of-the-year travel report for all out-of-state travel.
Prepares purchase orders for all in-district travel for district employees.
Prepares purchase orders for the Business Office and the Copy Center.
Compiles information for Board Reports.
Keeps sites informed of new and updated forms on website and those kept at Central Office.
Keeps activity fund and business procedures booklets updated.
Travels to each school site with Activity Fund Custodian to perform annual internal audits.
Writes and distributes final internal site audit reports to Executive Director of Finance/Treasurer.
Creates and maintains Business Office forms in School Center on the school website.
Prepares agenda and notebooks at the monthly finance meetings.
Writes and distributes minutes of monthly finance meetings.
Attends Employee of the Month selection meetings.
Coordinates the ordering of EOM plaques and awards.
Creates monthly invoices to Child Nutrition/PTAs/YMCA for copy center charges.
Meets with vendors for mailroom and copy room equipment.
Obtains price quotes for Business Office equipment.
Corresponds with Kay County Court Clerk/Excise Board regarding approvals on appropriations.
Purchasing Card Coordinator – handles all correspondence for Credit Card Company and district employees on all the district’s p-cards.
Collects Teacher of the Year ticket money.
Writes Purchase Orders and orders items for Ponca City School Foundation grant winners.
Assistant Treasurer – Performs any or all duties of the Treasurer in her absence.
To ensure continuity of services, remote work may be necessary in the event of a health crisis or disruptive situation that requires the closing of school and/or office buildings.
An employee’s eligibility for remote work will be determined by the superintendent of schools.
Expectations and guidelines for remote work will be distributed by the employee’s supervisor, based on his/her role and responsibilities.
Performs all other tasks as supervisor may assign.
BOARD MINUTES CLERK: Attends all Board meetings.
Attends all Executive Sessions.
Composes minutes of the monthly Board and Executive Session meetings.
Complies information from all Board meetings to be bound in hard-back books at the end of the fiscal year.
Provide monthly minutes to Board members for their approval
Employment Terms: 12 Months, 8 hours per day 7:30 A.
M.
– 4:30 P.
M.
, exclusive of a lunch Occasionally, special arrangements may be made with the supervisor if the situation warrants.
Supervisor approval is required if the contract day varies.
FLSA Classification: Nonexempt Evaluation: Annually by Executive Director of Finance/Treasurer Physical Demands: This is an overview intended for compliance with the ADA – it is not an exhaustive list of the duties to be performed.
Reasonable accommodations may be made to enable individuals to perform the essential functions of a specific position.
Regular Requirements: Sit for extended periods; twist at the neck and trunk; bend and reach at, below and above shoulder level, repetitive use of fingers and hands to grasp and/or operate equipment; lift/move up to 15 pounds Occasional Requirements: Ability to administer CPR.
Walk, reach with hands and arms overhead, above shoulder and horizontally; lift/move up to 25 pounds Visual Requirements: Close, color, peripheral, depth perception, ability to adjust focus Hearing/Speaking Requirements: Adequate to exchange information Essential Duties and Responsibilities: Assists with annual preparation/distribution of school district budget and annual financial audit.
Assists with the expenditures for all projects on the district budget and corresponds with Principal or sponsor when there are issues.
Maintains calendar for the Executive Director of Finance, scheduling and coordinating conferences and meetings as instructed.
Makes travel/conference arrangements including proper approval for travel requests and filing travel claims for reimbursement as instructed.
Interfaces with district employees regarding district budget and business procedure policy issues.
Manages all aspects of telephone system at Central office.
Maintains a binder of all Travel Requests submitted to Central Office.
Compiles an end-of-the-year travel report for all out-of-state travel.
Prepares purchase orders for all in-district travel for district employees.
Prepares purchase orders for the Business Office and the Copy Center.
Compiles information for Board Reports.
Keeps sites informed of new and updated forms on website and those kept at Central Office.
Keeps activity fund and business procedures booklets updated.
Travels to each school site with Activity Fund Custodian to perform annual internal audits.
Writes and distributes final internal site audit reports to Executive Director of Finance/Treasurer.
Creates and maintains Business Office forms in School Center on the school website.
Prepares agenda and notebooks at the monthly finance meetings.
Writes and distributes minutes of monthly finance meetings.
Attends Employee of the Month selection meetings.
Coordinates the ordering of EOM plaques and awards.
Creates monthly invoices to Child Nutrition/PTAs/YMCA for copy center charges.
Meets with vendors for mailroom and copy room equipment.
Obtains price quotes for Business Office equipment.
Corresponds with Kay County Court Clerk/Excise Board regarding approvals on appropriations.
Purchasing Card Coordinator – handles all correspondence for Credit Card Company and district employees on all the district’s p-cards.
Collects Teacher of the Year ticket money.
Writes Purchase Orders and orders items for Ponca City School Foundation grant winners.
Assistant Treasurer – Performs any or all duties of the Treasurer in her absence.
To ensure continuity of services, remote work may be necessary in the event of a health crisis or disruptive situation that requires the closing of school and/or office buildings.
An employee’s eligibility for remote work will be determined by the superintendent of schools.
Expectations and guidelines for remote work will be distributed by the employee’s supervisor, based on his/her role and responsibilities.
Performs all other tasks as supervisor may assign.
BOARD MINUTES CLERK: Attends all Board meetings.
Attends all Executive Sessions.
Composes minutes of the monthly Board and Executive Session meetings.
Complies information from all Board meetings to be bound in hard-back books at the end of the fiscal year.
Provide monthly minutes to Board members for their approval
• Phone : NA
• Location : Ponca City, OK
• Post ID: 9005454973
