Career and Technology Education Clerk

Primary Purpose:

The CTE Clerk is accountable for excellence in business services, finance, asset control, receiving, and local purchasing. Works under close supervision and follows established procedures to process purchase orders, invoices and maintain accurate records. Assist in the prompt and accurate payment of all expenses incurred by the department.

Qualifications:

Education/Certification:
High School Diploma or GED
Must be 18 years of age or older
Bookkeeping courses (preferred)
Candidate must have satisfactory outcome of fingerprinting check

Special Knowledge/Skills:
Organizational skills
Working knowledge of financial applications and accounting
Strong communication, public relations, and interpersonal skills
Ability to maintain accurate financial records
Ability to multi-task numerous complex administrative activities
Ability to use personal computer and software to develop spreadsheets, perform data analysis, and do word processing
Ability to interpret policy, procedures, and data
Ability to maintain and report accurate and timely financial data for the assigned department, place orders, and receive goods
Ability to write reports (word process and spreadsheets), business correspondence, and procedure manuals
Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations
Advanced technical knowledge of school finance, and accounting systems
Advanced knowledge in budget management, accounting, business controls (policies and procedures) and in inventory systems.
 
Experience:
Three years related experience and/or training

Major Responsibilities and Duties:

1. Perform responsibilities related to maintenance/reconciliation of the CTE Department including entering receipts, balancing credit card statements.
2. Perform responsibilities related to ordering materials including inputting orders, following up on the status of orders, receiving goods, input receipts or deductions, and filing order documents.
3. Maintain communication with central administration departments and campuses on CTE needs and budget.
4. Safeguard district's assets adhering to established policies and procedures.
5. Provide financial management services for the department.
6. Maintain current and accurate accounting related records.
7. Answer office telephones.
8. Prepare documents for presentation related to the CTE Department.
9. Assure disbursements are timely.
10. Assure required accounting procedures are followed.
11. Maintain a complete and systematic set of records of all financial transactions for the CTE Department.
12. Summarize and balance entries recorded with credit card statements.
13. Oversees the preparation vendor set-up accounts and other documents.
14. Work budget with codes in accordance with approved operating procedures.
15. Monitor expense budget on a monthly or bimonthly basis.
16. Develop expense reports on a monthly basis.
17. Recommend reallocation of resources as necessary.
18. Work with a purchase system that is effective and efficient.
19. Daily attendance and punctuality are essential functions of the job.
20. Perform other duties as assigned.

Supervisory Responsibilities:

None.

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals
Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Motion: Repetitive hand motions, frequent keyboarding and use of mouse; occasional reaching
Lifting: Occasional light lifting and carrying (up to 40+ lbs.)
Environment: Occasional district-wide travel
Mental Demands: Ability to communicate effectively, both verbally and in writing, effective
management and public relation skills; maintain emotional control under stress
 
 

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.
 
Reviewed by Date
 
Received by Date