Financial Transactions Assistant Facility Rental 1.0 FY2627

Job Summary: Assumes primary responsibilities for the school facilities rental program; assists business operations in the Business Office.

Performance Responsibilities:

• Coordinates and schedules facilities rental events in SchoolDude.
• Acquires and maintains insurance certificates and other required documentation.
• Generates facilities rental permits and emails them to facility users and the Facilities Management Department (FMD).
• Resolves conflicts with facilities use; processes changes to rental schedules and notifies facility users and the FMD.
• Invoices facility users timely according to the Wellesley Public Schools Facilities Rental Fee Schedules and Requirements.
• Collects rental fee payments and enters them into SchoolDude; ensures payment checks are entered in MUNIS by the Accounting Coordinator of Accounts Receivables and Cash Management.
• Prepares interdepartmental journal entries for custodial services and auditorium managing service for school events and town events.
• Maintains files for facilities use permits insurance certifications interdepartmental journal entries and other supporting documentation in an organized manner.
• Manages the central office mail room including monitoring the Neopost machine stamping outgoing mails sorting and distributing inter-office and external mails and running a monthly postage report.
• Notifies departments of delivered packages and ensures the entryway and hallway are not blocked by packages.
• Prepares facilities rental financial reporting from MUNIS and/or SchoolDude as required.
• Creates and maintains a Procedure Manual on Facility Rental.
• Trains the Accounting Coordinator of Purchasing on proper scheduling and permitting of facilities and timely invoicing for receipt of rental revenues.
• Assists in reviewing accounts payable batch cover sheets for accuracy; assists in opening and sorting invoices.
• Reviews accuracy of weekly payroll information input by the Accounting Coordinator of Payroll.
• Assists in entering checks and cash receipts into MUNIS as appropriate when the Accounting Coordinator of Accounts Receivables and Cash Management is on absence.
• Serves as backup for the Receptionist when absent or away from the Receptionist desk for any length of time.
• Assist members of the Business Office during peak times and as time allows.
• Performs other duties as assigned by the Assistant Superintendent and/or the Director of Business and Accounting Services.

Qualifications:

• Bachelors Degree in Accounting or related field is preferred.
• Possess a thorough knowledge of and familiarity with modern office technologyelectronic equipment and software applications and operations.
• Proficiency in the use of Microsoft Office (Word Access Excel and PowerPoint)Google Suite and willing to learn new software programs as needed.
• Experience using MUNIS and SchoolDude software is preferred.
• High level of professionalism and the ability to maintain confidentiality.
• Excellent verbal and written communication skills.
• A high degree of organizational and time management skills. Ability to prioritizemulti-task and handle diverse tasks.
• Ability to understand written procedures and understand complex multi-step written andoral instructions.
• Ability to work independently and as part of a team required.
• Ability to take initiative exercise sound judgment and make decisions within scope ofhis/her authority.
• Attend professional development as directed.
• Ability to relate in a positive manner with members of the public parents staff andstudents.
• Support the overall school mission vision and policies and procedures.

Evaluated by: Director of Finance and Business Operations

Work Year: As defined by the Wellesley Educators Association Unit D Collective Bargaining Agreement

Salary/Benefits: As defined by the Wellesley Educators Association Unit D Collective Bargaining Agreement

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee is frequently required to sit talk and/or hear. The employee is occasionally required to move throughout a building; use hands to finger handle or feel objects tools or controls; and reach with hands or arms climb or balance and stoop.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. The employee is required to have the cognitive ability and focus to manage multiple detailed tasks at once with frequent interruptions.

Work Environment:

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

Work is performed in an educational environment. Majority of the work is performed in a moderately noisy environment with frequent interruptions.

Non-Discrimination Statement:

Applicants for employment are considered without regard to age physical mental or psychiatric disability genetics race religion sex sexual orientation gender identity marital status national origin or military status.

SC Approval Date: 12/08/20

Required Experience:

Junior IC