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:NoneEQUIPMENT USED:Computer, copier, adding machine, fax machine, printer and other office machinesWORKING CONDITIONS:Mental Demands:Work under time restraints to meet deadlines; maintain emotional control under stressPhysical Demands/Environmental Factors:Prolonged sitting; frequent standing; stooping; bending; kneeling; pushing and pulling; moderate lifting and carrying; repetitive hand motions, prolonged use of computer
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