Financial Administrative Assistant [ESP3319]

Classification Title: Accounting Specialist I

Title:Financial Administrative Assistant

Calendar: E 10 Months
ESP Salary Schedule: Range 60 Step 1
Hours:8/Day 40/Week

Location:Highland Junior High


General Purpose

Responsible for collecting and disbursing monies maintaining the junior high schools financial records and preparing reports relating to school finances.

Main Tasks and Responsibilities

• Maintain journal accounts in accounting ledgers; distributes and balances to subsidiary ledgers for school departments and activities (closes out monthly etc.).
• Ensure fund availability pay vendors and prepare school purchase orders.
• Obtain vendor quotes in compliance with purchasing guidelines.
• Collect and receipt monies from classes clubs departments students teachers etc. and records in accounting ledgers.
• Prepare daily bank deposits.
• Reconcile checking account and savings account(s) with bank statements.
• Reconcile addition charge accounts Amazon Sams Club etc.
• Annually establish the type and amount of fees for the current school year and allocate the fees to the appropriate accounts.
• Collect money for fees assess fee waiver on all appropriate accounts call email or mail notices for outstanding fees and send necessary accounts to collections as necessary.
• Monitor status of accounts receivable accounts payable and related financial information for the purpose of ensuring that allocations are accurate related revenues are generated expenses are within budget limits and/or fiscal practices are followed.
• Verify grant money purchases are within the realm of approved items and money spent make purchases and track purchases made from grant funds send a copy of payment check invoice and all documentation of funds spent with details of who was granted funds to the Ogden School Foundation.
• Prepare District reports; prepare state sales tax reports and pay state taxes.
• Assists district office personnel and auditors with requested supporting documentation to complete audits.
• Collect registration fees from students each trimester.
• Distribute registration monies into separate accounts for book fees locker fees etc. and balances receipts and deposits.
• Receive lunch money and credits proper accounts (regular reduced and free); keeps records on lunch sales.
• Receive and record monies regarding shop cards dance tickets game tickets etc.; processes charges for all tests.
• Receive and record fines and fees for lost and damaged books; place holds on yearbooks and registration for unpaid fines and fees.
• Administer the free and reduced meal program as assigned; receive application forms maintain application files prepare role of recipients verify family income prepare district reports of free and reduced lunch participants.
• Receive student insurance monies collected by teachers prepares list and sends the list with payments to the insurance company.
• Prepare cash boxes for ticket sales at school events; distributes change money for school events.
• Train incoming personnel on finance related policies and procedures such as cash handling submitting purchase requests and the like.
• Help with inventory records as assigned.
• Consult with teachers on their accounts and with the student government on purchases.
• Assist with bulk mailings; make yearbook lists and help coordinate distribution to students during last month of school.
• Replace student ID cards.
• Collect monies and distribute graduation announcements and caps and gowns for students unavailable when the Company initially distributes items.

Education and Experience

• A High School Diploma or equivalent.
• One (1) to two (2) years of related experience.
• Knowledge of accounting principles and practices.
• Ability to operate small office equipment including copy machines or multi-line telephone systems.
• Ability to operate computers for data entry word processing and/or accounting purposes.
• Ability to operate highly technical computer applications.

Working Conditions and Physical Requirements

• The job occasionally requires light physical exertion including walking standing motor vehicle operation and other forms of light physical activity.
• Work is carried out in an agreeable environment as generally represented by normal office conditions and little or no unpleasant elements.