Board Clerk

Qualifications: 

An associate degree or higher education is preferred.

Minimum of 2-3 years of experience as an Executive Assistant or previous experience in accounting or equivalent educational-related experience. (Educational administrative experience preferred.) 

Experience working in a Kansas School District.

Ability to work some nights and weekends.

Proficiency with Microsoft Suite (specifically Word and Excel) and Google Suite 

Hold a Kansas Notary Public status, including being bondable. 

Ability to react to changes and frequent interruptions in a productive, positive manner 

Ability to communicate and work effectively and cooperatively with members of the school  district and community  

Evaluation: Year 1 and 2, biannual (November, April). Year 3 and beyond, annually (April)

Purpose of the Position: 

The business manager shall administer the business affairs of the district in such a way as to provide the best possible educational services with the financial resources available. The clerk shall keep an accurate journal of the proceedings of the Board of Education. The clerk shall have the care and custody of the records, books, and board documents. The clerk shall prepare and submit to or for the board all reports required of him or her by the board and by law. 

Essential Duties and Responsibilities: 

(Essential duties of this position include the following. Employees in this position perform some or all of the following tasks. Other duties may be assigned.)

Prepare, maintain, and submit all records, reports, bulletins, assignments, and schedules requested by the superintendent. 

Ensure that the superintendent is kept current and aware of all pertinent information relative to the responsibilities being assumed by the business manager. 

Serve as the Clerk of the Board of Education. See Policy BBABD 

Attend all meetings of the Board of Education and keep an accurate record of proceedings as required by law.

Accept service of process of all notices and legal documents as required by law.

Assist in preparing and organizing agenda materials for Board of Education meetings, including distribution to Board members, administrators, school sites, and local newspapers.

Post agenda, approved minutes, and meeting information on the district website.

Obtain, gather, and organize pertinent data, putting it into functional form.

Provide support in the publication of District documents. (i.e. the Calendar, the Classified Handbook, and the Negotiated Agreement.)

Schedule appointments and make arrangements for conferences and events for Board of Education members.

Assist in the organization of the yearly District retreat involving the Board of Education and District administrators.

Respond to information requests in a cooperative, courteous, and timely manner.

Ensure confidentiality relating to all functions of the position.

Assist the superintendent in developing annual budgets for the operation of the school district. 

Assume responsibility for administering the budget allocations to ensure that expenditures do not exceed the approved budget. 

Demonstrate the ability to implement decisions made by the superintendent and/or board that are in the best interests of the district but may be unpopular with various individuals or groups within the district. 

Demonstrate the ability to interpret and implement district policies and procedures in a  rational and consistent manner. 

Support the vision and mission of the school district and board goals. 

Dress appropriately and have good personal hygiene & appearance (tattoos that are perceived as offensive, hostile or that diminish the effectiveness of the employees professionalism must be covered and not visible to staff or guests). 

Develop, implement, and maintain purchasing procedures that will ensure compliance with local, state, and federal statutes, rules, and regulations. 

Assists with developing and implementing procedures for competitive bids as needed.

Serve as a district payroll clerk, including the processing of all district payrolls and the responsibility of ensuring district compliance with all local, state, and federal regulations pertaining to employee salary and benefits.  

Maintain an accurate accounting system to ensure compliance with local, state, and federal rules, regulations, and audit requirements. 

Assist with the district insurance program to ensure the personnel, equipment, and facilities are covered as required by the Board of Education local, state, and federal requirements. 

Complete various Federal, State, and KPERS payroll reports, including Quarterly Federal  Form 941, Quarterly Kansas Employment Security Report, annual electronic W-2s for federal and state requirements, annual Form 1095c, and annual Form 1099 for vendors as required by law. 

Serve as a committee member for medical insurance and  Section 125 Plan providers.

Monitor bank accounts and monitor securities. 

Arrange for workers compensation audit. 

Maintain a continuous internal auditing system for all funds. 

Perform all other tasks or duties assigned and directed by the superintendent or their designee, and/or the Board of Education. 

LANGUAGE SKILLS:  Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports and business correspondence. Ability to effectively present information and respond to questions from internal and external sources.

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. While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel; reach with hands and arms; talk and hear. Generally, the job requires 75% sitting, 15% walking, and 10% standing. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

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