Assistant to the Treasurer

Applitrack; Town of Goshen (NY); On-site; USD 40,000 - 70,000; Full time

Job summary

Applitrack seeks an experienced Secretarial and Office Personnel/Bookkeeper to assist with the maintenance of the filing system, routine correspondence, data entry, and contract processing for school personnel. The role supports the Treasurer in compliance, reporting, and accounting duties across EMIS, payroll, and auditing processes.

The candidate will interact with staff, students, and parents, handle deposits, and ensure accuracy of the district’s financial data.

Qualifications

• High School Diploma required.
• Business Associates Degree or Higher preferred.
• Five to ten years related experience.
• Must be bondable and have knowledge of state software and redesigned platform is preferred.

Responsibilities

• Assist in the maintenance of the uniform filing system for all information and other pertinent data.
• Handle routine correspondence independently
• Input information into and retrieve information from computer
• Type, issue and control contracts for hiring school personnel
• Ensure personnel computer database is accurate and up-to-date
• Assist Treasurer to complete and file, at proper times, all forms, reports, papers, and other requirements as prescribed by the county auditor, state auditor, department of education, or other state or local agencies
• Assist Treasurer in filing all employee contracts, make salary notices
• Daily collect deposits from schools
• To receive and certify deposits and cash proofs daily and to be responsible that cash received daily is deposited
• Internal control of Kroger and schools credit card
• Assist in ordering department supplies and materials
• Process completed checks for distribution
• Make contacts with the public with tact and diplomacy
• Interact in a positive manner with staff, students and parents
• Maintain proper communication and knowledge of services/program changes with Data Acquisition site
• Assist Treasurer in maintaining proper coverage and renewal of property, fleet, liability and position bonds
• Responsible for proper completion of EMIS with inventory
• Process invoices
• Assist auditors by providing required statements and information
• To assist in the responsibility for reconciliation of all bank accounts
• To assist in the responsibility for internal operating reports and controls
• To assist in the responsibility for Federal funds 400 through 500 accounting
• including files, and district reports to state auditor, the county auditor, and the State Department of Education
• To facilitate the opening of the accounts at the beginning of the fiscal year
• To set up new accounts to input all necessary initial data
• To post all appropriations and receipts at the beginning of the year
• To assist the Treasurer in cash flow management programs
• To assist the Treasurer in appropriation development and cost projection
• To assist in the maintenance of all district accounting records in an organized and efficient manner as prescribed by the Auditor of State
• To assist the Treasurer in the selection and interviewing process of all new employees
• To operate and supervise all areas of the accounting system
• To prepare and calculate financial Treasurer's reports for the district
• To prepare and pay all approved board bills
• To see that all district funds are balanced at the end of each month
• To prepare all Board reports and others
• To post on computer all purchase orders to proper accounting functions
• To process Worker's Compensation claims
• To assist in receiving monies and preparing receipts for all monies of the district
• To reconcile disbursements to funds positions
• Prepare all month-end and year-end reports
• To encumber and process purchase orders daily
• To post receipts for all accounts and to balance daily
• To certify that monies are available for each requisition
• To verify that an invoice, along with properly initiated and signed purchase order, is available for the writing of a check
• To maintain and process all checks for the Student Activity Funds for the school district
• To verify that each account has an approved completed budget once a year
• To assure that all sponsors comply with required forms
• Enter fixed assets and maintain throughout year
• Prepare yearly 1099's
• Other Duties and Responsibilities: Respond to routine questions and requests in an appropriate manner
• Assist in preparation of financial projections
• In the absence of the Treasurer, perform those duties necessary to the routine operation of the office
• To work collectively and maintain a positive relationship with peers
• Perform other duties as assigned by the Treasurer and in the Treasurer's absence

Skills

Payroll processing

Accounting principles

Data entry

Communication

Education

High School Diploma

Business Associates Degree or Higher Preferred

Tools

State software knowledge

Job description

• Position Type:
  Secretarial and Office Personnel/ Bookkeeper

Assist in the maintenance of the uniform filing system for all information and other pertinent data

Handle routine correspondence independently

Input information into and retrieve information from computer

Type, issue and control contracts for hiring school personnel

Ensure personnel computer database is accurate and up-to-date

Assist Treasurer to complete and file, at proper times, all forms, reports, papers, and other requirements as prescribed by the county auditor, state auditor, department of education, or other state or local agencies

Assist Treasurer in filing all employee contracts, make salary notices

Daily collect deposits from schools

To receive and certify deposits and cash proofs daily and to be responsible that cash received daily is deposited

Internal control of Kroger and schools credit card

Assist in ordering department supplies and materials

Process completed checks for distribution

Make contacts with the public with tact and diplomacy

Interact in a positive manner with staff, students and parents

Maintain proper communication and knowledge of services/program changes with Data Acquisition site

Assist Treasurer in maintaining proper coverage and renewal of property, fleet, liability and position bonds

Responsible for proper completion of EMIS with inventory

Process invoices

Assist auditors by providing required statements and information

To assist in the responsibility for reconciliation of all bank accounts

To assist in the responsibility for internal operating reports and controls

To assist in the responsibility for Federal funds 400 through 500 accounting

including files, and district reports to state auditor, the county auditor, and the State Department of Education

To facilitate the opening of the accounts at the beginning of the fiscal year

To set up new accounts to input all necessary initial data

To post all appropriations and receipts at the beginning of the year

To assist the Treasurer in cash flow management programs

To assist the Treasurer in appropriation development and cost projection

To assist in the maintenance of all district accounting records in an organized and efficient manner as prescribed by the Auditor of State

To assist the Treasurer in the selection and interviewing process of all new employees

To operate and supervise all areas of the accounting system

To prepare and calculate financial Treasurer's reports for the district

To prepare and pay all approved board bills

To see that all district funds are balanced at the end of each month

To prepare all Board reports and others

To post on computer all purchase orders to proper accounting functions

To process Worker's Compensation claims

To assist in receiving monies and preparing receipts for all monies of the district

To reconcile disbursements to funds positions

Prepare all month-end and year-end reports

To encumber and process purchase orders daily

To post receipts for all accounts and to balance daily

To certify that monies are available for each requisition

To verify that an invoice, along with properly initiated and signed purchase order, is available for the writing of a check

To maintain and process all checks for the Student Activity Funds for the school district

To verify that each account has an approved completed budget once a year

To assure that all sponsors comply with required forms

Enter fixed assets and maintain throughout year

Prepare yearly 1099's

Other Duties and Responsibilities:

Respond to routine questions and requests in an appropriate manner

Assist in preparation of financial projections

In the absence of the Treasurer, perform those duties necessary to the routine operation of the office

To work collectively and maintain a positive relationship with peers

Perform other duties as assigned by the Treasurer and in the Treasurer's absence

Qualifications:

High School Diploma required

Business Associates Degree or Higher Preferred

Five to ten years related experience

Such alternatives to the above qualifications as the Treasurer and/or Board of Education may find appropriate

Must be bondable and have knowledge of state software and redesigned platform is preferred

Required Knowledge, Skills, and Abilities:

Ability to work effectively with others

Effective, active listening skills

Organizational and problem solving skills

Proficiency in math

Knowledge of accounting practices and procedures

Ability to be flexible and adapt to changing situations

Ability to prioritize and meet deadlines

Excellent attention to detail

Payroll and accounting skills

Equipment Operated:

Computer, computer-related hardware/software and office equipment that produces

materials/statements for staff, parents and students

Additional Working Conditions:

Occasional operation of a vehicle under inclement weather conditions, i.e., being prepared to come to school on all scheduled work days except calamity days

Occasional requirement to travel

Frequent repetitive hand motion, e.g., computer keyboard, typing

Occasional requirement to stand, walk, talk, climb, kneel, and stoop

Occasional requirement to lift, carry, push, or pull up to a maximum of 50 pounds

Occasional overtime work will be requested and expected of the employee

This job description is subject to change and in no manner states or implies that these are the only duties and responsibilities to be performed by the incumbent. The incumbent will be required to follow the instructions and perform the duties required by the incumbent's supervisor, appointing authority.