Townsend Schools District Clerk
This position is directly responsible to the Board of Trustees, under the daily supervision of the Superintendent.
Examples of Duties:
Attend all board meetings. Record the minutes of all meetings and transactions. Notify trustees of meetings. Help provide orientation of new trustees. Assist in developing and distributing the board agenda. Provide minutes for media. Inform staff of board procedures. Provide notice for all meetings of the board including committee meetings. Keep complete and permanent records of board meetings.
Policies of the Board:
Advise on financial and budgetary policies. Evaluate business related policies.
Maintain records of all funds as required by law. Maintain records of all receipts and disbursements. Write warrants for all approved claims. Co-sign all operating fund checks. Prepare claims. Prepare and process checks for payroll and benefits. Deposit funds. Reconcile County Treasurer statements and bank statements. Maintain records of all grant funds. Recommend accounting systems and equipment. Recommend personnel for accounting as needed.
Recommend systems and programs for business functions. Prepare forms for use by system. Operate system for payroll. Operate system for accounts payable. Operate system for fund accounting. Operate system for inventory. Operate system for encumbering liabilities. Operate system for Flex Fund. Operate system for OPI reporting.
Assist in completing enrollment reports.
Perform pre-audit or internal auditing procedures. Perform post-audit responsibilities. Respond to audit recommendations. Recommend required audit.
Cash Management and Debt Service:
Maintain register of bond maturities and debt payments. Budget for debt service payments.
Assist in preparing budgets. Provide financial information for budget preparation. Provide receipt estimates – must be knowledgeable in tax levies and other resources. Monitor the budget. Print reports to inform trustees of budget balances, etc. Maintain fiscal relationships with other government entities.
Maintain permanent records of all district employees. Provide information relative to working conditions, benefits, policy and procedures. Maintain records of sick leave, vacations, leaves of absence, etc. Maintain individual earnings records and payroll withholding records. Maintain personnel files. Maintain records of teacher certification.
Purchasing and Supply Management:
Approve purchase orders to determine budget authorization. Maintain fixed assets records. Deal with vendors.
Maintain records of leases, right-of-ways and easements. Collect fees for rentals.
Flex Fund Administrator:
Administer the school medical and dependent care flex fund.
Food Service Management:
Maintain records. Provide for fund collections. File reports with state agency. Maintain food services fund.
Prepare individual transportation contracts. Process payments. Collect fees. Complete and file reports to state agencies. Pay bus contractors according to contracts.
Operation and Maintenance of Physical Plants:
Maintain record of utilities. Maintain record of construction.
Prepare pertinent fiscal data for management team. Share proper information with employee unit.
Work with county election administrator on school elections. Post notices of election. Notify election judges and clerks if requested by county election administrator. Provide financial information of levy and bond elections.
Financial Records and Reports:
Provide security and preservation of records and documents. Maintain storage files. Recommend disposal of records. Prepare financial and statistical reports for administration and school board. Prepare required legal advertisements and public notices. Comply with laws regarding records disposal.
Assist the trustees interpreting, presenting, and planning school financial programs. Prepare materials for distribution. Release information to press, radio & other media.
Coordinate central business office with clerical staff in other departments and buildings. Establish procedures for record keeping. Provide for security of records.
Many of these duties are shared with the Superintendent or other personnel as assigned.
Knowledge of: the functions and basic clerical operations of an administrative office; modern office methods and practices including filing systems, receptionist telephone techniques and letter and report writing; correct English usage, spelling, grammar, and punctuation; methods and techniques in compiling, preparing, and presenting statistical reports; business mathematics; accounting procedures.
Ability to: Perform responsible clerical and secretarial work with accuracy, speed and a minimum of supervision; learn, interpret and apply school district policies, laws, rules, and regulations, and to apply them with good judgment in a variety of procedural matters without immediate supervision; learn quickly the policies and procedures of the Superintendent; take responsibility using independent initiative and good judgment in exercising the scope of authority granted; type at a speed of 60 wpm from clean, legible copy; compose correspondence, memoranda, bulletins, and reports independently; meet the public tactfully and courteously and to answer questions personally and by telephone; establish and maintain cooperative and effective working relationships with students, parents, teachers and other staff members; deal effectively with a wide variety of personalities and situations requiring diplomacy, friendliness, poise and firmness; operate standard office equipment including duplicating machines and computers; understand and carry out complex oral and written instructions.
Six years experience of broad, varied and increasingly responsible experience in clerical, stenographic and other secretarial work, preferable including school experience, including position requiring contact with the public, use of the telephone, judgment in following directions and making decisions in the absence of the supervisor.
Equivalent to completion of high school plus 2 years additional training specifically in secretarial skills.
How to Apply
Please send application, letter of interest, resume, and 3-5 letters of reference to:
201 N. Spruce Street
Townsend, MT 59644
If you have any questions please contact Erik Wilkerson, Superintendent at 406-441-3454.