Financial Administrative Assistant - High School [ESP3628]

Classification Title: Accounting Specialist II

Title: Financial Administrative Assistant - High School 
Calendar: E, 10 Months

ESP Salary Schedule: Range 80 Step 1
Hours: 8/Day 40/Week

Location: Ben Lomond High School


General Purpose

Responsible for collecting and disbursing monies, maintaining the high school's financial records, and preparing reports relating to school finances.

Main Tasks and Responsibilities

• Maintain journal accounts in accounting ledgers; distributes and balances to subsidiary ledgers for school departments and activities (closes out monthly, etc.).
• Ensure fund availability, pay vendors, and prepare school purchase orders.
• Obtain vendor quotes in compliance with purchasing guidelines.
• Collect and receipt monies from classes, clubs, departments, students, teachers, etc. and records in accounting ledgers.
• Prepare daily bank deposits.
• Reconcile checking account and savings account(s) with bank statements.
• Reconcile addition charge accounts, Amazon, Sam’s Club, etc.
• Annually establish the type and amount of fees for the current school year and allocate the fees to the appropriate accounts.
• Collect money for fees, assess fee waiver on all appropriate accounts, call, email or mail notices for outstanding fees, and send necessary accounts to collections, as necessary.
• Monitor status of accounts receivable, accounts payable, and related financial information for the purpose of ensuring that allocations are accurate, related revenues are generated, expenses are within budget limits and/or fiscal practices are followed.
• Verify grant money purchases are within the realm of approved items and money spent, make purchases and track purchases made from grant funds, send a copy of payment check, invoice and all documentation of funds spent, with details of who was granted funds to the Ogden School Foundation.
• Prepare District reports; prepare state sales tax reports and pay state taxes.
• Assists district office personnel and auditors with requested supporting documentation to complete audits.
• Collect registration fees from students each trimester.
• Distribute registration monies into separate accounts for book fees, locker fees, etc. and balances receipts and deposits.
• Receive lunch money and credits proper accounts, (regular, reduced, and free); keeps records on lunch sales.
• Receive and record monies regarding shop cards, dance tickets, game tickets, etc.; processes charges for all tests.
• Receive and record fines and fees for lost and damaged books; place holds on yearbooks and registration for unpaid fines and fees.
• Administer the free and reduced meal program, as assigned; receive application forms, maintain application files, prepare role of recipients, verify family income, prepare district reports of free and reduced lunch participants.
• Receive student insurance monies collected by teachers, prepares list, and sends the list with payments to the insurance company.
• Prepare cash boxes for ticket sales at school events; distributes change money for school events.
• Train incoming personnel on finance related policies and procedures such as cash handling, submitting purchase requests and the like.
• Help with inventory records as assigned.
• Consult with teachers on their accounts and with the student government on purchases.
• Assist with bulk mailings; make yearbook lists and help coordinate distribution to students during the last month of school.
• Replace student ID cards.
• Collect monies and distribute graduation announcements and caps and gowns for students unavailable when the Company initially distributes items.

Education and Experience

• A High School Diploma or equivalent.
• One (1) to two (2) years of related experience.
• Knowledge of accounting principles and practices.
• Ability to operate small office equipment, including copy machines or multi-line telephone systems.
• Ability to operate computers for data entry, word processing and/or accounting purposes.
• Ability to operate highly technical computer applications.

Working Conditions and Physical Requirements

• The job occasionally requires light physical exertion including walking, standing, motor vehicle operation and other forms of light physical activity.
• Work is carried out in an agreeable environment as generally represented by normal office conditions and little or no unpleasant elements.