Reports To: Business Manager

SUMMARY: Acts as Accounts Receivable and Activity Fund Custodian for the District. Assists the business manager in the daily operation of the business office.

ESSENTIAL DUTIES AND RESPONSIBILITIES: include the following. Other duties may be assigned.

Accounts Receivable / Bursar:

Receipt incoming payments for outside billing and student program costs, in student accounting program. Create and maintain a monthly report for the Superintendent.

Keep and maintain student payment contracts.

Work with Student Services to ensure that method of payment is noted on each students/participants account.

Invoice students and participants, as needed, and report any out of compliance with their payment contract to the Director and the Business Manager.

Create invoices for BIS classes (ACD, EMT, and Fire Training) and follow-up on outstanding invoices to insure payment has been received. Record charges and payments received in school accounting program

Work with the BIS and Public Service Administrative Assistant on information needed to create needed invoices and follow-up on outstanding invoices to ensure payment has been received.

Work with the BIS initiative grants and payments received.

Work with the Financial Aid Office and the Student Services to identify students receiving Pell, VA, Tribal or another student aid. Transfer charges to the correct fund or workplace for those students qualifying for outside payment. Disbursement of financial aid to students.

Run monthly program and class reports needed to ensure that all program/student accounts are up to date or paid in full. Keep a daily Accounts Receivable log of all receipted amounts

Develop and maintain system for billing participants or other payer sources (i.e. DHS, ADV, VA, etc.) for Child Development Center and Adult Day Services.

Create and maintain an Outstanding Invoice Report for the Superintendent showing, not only outstanding invoices, but unpaid amounts for all Full Time Adult, BIS, ACD, Fire Training, and EMT students. The report should be updated regularly and should be printed as close to the end of each month as possible and given to the Superintendent.

Activity Fund Custodian:

Serve as the District’s Assistant Activity Account Custodian to include daily accounting functions and deposit of daily funds received on an as-needed basis and monthly balancing of the activity fund.

Prepare and analyze profit/loss statements for all District operations to include Adult Day Services, Child Development Center, Food Service, Fire Training, EMT, BIS, ACD, and others as needed. To include analysis for implementation of recommendations to increase efficiencies in operations.

Payroll Assistant:

Process payroll 2 hourly payroll monthly and keep all records relating to hourly; payroll using the payroll portion of Trends.

Encumber Payroll Purchase Orders for new employees in order to process payroll 2.

Use the US Integration Time Sheet program to make changes to current employee file information and print out reports needed to process Payroll 2.

Cross-train with the Business Manager in order to be able to assist or do Payroll 1 and Special Payrolls if needed.

Become familiar with the Trends accounting program to be able to enter requisitions or convert requisitions to Purchase Orders.

Cross-train with the Accounts Payable clerk to be able to assist with the processing of AP invoices or fill in as needed.

Assist Business Manager in any and all areas as needed.

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability requires. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience: Bachelor’s degree preferred; or one to two years related experience and/or training; or equivalent combination of education and experience.

Language Skills: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Mathematical Skills: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of accounting principles.

Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Other Skills and Abilities: Ability to type, understanding & use of a computer and ability to learn job specific computer programs, ability to use a calculator.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential job functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to handle, or feel objects, tools, or controls. The employee frequently is required to sit and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Close vision of 20 inches or less may apply to employee as a specific vision requirement.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

The noise level in the work environment is usually moderate.