Fiscal Department Manager

Monroe School District; Monroe (WA); On-site; USD 65,000 - 85,000; Full time

Benefits offered by this job

Medical

Dental

Vision

Prescription (SEBB)

Long-Term Disability Insurance

AD&D Insurance & Life Insurance

Retirement leave

Health Reimbursement Arrangement (VEBA

Employee Assistance Program.

Optional: Additional life insurance

Optional: 403(b) Roth/Annuities

Flexible spending arrangements

Job summary

Monroe School District is seeking a Fiscal Department Manager to provide clerical and secretarial support to the fiscal department at the District Office. The role includes handling contracts, public records, and banking activities, with a strong emphasis on accuracy and confidentiality.

The ideal candidate will have four years of relevant experience, be proficient in bookkeeping, and possess strong organizational and communication skills.

Qualifications

• High school graduate or equivalent is required.
• Four years of increasing secretarial responsibility, including records maintenance and bookkeeping.
• Experience in a school environment with students, staff and the public is preferred.
• Office experience in an educational setting is desirable.
• AA degree or higher is preferred.
• Valid First Aid/CPR and background clearances are required.

Responsibilities

• Process personal services contracts for the district and Board approvals.
• Handle public records requests and correspondence.
• Maintain and update the Baker Point of Sale system and security levels.
• Lead district banking activities and custodians/signers on accounts.
• Receive and deposit daily revenues at the district office.
• Review refunds and manage the NSF process with families.
• Audit deposits, manage meal applications and USDA/OSPI verifications.
• Maintain purchase orders and monitor budget balances for the fiscal department.
• Provide secretarial support and prepare routine correspondence and reports.
• Maintain confidentiality and work with staff, parents and the public.

Skills

Secretarial experience

Records maintenance

Bookkeeping

Attention to detail

Typing 65 wpm

Education

High school graduate

AA degree or higher

Tools

HD Baker Point of Sale System

Job description

This is an 8 hour per day, 260 days per year, Fiscal Department Manager position with benefits at the District Office. Anticipated start date is as soon as possible.

Hours for this position are 8:00 a.m. - 4:30 p.m.

Position will remain open for a minimum of 5 days, current PSE-OP members must apply within 5 days of posting date to be guaranteed consideration for position.

Benefit Info: Benefits offered: Medical, Dental, Vision, Prescription (SEBB) Long-Term Disability Insurance Accidental Death and Dismemberment Insurance and Life Insurance Retirement Sick, personal, and bereavement leave Health Reimbursement Arrangement (VEBA) Employee Assistance Program. *Optional Benefits: Additional life and accidental death and dismemberment insurance Deferred compensation Annuities (403(b), Roth) Medical flexible spending arrangement Limited purpose flexible spending arrangement Dependent care assistance program

CLASSIFICATION: PSE-OP Operational Support Level C

TITLE: Fiscal Department Manager

REPORTS TO: Chief Financial Officer or Designee

POSITION SUMMARY

This position provides clerical and secretarial support to the fiscal department.

PREFERRED QUALIFICATIONS

• Education and/or Experience
• Required:High school graduate or equivalent
• Four years of increasingly responsible secretarial experience, including records maintenance and bookkeeping. Advanced technical training in secretarial procedures may substitute on a month for month basis for up to one year of the required experience.
• Experience working in a school environment with students, staff and the public
• Desired:
• Office experience, preferably in an educational setting
• AA degree or higher
• Special Requirements
• Valid First Aid/CPR card
• Successful Washington State Patrol and Federal Bureau of Investigation fingerprint clearance
• I-9 employment eligibility in compliance with the Immigration Reform and Control Act
• HIV/HBV training (obtain within 60 days of hire date – District provided)
• Human Resources new hire training (obtain within 60 days of hire date – District provided)
• Availability to work extra hours to meet deadlines and complete assignments if required
• Knowledge, Skills and Abilities
• Knowledge of secretarial procedures including general bookkeeping, ability to maintain accounting ledgers and ability to perform machine transcriptions and/or speedwriting
• Knowledge of correct grammar, spelling and English usage
• Keyboarding skill at 65 words per minute with accuracy
• Skill in operating general office machine
• Ability to operate computer and learn software programs
• Ability to attend to detail and follow tasks through to completion
• Ability to make accurate arithmetic calculations
• Ability to set up and maintain accurate records
• Ability to work independently with minimal supervision
• Ability to maintain confidentiality
• Ability to establish and maintain effective working relationships with staff, parents and the general public
• Ability to organize, set priorities and meet deadlines
• Ability to work effectively under pressure and with constant disruptions

POSITION RESPONSIBILITIES:

• Processes all requests for personal services contracts for the district and all agreements that go before the school Board. Reviews each request for accuracy and compliance with district policies/procedures prior to issuance of contract(s).
• Receives, processes, and tracks all requests for public records for the district. Composes all correspondence regarding public records. Orchestrates the collection of and distribution of responsive documents.
• Maintains HD Baker Point of Sale System for district – coordinates, updates, assigns district user security levels, renews Verisign security system, and inputs account codes.
• Lead person for district banking. Work with bank to resolve discrepancies in building and/or food service deposits. Maintain custodians/signers on all district accounts. Order banking supplies for district.
• Receipts and deposits daily revenues received at district office.
• Manages district NSF Process. Maintains and distributes NSF list to district financial secretaries. Corresponds with families to recover funds.
• Helps with bank statement reconciliation.
• Reviews all requests for refunds to ensure family is eligible for refund.
• Audits food service and building deposits and transmittals. Responsible for processing the county treasurer transmittal.
• Processes free/Reduced Price Meal applications (including DSHS direct certification import) and sends appropriate correspondence as defined by federal and state guidelines; prepares and submits annual verification report as required by USDA/OSPI.
• Maintain and track purchase orders for the fiscal department. Track budget expenditures and keep staff informed of budget balances. Order, receive, account for, and distribute departmental office supplies and materials. Troubleshoot problems with inaccurate departmental orders.
• Provide secretarial support to department administration. Screen and route department mail, format and type correspondence, forms, and memoranda. Compile and summarize data for reports and lists. Compose routine correspondence and duplicate materials as needed.
• Screen phone calls for the department administrator; independently provide information and if possible respond to inquiries. Maintain positive public relations for the department and the district.
• Maintains records and files for department.
• Makes decisions as needed for routine matters in the absence of department administrators. Keep department administrators informed of non-routine matters requiring attention.
• Regular and punctual attendance to perform duties and responsibilities of position.
• Attends required annual training regarding designated duties.
• Other duties as assigned within the PSE Monroe OP bargaining unit.

PHYSICAL/MENTAL REQUIREMENTS:

• Use of a personal computer for extended periods of time
• Use of a telephone and other office equipment
• Ability to perceive the nature of sound; near/far visual acuity, depth perception
• Ability to communicate orally; manual dexterity to operate office machines, gross and fine motor skills
• Exert 10 to 20 pounds of force on a frequent basis
• Ability to lift, carry, push, pull or otherwise move objects
• Sit for extended periods of time, walk, stand
• Attend off-site trainings and workshops as deemed necessary
• Work is conducted in a shared, open, office environment with consideration toward equipment noise, confidentiality, voice volume
• The job is performed with the majority of time spent indoors and under minimal temperature variations; a portion of the day may be time spent outdoors and is subject to a variety of changing weather conditions and potentially uneven/slippery surfaces.
• Reasonable accommodation may be made to employ a person with a disability to perform the essential functions of the job.Office environment. Requires visual concentration on detail, dexterity and precision. Employees may experience constant interruptions; required to deal with distraught or angry parents, staff, or students in a calm supportive manner. Frequently required to meet inflexible deadlines. Handling of large sums of money requires security awareness.

EMPLOYMENT CONDITIONS:

• Mandatory reporter for incidents of child abuse, harassment, intimidation, bullying, fights, substance abuse, etc.
• Adherence to federal, state and district regulations, policies and practices
• Abides by employment provisions provided for in the collective bargaining agreement
• This position is that of a confidential secretary to the department administration and is represented by the PSE-OP of Monroe, Office Personnel Association. Vacations, holidays and other conditions of employment are covered under the PSE-OP of Monroe, Office Personnel collective bargaining agreement. Hours and days to be determined by the district.

EVALUATION PROCEDURES

An annual evaluation of performance shall be completed by the department administration in accordance with District evaluation procedures.

Updated January,2021