Title: Deputy Clerk - Finance
Department: Administration
Classification: Confidential
Supervised by: Superintendent
Work Year: 220 Days or Assigned by Superintendent
Position Purpose:
The purpose of this position is to assist the superintendent in their administrative duties of fiscal management. The Business Manager is a key member of the executive leadership team, responsible for overseeing the financial and operational functions of Arling School District. This position ensures fiscal integrity, operational efficiency, and compliance with all applicable laws and regulations while supporting the mission and strategic goals of the DISTRICT.
Job Qualifications: Education and Experience:
- High School Diploma or equivalent required.
- Bachelor’s or Master’s Degree preferred.
- Previous experience in public school district budget oversight and experience preferred.
- Computer literacy in support of the budgeting function, data processing, programs and procedures.
- Physical and mental attribute sufficient to perform essential functions.
Licenses, Certifications, Bonding, and/or Testing Required:
- Oregon Certified School Business Administrator Certification & CPA preferred
- Criminal Justice Fingerprint Clearance
- Valid Driver’s License and evidence of insurability
- Successfully pass district background screening
Essential Job Functions:
- Sets up controls for closing year-end expenditures of each fiscal year as of June 30; sets up accounts receivables for revenues not yet received at year-end; closes out outstanding encumbrances; processes roll over of budget to the new fiscal year; accounts for taxes receivable at year-end.
- Ensures Gilliam counties receive full revenue amount for property taxes.
- Disburses performance grants to component districts in accordance with DISTRICT policy and Local Service Plan.
- Accounts for performance grant expenditures by component districts.
- Reconciles books; reconciles monthly bank statements; reconciles the monthly statement of treasury bills invested; reconciles liabilities accounts; records closing monthly entries, issues balance sheet and revenue/expenditure reports.
- Creates departmental budget changes for business support services.
- Provides budget report information to the DISTRICT Board at the monthly board meetings.
- Ensures that all legal notices are posted as required by statute. Files approved budget with appropriate agencies.
- Possesses complete knowledge of the District’s financial accounting system, from daily operations to product enhancement and updates.
- Annually recommends to the Superintendent proper timing to invest surplus monies into the safest funds available with highest yielding instruments.
- Prepares annual audit of financial statements.
- Demonstrate professional character in all job responsibilities. Display courteous, polite disposition, exercising tact and diplomacy. Maintain confidentiality in reference to staff and administration in all aspects of agency.
- Provide assistance and follow through to questions and inquiries; when necessary, direct questions and concerns to appropriate DISTRICT staff.
- Complete job responsibilities with supervision responsibilities
- Assist with department budget preparations and monitor department budgets.
- Supervise and coordinate purchase orders and accounts payable functions ensuring expenditures are charged to appropriate accounts.
- Payroll preparation for department staff: Track individual work calendars, request for leave forms, work calendar exchange forms and timesheets for all department employees, ensuring staff turn in forms for all leave taken, and ensuring staff do not work more or less than their annual work calendar.
- In Superintendent’s absence, make independent decisions within limits of agency policies and procedures regarding department matters.
- Provide professional skills in e-mail, word processing, spreadsheet applications, verbal communication and written composition for the purpose of relaying information to appropriate parties.
- Maintain a regular filing system (electronic and paper) and department inventories.
- Demonstrate flexibility and adaptability to acquiring new tasks and learning new skills.
- Perform other related duties, as assigned, to support the success of the agency and component school districts.
- Process accounts payables and monthly payroll.
- Assists with human resources by preparing recruitment notices; processing personnel documents; and maintaining personnel information in the computer financial system.
- Assists in the research and preparation of documents for collective bargaining.
Department Specific Responsibilities:
- Attend all board and budget committee meetings.
- Secures data for board member elections.
- Assists Budget Officer in preparing budget.
- Monitor financial policies and practices for effectiveness and legal compliance.
Knowledge, Skills and Abilities:
- Ability to work effectively and cooperatively with staff, local district personnel and constituent agencies.
- Demonstrated effectiveness in organizational and coordination skills.
- Demonstrated written, verbal and interpersonal communication skills.
- Maintains professional and technical knowledge by participating in professional development activities.
- Ability to undertake responsibilities and complete assignments with minimum supervision.
- Knowledge of public school district laws and follows and supports school policies and procedures.
- Knowledge of reports required by law relative to fiscal management. Demonstrate effectiveness in organizational and coordination skills.
- Demonstrate written, verbal (in person and by phone) and interpersonal communication skills.
- Demonstrate computer skills, including word processing, database, spreadsheet applications, web design, and maintenance skills.
- Ability to exercise independent judgment and aptitude for handling and processing privileged information with professional integrity.
- Complete projects in an accurate and timely manner.
- Ability to work effectively and cooperatively with staff, school personnel and constituent agencies.
- Ability to undertake responsibilities and complete assignments with minimum supervision.
Workplace Expectations:
- Work effectively with and respond to people from diverse cultures or backgrounds.
- Demonstrate professionalism and appropriate judgment in behavior, speech and dress in a neat, clean and appropriate professional manner for the assignment and work setting.
- Have regular and punctual attendance.
- Confer regularly with other DISTRICT staff, DISTRICT Districts, and immediate supervisor.
- Follow all District policies, work procedures and reasonable requests by proper authority.
- Maintain the integrity of confidential information relating to a student, family, colleague or District patron.
Physical Requirements:
- In an eight-hour day employee may:
- Stand/Walk { }None {x}1-4 hrs { }4-6 hrs { }6-8 hrs
- Sit { }None { }1-3 hrs { }3-5 hrs {x}5-8 hrs
- Drive { }None { }1-3 hrs {x}3-5 hrs { }5-8 hrs
- Employee may use hands for repetitive:
{x}Single Grasping {x}Pushing and Pulling {x}Fine Manipulation
- Employee may use feet for repetitive movement as in operating foot controls:
{ }Yes {x}No
- Employee may need to:
- Bend { }Frequently {x}Occasionally { }Not at all
- Squat { }Frequently {x}Occasionally { }Not at all
- Climb Stairs { }Frequently {x}Occasionally { }Not at all
- Lift { }Frequently {x}Occasionally { }Not at all
- Lifting:
{ } Sedentary Work: Lifting 20 pounds occasionally with frequent sitting and occasional standing/walking.
{x} Light Work: Lifting 20 pounds occasionally with occasional sitting and frequent standing/walking.
{ } Medium Work: Lifting 50 occasionally, 25 pounds frequently with occasional sitting and frequent standing/walking.
{ } Medium Heavy Work: Lifting 75 pounds occasionally, 35 pounds frequently with occasional sitting and frequent standing/walking.
{ } Heavy Work: Lifting 100 pounds occasionally, 50 pounds frequently with occasional sitting and frequent standing/walking.
Mandatory Child Abuse Reporting
As mandatory reporter (ORS.419b.010) you are required to immediately report to Law Enforcement and or Department of Human Services, any instances of suspected child abuse.