JOB GOAL:

To provide general and accounting support to the Natick Public Schools as it relates to payroll, project accounting and Business Office tasks.

SUPERVISION:

Works under the direct supervision of the Assistant Director of Finance and the general supervision of the Assistant Superintendent of Finance.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Assist with the preparation, production and distribution of weekly and bi-weekly payroll for approximately 700 full and part-time employees:

Accurately reconcile payroll vouchers, work with payroll team to ensure account numbers as well as pay codes are correct.  (i.e. authorization, rate of pay)

Maintain and verify personnel records for employee absences by recoding attendance in Munis on a weekly basis for all school departments 

Create and maintain a worksheet for substitute teachers and teacher assistants tracking the number of days worked 

Prepare cover sheets summarizing payroll details (i.e. hours, rate of pay per person, exceptions to payroll)

Complete payroll turnaround worksheets and reconcile balance to cover sheet totals

Prepare town warrant for processing of payroll checks

Pick up payroll warrant from Comptroller’s Office after each payroll for School Committee’s signature. 

Verify the town warrant total against original warrant request 

Maintain records for contract incentives (i.e. secretaries & cafeteria sick incentive)

Maintain longevity records, pay according to contract requirements

Research and resolve payroll related issues

Maintain Sick Bank records

Calculate, maintain and communicate vacation benefits to employees.

Manage donations, including recordkeeping, school committee notices and correspondence.

Oversee payments on all fee based school programs, ensure reconciliation to MUNIS.

Prepare all correspondence from Business Office regarding delinquent payments.

Reconcile revolving accounts revenues and expenditures to MUNIS.

Financial Assistance Program  

• Review and determine eligibility for Financial Assistance per the Natick Public Schools policy.
• Prepare letters of determination for parent/guardian and notify Program Directors/Coordinators. 
• Provide updates on the Financial Assistance program to the Assistant Superintendent of Finance, as requested. 

State and Federal Projects:

• Record income and expenses monthly on worksheets.
• Reconcile project balances monthly to Munis month end budget reports and resolve any discrepancies.  Send a copy to project coordinators.
• Maintain files with appropriate documentation for all projects.

Other duties as assigned

DESIRED MINIMUM QUALIFICATIONS:

Education and Experience:

Graduation from high school, College degree in relevant area preferred but not required. 

Two years experience of increasingly responsible related experience, or any equivalent combination of related education and experience

Necessary Knowledge, Skills and Abilities:

Advanced proficiency in Microsoft Excel

Detail oriented

Willingness and ability to help other co-workers as needed

Excellent human relations skills required.  Ability to work collegially and cooperatively with all constituencies within the school community is essential

Knowledge of computers and automated accounting software, proficient in spreadsheets and word processing applications (Microsoft Office), working knowledge of modern office practices and procedures

Excellent organizational skills

Ability to work independently under pressure, meet demanding deadlines and manage multiple tasks

Ability to exercise tact, diplomacy and maintain confidentiality

Skill in operation of listed tools and equipment

Ability to effectively meet and deal with the public; ability to communicate effectively verbally and in writing

Ability to handle large volumes of work and a variety of jobs associated with the running of a busy office in an efficient and accurate manner

Tools and Equipment Used:

Phone console, personal computer, including Microsoft Office suite, MUNIS, copy machine, calculator, typewriter and fax machine 

PHYSICAL DEMANDS

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

While performing the duties of this job, the employee is frequently required to sit and talk or hear.  The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands or arms.

The employee must occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

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

The noise level in the work environment is quiet.

SELECTION GUIDELINES:

Formal application, rating of education and experience; oral interview and reference check; job related tests may be required.

The duties listed above are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

This job description is subject to change in a manner consistent with law and any applicable bargaining agreement by the employer as the needs of the employer and requirements of the job change.

TERMS OF EMPLOYMENT:

Full-time 12-month work year.  Salary and benefits in accordance with the secretarial contract. 

Hours: 8:00 a.m. to 4:30 p.m. (1 hour lunch)

EVALUATED BY:  

Assistant Superintendent of Finance