PRIMARY PURPOSE:
To support and assist the Director of Advanced Academics with the responsibilities and operation of all budgets and operations for the department including GT/AP/IB/Dual Enrollment to enhance student learning.
QUALIFICATIONS:
Education/Certification:
High School Diploma or GED, required
Minimum of 48 college hours and/or business courses, preferred
Special Knowledge/Skills:
A high level of English proficiency, required
Strong oral and written communication skills, required
Use 10-key calculator with a high degree of accuracy, and to use a computer for data input
Ability to work with a high degree of accuracy and attention to detail
Ability to work independently, and within a collaborative team environment
Ability to use independent judgment in setting priorities and making decisions
Ability to use discretion in handling confidential information.
Experience:
Two (2) year's experience working with budgets, accounts receivable and accounts payable, required
Workdays: 226
Pay Date: Monthly
Clerical/Technical Pay Structure: Pay Grade 4
Hourly Pay Range:
Minimum: $18.00
Midpoint: $21.43
Maximum: $24.86
Note: Starting pay for a new hire in a pay range plan will be determined individually based on each person''s job-related experience and salaries paid to peer employees in the same position with similar experience.
MAJOR RESPONSIBILITIES AND DUTIES/ESSENTIAL FUNCTIONS:
- Perform general office routines and practices, such as, but not limited to, email, forms, correspondence, etc.; maintain files; screen telephone calls.
- Utilize the district accounting and purchasing systems and procedures to appropriately and accurately maintain records of allocations and expenditures and amendments.
- Support the Director in the preparation and management of all budget accounts, amendments, transfer, and deposits for Gifted and Talented /AP/IB/Dual Enrollment allotments and any other grants or funds awarded to the District and/or campuses.
- Implement bookkeeping procedures for the completed budgets in order to maintain accurate records of allocations and expenditures as needed.
- Review and adjust budgets on an as needed basis with the Director for Advanced Academics for the GT program and any other grants or budgets awarded to the District and/or campuses.
- Distribute money to appropriate funds, maintain thorough and accurate records of such.
- Prepare purchase requisitions for purchases of supplies, materials, services, registrations, consultants, and other department/campus requests.
- Process purchase orders/authorize payment and assist Accounting Department with payment of invoices.
- Assist with Payment for Consultant and Contracted Services requests.
- Assist in collection and deposit of monies, such as but not limited to, Concurrent Enrollment tuition.
- Process Payroll requests for part-time employees and extra duty pay in timely fashion.
- Verify monthly payroll reports of substitutes.
- Place orders for materials, supplies, registrations etc. as soon as Purchase Order is received.
- Label and distribute all orders received immediately.
- Authorize payment of invoices promptly.
- Assist in preparing travel forms, enter requisitions for registrations, hotel, flights, rentals, reimbursement and all that is related to each travel.
- Distribute checks to appropriate entities concerning travel.
- Review and adjust payroll budgets regularly to correct negative amounts.
- Obtain vendor information when necessary and submit with Vendor Master form to Accounting Department.
- Keep Director informed on how funds are being expended and remaining amounts budgeted and any other matters regarding the department.
- Maintain proper documentation of all information sent out of the office.
- Work with the Advanced Academics staff in providing support when needed and to perform other duties assigned by immediate supervisor (primary evaluator).
- Support preparations for principals, coordinators, facilitators and teachers for out of district conferences, workshops and staff development sessions by arranging for travel, lodging, meals and registration.
- Follow McAllen ISD customer service standards.
- Perform other duties assigned by immediate supervisor (primary evaluator).
SUPERVISORY RESPONSIBILITIES:
None
EQUIPMENT USED:
Computer, copier, adding machine, fax machine, printer and other office machines
WORKING CONDITIONS:
Mental Demands:
Work under time restraints to meet deadlines; maintain emotional control under stress
Physical Demands/Environmental Factors:
Prolonged sitting; frequent standing; stooping; bending; kneeling; pushing and pulling; moderate lifting and carrying; repetitive hand motions, prolonged use of computer