Job Title:ADMIN – RECORDS SCH FIN & PAY IIRevision Date:September 2, 2017Job Code:81246FLSA:Non-ExemptSalary Plan:SupportRevised By:Glenda Gregory, Taronda Frierson, Gary Appenfelder, John Ford, Diane BurdenPay Grade:SCH009Comp Reviewed By:Craig S. OttFunding Source:Work Location:Local(3) Budgeted and works in schoolsDuration; # of months12 monthsJob Summary (2-3 sentences describing job purpose): Financial record duties: Routinely calculates, reviews, creates, posts, & verify financial transactions & reports in appropriate accounting software & proper account(s) to ensure accuracy as required for the function & operation of the school. Reviews financial transactions & any other school financial documents to ensure compliance with the Tennessee Internal School Uniform Accounting Policy manual (TISUAPM) and MNPS policies & procedures to safeguard public funds. Knowledgeable of the TISUAPM and MNPS policies & procedures as well as informing all school staff and Principal of these policies & procedures at all times. Communicates effectively & works closely with other MNPS departments. Payroll duties: Compiles and records employee time, attendance, and payroll data for school based employees and substitutes. Computes employees' time worked, production, and stipends for bi-weekly payroll. Compiles and submits substitute attendances’, appraisals, and utilizes Smartfind in lieu of substitute forms and documentationReports to: School Principal. Dotted line reporting to Payroll, Audit, Procurement, and Accounting DepartmentsDepartment Name: Schools: List, in the order of importance or time spent, the essential duties/tasks performed by the position. This is not an exhaustive list and employees may be assigned additional duties by management as required.Job Duty/Resp. 1:Reviews, records, summarizes, posts and verifies numerical and financial data to compile and keep financial records accurate, using accounting software, reports, journals and ledgers.Job Duty/Resp. 2:The school secretary clerk or principal designee will record monies depending upon various circumstances. (i.e. no other personnel to complete the collection log). The school secretary clerk or principal designee in the absence of the bookkeeper, receives and verifies all monies, and secures them in a safe or vault until the funds can be turned over to the bookkeeper to verify, receipt, and make deposit of all cash and checks in accordance with the TISUAPM & MNPS policy. Bookkeeper prepares school purchase orders for all School Fund expenditures as properly authorized by Principal. Verifies accounts on computer spreadsheets and software to ensure fund availability to make school purchases. Pays invoices timely within 30 days. Prepares student activity fund monthly bank reconciliation using specialized accounting software. Provides accurate financial information and explanations for internal & external auditors for the purpose of the annual individual school audit and district audit.Job Duty/Resp. 3:Compiles statistical and financial documentation for such matters as cash receipts, expenditures, and accounts payable and receivable.Job Duty/Resp. 4:Complies with federal, state and company policies, procedures and regulations. Codes documents according to company procedures. Reconciles, notes and/or reports discrepancies found in records.Job Duty/Resp. 5:Reviews time sheets, work charts, wage computations, and other information to detect and reconcile payroll discrepancies.Job Duty/Resp. 6:Verifies attendance, hours worked, and pay adjustments, and post information onto designated records. Computes and compiles employee time, production, and payroll data from time sheets and other records.Job Duty/Resp. 7:Records employee information, such as exemptions, transfers, and resignations, to maintain and update payroll records.Job Duty/Resp. 8:Keeps track of leave time, such as vacation, personal, comp-time, and sick leave, for employees. All other duties as assigned.Instructions: Fill in all blanks and dropdowns. Kronos access questions must be completed for payroll.Education, Experience and Selection Requirements:Education (training/degree): Required minimum: Associates degree in Business, Accounting, or Finance required. Additional experience may be acceptable in lieu of an associate’s degree (see experience requirements). Preferred: Click here to enter text.Experience Requirements: 1-3 years’ previous financial work-related skill, knowledge, or experiences is required. Additional years of applicable experience may be substituted for an associate’s degree. Four years’ additional experience may be approved as a substitute for the 2 year associate’s degree.Licenses, Certifications or Registrations Required: N/ASkills Required: Payroll software, Accounting, Bookkeeping, Microsoft Office Suite (especially Excel)Selection Process: Applicant must pass an assessment that tests necessary skills for the position. All applicants must be successful in a panel interview.Data Responsibility:Level 4: Compiles, examines, or evaluates data or information and possibly recommends action based on results.People Responsibility:Level 4: Mentors others by advising, counseling, or guiding them regarding problems that may be resolved by scientific or other professional principles.Assets Responsibility:Level 7: Requires responsibility and opportunity for achieving considerable economies and/or preventing considerable losses through the management of a large department or minor division.Mathematical Requirements:Level 2: Uses addition, subtraction, multiplication, and division; may compute ratios, rates, and percentages.Communications Requirements:Level 6: Reads journals and manuals; composes specialized reports/analysis; speaks to large groups of coworkers and people outside the organization.Complexity of Work:Level 6: Performs work involving the application of logical principles and thinking to solve practical problems w/n or applying to a division w/n the org.; requires continuous, close attention for accurate results and frequent exposure to unusual pressure.Impact of Decisions:Level 4: Makes decisions with moderately serious impact - affects work unit and may affect other units or citizens.Equipment Usage (if applicable):Level 1: Handles machines, tools, equipment, or work aids involving little or no latitude for judgment regarding attainment of standard or in selecting appropriate items.Safety of Others:Level 1: Requires no responsibility for the safety and health of others.Kronos Set Up Data:Meal Deduction – Most Bransford office and district level employee have a meal deduction. They are scheduled 8.5 hours per day and get an hour lunch. Itinerants and retirees get a 30 minute lunch period and therefore do not have a meal deduction. All school based employees will not have a meal deduction. No Meal DeductionTravel – Itinerant non-exempt employees who travel will be using the time clock differently than others and are paid for travel time between work locations. Employee does not or seldom travelsCompensatory Time vs. Overtime (Support Non-Exempt Employees only) – Does this department have overtime budgeted, i.e. Maintenance, Transportation, Food Service. If not, employees accrue comp time only. Employee can only accrue compensatory timeRestrictions – Should employee be restricted to punch in and out within 7 minutes of their schedule start and end times? No, Do not restrict punchesEmployee Type – Clock, phone, supervisor, etc. Time ClockTimekeeper – Is the employee a timekeeper? Yes, Employee is timekeeper or backup timekeeperADA Requirements/CompliancePhysical Demands:Level 3: Requires light work involving standing or walking some of the time, exerting up to 20 pounds of force on a regular basis, and moderate dexterity in operating machinery, tools, or office equipment.Additional requirements: Click here to enter text.Unavoidable Hazards:Level 1: The position is exposed to no unusual environmental hazardsSensory Requirements:Level 1: The position requires normal visual acuity and field of vision, hearing, and speaking.Metropolitan Nashville Public Schools is an Equal Opportunity Employer. ADA requires MNPS to provide adequate accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.Qualificationssee job description
