EMPLOYMENT NOTICE

May21, 2018

STAFF VACANCY:Business Office Lead

Great Falls Public Schools, Great Falls, Montana

Summary:This position is responsible to provide extensive daily support to the Director of Business Operations/Clerk of the Board, Business Department, and District.

Qualifications:

Previous Administrative Assistant experience with progressively increasing responsibilities

Minimum of a high school diploma or equivalent required

Excellent organizational skills

Ability to make judgement calls under very stressful, time-sensitive circumstances while maintaining professional composure

Maintain confidential information at all times

Must be able to work effectively in an open office setting

Strong communication skills both verbally and written

Ability to work with little to no supervision

Excellent computer operating skills and experience using the following computer applications:

Excel, Word, Outlook, Publisher, PowerPoint and Adobe experience required

Must be multi-task oriented

Willingness to perform other duties as assigned

Preferred Qualifications:

Associates Degree in business management or applicable experience

Experience or knowledge of District specific computer applications such as Applitrack, PowerSchool, iVisions, etc.

Experience in or knowledge of property and liability insurance

Experience and understanding of health insurance terminology and processes

Understanding of Purchasing, Accounts Receivable and Accounts Payable

Knowledge of District policies, State and Federal regulations as they relate to public schools

Job Duties:

Clerk Related

  • Oversee and coordinate entire process of school elections in accordance with election laws.
  • Bond – process POs for contractors, architect payments, and other bond related items. Track all payments on spreadsheets, and ensure all documents have been received to proceed. Ads for Tribune, and posting updates on website.
  • Keep minutes for the Board of Trustees regular and special Board meetings, transcribe, and maintain the District minute books.
  • Prepare year-end closing and provide necessary documents for auditors.
  • Official Enrollment – October and February counts process count through Maefairs and balance with AIMS and internal count for funding.
  • Maintain Board Policy updates and changes.
  • Assist in preparing Board agenda items related to Business Department.
  • Assist Director of Business Operations in preparing and tracking individual school budgets

Insurance Related

  • Maintain health insurance reserve fund accounting, weekly & monthly payment of health insurance bills, and reconciliation of account.
  • Monthly billing for retired employees’ health insurance.
  • Track employees driving district vehicles, and student, visitor and vehicle accidents, insurance cards in all district vehicles, certificate of insurance for district events, and any other insurance related items.

Business Department Related

  • Accounts Receivable – create invoices district-wide, health insurance, rentals, miscellaneous payrolls, tuitions, postage, travel reimbursements, sub-reimbursements, credit card charges, etc. and receipt and deposit payments.
  • Bank Transfers – transfer of funds for payrolls, accounts payable, AWARE, Medicaid, State and Federal taxes, and tax shelters.
  • Develop and oversee leases, insurance, rentals’ billings and payments.
  • Purchase items district-wide that will not accept POs as well as booking travel for staff and student trips district-wide.
  • Maintain District Scholarship fund balances, payments, and track monthly interest.
  • Oversee district postage budget, bulk mail processes and pricing updates.

Administrative Assistant Related

  • Billing tuitions for out of district students and out-of-country students.
  • Records Retention – oversee process of destroying documents.
  • Track all surplus equipment in the District and discard or sell items upon approval.
  • Oversee process and maintain procedures and programs used for student records.
  • Assisting in Central Reception to include Newsbits, District Phone Directory, District Budget Information booklet, and any other projects being done in this area and personnel.
  • Oversee process billing for facility use contracts and track payments.
  • Oversee multiple district-wide events including Annual Retirement/Longevity Reception and Golden Age Tailgate Party.
  • Process and track all supervisors’ time under the Director of Business Operations, track business office time cards, and track all technology personnel’s time cards for the Technology Director.
  • Apply for travel reimbursements from outside sources (ex. OPI).
  • Annually update District Office’s Procedures Handbook.
  • Dufresne Award – track fund balance, letters to all districts involved, process checks and order plaques.
  • Fill in for Superintendent’s Administrative Assistant as needed.
  • Answer all incoming phone calls and handle walk-in traffic providing accurate and knowledgeable information in a professional and courteous manner.
  • Perform other duties as may be required by the Superintendent of Schools or the Director of Business Operations/Clerk of the Board.

EMPLOYMENT:8 hrs/day; 5 days/wk; 12 months/yr

SALARY:$22.00/hr.-$23.50/hr. depending on qualifications and experience

CLOSING DATE:Friday, June1, 2018.

Letter of interest and Resume must be received in the Frontline Application System(available at ) by the closing date.