Job Description

Financial Assistant

Reports to: Principal

Purpose: To handle all financial aspects of the school and to assist the principal in other duties as necessary.

Qualifications:

• High school diploma or equivalency required
• Accuracy and completeness for all payroll and financial processing is essential.
• Knowledge of basic bookkeeping/accounting is required.
• Understanding of NC School Uniform Chart of Accounts is required.
• Knowledge of federal, state and local purchasing requirements is required.

Key Duties and Responsibilities:

• PAYROLL
  • DAILY payroll processing of absences and time adjustments
  • Meet payroll deadlines and schedules as set by Finance Department
  • Ensure accuracy in payroll in regards to substitutes and stipends
  • Verify extra duty pay for all employees are processed through payroll, including employees who officiate at athletic events, are contracted as staff development instructors, receive stipends such as yearbook advisor, etc.
  • Keep all records of sick leave, personal leave and annual leave days
• PURCHASING AND PAYABLES
  • Order supplies and materials by purchase order after obtaining written principal approval and in compliance with all applicable statutes and regulations including
  • Place technology purchases through the "TPR" process prior to ordering
  • Key and inspect all purchase orders for correct quantity, pricing and extensions
  • Responsible for receipt of all merchandise and to make sure items received agree with purchase order; Receipt of materials is documented on purchase order.
  • Adhere to procedures for bar-coding inventory & fixed asset items
  • Ensure written principal approval for payment is documented on purchase orders prior to payment
  • Remit central office invoices and packing slips along with purchase order to Accounts Payable in a timely manner
  • Pay transactions from school checking from invoices, document with stamp and ensure principal approval for payment is documented; retain in file by month for future audits
• GENERAL ACCOUNTING
  • Receipt money and deposit in accordance with Board of Education Policy 4-3
  • Maintain record of receipt book assignments
  • Balance bank statements monthly and submit reports to Internal Auditor no later than the 15th of the subsequent month.
  • Assist principal to ensure no accounts reflect negative balances on the Statement of Receipts and Disbursements
  • Monitor General Ledger Reports on the AS400
  • Initiate Budget Amendment requests
  • Manage grant funds and process related transactions as applicable
  • Monitor staff development and process contracts, registrations, substitutes and reimbursements in accordance with staff development guidelines
  • Prepare athletic gate change funds
  • Verify and reconcile ticket seller's report for accuracy and completeness
  • File monthly/quarterly Sales and Use Tax returns
• GENERAL OFFICE
  • Answer telephone, take messages and/or direct calls to appropriate personnel
  • Greet visitors, parents and students who come to school
  • Sort and distribute mail as necessary
  • Attend to students as necessary
  • Obtain service for all equipment for school
  • Remit monthly and other reports in a timely manner, i.e. fire drill report; OSHA report; monthly and end-of-the-year financial reports; workers' compensation claims
  • Remit change of address and leave of absence forms to HR Department
  • All clerical duties as assigned by principal and assistant principal(s)

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