1400.12 - JOB DESCRIPTION – ASSISTANT TO THE TREASURER (EMIS/ESIS/EMAD Coordinator)
RESPONSIBILITY:
The assistant treasurer, in performance of his/her duties, is responsible directly to the Treasurer and indirectly to the Superintendent.
QUALIFICATIONS:
Minimum Qualifications:
High school diploma.
Vocational certificate or business education background.
Typing/word processing skills of 50 wpm or better with accuracy.
Demonstrated skill in bookkeeping and basic accounting.
Demonstrated ability at keeping student data and other information confidential.
Demonstrated skill at keeping accurate written and typed records.
Passing score or better on qualifying clerk/accounting test.
Ability to sit or stand for extended periods of time.
Manual dexterity sufficient for the operation of office machines.
Ability to communicate orally in person or via communications systems such as telephone and intercom.
Criminal investigations clearance.
Other Desirable Qualifications:
Successful training in word processing and computers.
GENERAL DESCRIPTION:
The assistant treasurer acts under direction of the Treasurer to assist with the total school business operation.
ESSENTIAL FUNCTIONS:
Processes all requisitions.
Prepares and mails purchase orders and places orders.
Processes accounts receivable and payable.
Checks bills and invoices and helps with correspondence and communications related to these transactions.
Checks in orders received from vendors and confirms them for payment.
Prepares and mails checks to vendors.
Maintains vendor list and verifies W-9 forms.
Monitors and maintains all student activity fund accounts.
Assists activity advisors in processing account transactions.
Assists principals and grant coordinators in checking balances and status of orders.
Assists with uniform school accounting and other procedures as assigned by the Treasurer.
Alerts Treasurer and Superintendent of problems in account balances.
Assists with transactions related to retirement, health insurance, life insurance, and other benefit programs.
Issues invoices to groups and organizations for bus costs, reimbursements, or other expenses.
Monitors and follows up on outstanding invoices payable to the District.
Compiles annual reports of bus expenditures, handicapped tutoring, foster student placement, open enrollment and other special State fiscal reports.
Assists in answering District office phones, and in direction inquiries to the appropriate personnel.
Performs other duties as requested by the Treasurer or Superintendent.
OTHER DUTIES AND RESPONSIBILITIES:
Interacts with students, staff, visitors, supervisors, and colleagues in a positively-responsive manner.
Participates in inservice training programs.
Works in accordance with District policies and procedures as well as State and Federal regulations for pupil personnel accounting.
Job Description – EMIS/ESIS/EMAD COORDINATOR
ESSENTIAL FUNCTIONS:
Directs and works with building level staff in ensuring accurate entry of student data into ESIS. (Attendance, special education. Discipline, gifted, schedules, etc.)
Works with other districts for the transfer of information.
Processes all procedures for students that are: open enrollment, foster placed, special needs, post secondary including filing the proper forms to other districts and ODE.
Acts as administrator of the ESIS system in regards to employee access, user security, and attending training and meetings to keep up on the latest software.
Extracts data from ESIS into an EMIS data base for submission to ODE.
Transmit EMIS data every Thursday to ODE.
Receive reports from ODE every Monday. Check and correct these reports each week until the reporting period ends.
Reporting periods include:
October – ADM
December – Federal Handicapped Child Count
February – ADM
March – CTA
June – Testing End of year data
Works with Superintendent Secretary and Treasurer in ensuring accurate EMIS entries of staff data.
Checks EMIS reports for accuracy and works with SEOVEC and ODE in correcting errors.
Accesses EMAD website to verify all TANF students (APRIL).
Access – SSID website to locate students.
Continually keep updated with ODE on all changes in reporting requirement and software.