This position is responsible for assisting with the daily operations of the district office and its various functions. Coordination and collaboration with district administration is critical. Specific duties and responsibilities include, but are not limited to:

• Data entry
• General Filing
• Assist district office visitors and sort mail
  • Receive and distribute correspondence(s).
• Receive phone calls, record messages, distribute information to appropriate personnel.
• Manage district office equipment and supplies (copiers, ink, office and building supplies).
• Assist in the preparation of monthly bank reconciliations for the operating, special revenue, food service, and athletic accounts. Review with the COO monthly.
• Assist in reviewing and processing all expenditure requests, purchase orders, and check requests by verifying availability of funds and proper account coding to maintain control of budget. Use of reserve funds shall be subject to prior approval by CEO.
• Compile, maintain, and file all internal physical and computerized reports, records, and other documents as required to ensure compliance with Records Retention Act and internal procedures as approved by CEO or designee.
• Assist in preparing monthly and final reports for all federal or grant funds including but not limited to:
  • Preparation of reimbursement requests with appropriate back up documentation.
  • All drawdowns shall be subject to prior approval by CEO or designee.
• Assist with Preparation of Financial schedules for grant applications and compliance reports.
• Prepare federal and state programs drawdown requests on a monthly basis.
• Perform purchasing administration activities including:
  • ER Approval workflow
  • Vendor Records
• Process cash receipts:
  • Timely Deposits
  • Proper Coding
• Assist with performing all Accounts Payable activities including but not limited to:
  • Process Vendor Invoices
  • Notify CEO or designee of any time sensitive communications that may require immediate action including but not limited to:
    • Later notices
    • Cancellation notices
    • IRS notices
    • Workforce Commission
    • TEA Correspondence
  • Process Accounts Payables
  • Credit Card Bill reconciliations
    • No payment until all receipts accounted for or CEO or designee approves payment
    • Summary of expenditures by fund for Credit Card bill.
  • Prepare payment vouchers for CEO or designee approval.
• Assist in all Human Resources activities including but not limited to:
  • Process new employees and compile the initial Employee HR file after the offer has been accepted by the applicant.
  • Employee HR files maintenance
  • New Hire reporting
  • Benefits management
  • Leave, and FMLA, and Workers Comp accounting
  • Employee Services Portal administration
• Assist in all Payroll activities including but not limited to:
  • Payroll processing
  • Prepare Payroll variance reports for CEO’s or designee’s review and approval.
  • Prepare Time & Effort variance reports for CEO’s or designee’s review and approval.
  • Process Payroll Liabilities.
• Assist with the Fiscal End of Year rollover
  • Salary schedules
  • Verify pay sheets
• Other items:
  • Contract Management
  • 90-day notice when contracts are about to expire or auto renew
  • Provide data for ERate application
  • Provide in a timely fashion, information to CEO or designee relevant to Public Information Request
• Participate in training pertinent to the Business clerk position to ensure knowledge of, and compliance with, financial management requirements of state, Federal, and local authorities related to Charter Schools.
• Perform other duties as assigned.

Send resume and cover letter to:

contact@pegasuscharter.org