Activity Fund Clerk

Performance Responsibilities:

• Creates and maintains a positive climate and cooperative relations with students, staff, patrons, and visitors.
• Performs the usual office routines and practices associated with a productive and smoothly run office.
• Receives, directs visitors; places and receives telephone calls, records messages and delivers message to appropriate personnel; distributes mail to associated departments.
• Assists school personnel and parent booster groups.
• Effectively uses computer systems and applications.
• Organizes and maintains various files, including original purchase orders/ receipts in numerical order for auditors. Maintains accurate and complete documentation of account records and transactions in an organized system.
• Verifies and processes activity fund deposits, delivers deposits to bank.
• Inputs deposits and receipts into activity fund system.
• Responsible for accurate and updated vendor information (including current W-9s) in the software system.
• Creates online requisitions into purchase orders for related activity fund accounts and distributes to requesting entity.
• Correctly codes purchase orders, as directed by the State Department of Education through OCAS.
• Verifies mathematical accuracy and acknowledgment of goods received on all invoices. Certifies invoices for payment, validates vendor and corrects addresses for payment prior to issuing checks.
• Processes payment of invoices on a weekly basis.
• Inputs payments into activity fund system.
• Balances and researches vendor statements for any outstanding district obligations.
• Initiates and/or adheres to control procedures which prevent duplicate payment or overpayment of invoices.
• Electronically distributes Detail of Accounts to site financial secretaries for review.
• Reconciles bank statement with activity fund system.
• Coordinates with business office staff on the issuance of 1099’s on an annual basis.
• Abides by all district policies and state and federal laws.
• Obtains, gathers, and organizes pertinent data as needed, and put it into a usable form.
• Maintains confidentiality.
• Performs other duties as requested by the supervisor.