Payroll Manager/Medicaid Coordinator

Processes all aspects of payroll for all employees

Enters and verifies employee changes on payroll system including adding and deleting employees, benefits, withholdings/deductions, leave, vacation, etc.

Collects school and department payroll reports for processing

Enters time reported from schools and departments

Maintains documentation on ALL payroll changes in an organized filing system by month/payroll

Maintains filing system on various computer-generated payroll reports

Accurately proofs payroll prior to computer run

Distributes employee checks and direct deposit slips to schools and departments and mails checks, if needed

Coordinates benefits for all employees

Prepares federal and state tax deposits, unemployment records, 941 reports, W-2 forms, etc.

Is responsible for maintaining sick leave, vacation, personal leave, and compensation time for all employees

Maintains confidentiality relative to employee records and procedures

Prepares and submits Medicaid claims for billable health services

Collects monthly service logs from all providers, including OT, PT, nursing, speech, and transportation providers

Monitors all health services provided by all qualified district health care providers

Tracks certifications and licenses of school health providers

Gathers and tracks permission to participate and release of information for Medicaid eligible students

Maintains database to track all providers, caseloads, students, and Medicaid billable health services

Reconciles weekly Medicaid remittance statements and acceptance/rejection reports from state Medicaid office

Maintains files on all Medicaid recipient students receiving special services

Prepares and submits quarterly administrative claims

Assists with/submits yearly cost reports and self-audit reports

Completes yearly internal Medicaid audits on all student files

Administers/tracks Random Moment Time Study

Prepares deposits and submits deposits in a timely manner

Is able to work independently with little supervision

Consistently produces high quality work with minimal errors

Is precise and meticulous with payroll calculations

Performs any other tasks and assumes such other responsibilities as may be assigned by the Director of Finance or Superintendent


Accounts Payable Clerk

Manages Accounts Payable for the entire school system

Bookkeeper for the Title I Program

Bookkeeper of Health Insurance Account for active employees and retirees

Prepares notices/bills to all retirees for Health Insurance payment

Bookkeeper of School Textbook Account

Coordinates all workers’ compensation claims

Assists Payroll Clerk in maintaining a personnel file on all active and inactive employees

Back-up for Payroll Clerk (Processing all aspects of payroll for all employees)

Back-up to prepare School Board meeting agendas in Board Docs

Other duties as assigned by the Director of Finance or Superintendent


Administrative Assistant to the Superintendent

Performs clerical duties for Superintendent/Supervisors

Prepares School Board meeting agendas in Board Docs

Records ADM meetings

Prepares bill lists and types bill heads for accounts payable

Assists Personnel Director in Talent Ed Recruit & Hire

Processes all purchase orders

Maintains Purchase Order Program

Process Special Bills for reimbursements of grants

Files for reimbursements for Rural Ed, Title IIA, Title III, Title VI-B, JAG and 21st Century

Coordinates all Family Medical Leave requests

Serves as Food Service Accounts Payable Clerk

Maintains the Academic Calendar

Serves as Coordinator of Delivery Services

Maintains credit card log for Central Office

Maintains Food City credit card log for Central Office

Performs other duties as assigned by Superintendent and/or Supervisors



Greets visitors

Receives and transfers incoming calls

Assists the administrative staff with clerical duties

Types purchase orders for fuel, technology, etc.

Prepares Special/Utilities bill lists and types bill heads

 for accounts payable

Maintains and creates forms as needed

Creates and prints certificates for DARE, AIMS

 Scholars, Board Awards, etc.

Creates and prints programs for County Competitions,

 luncheons, etc.

Creates and maintains masters for printing of school


Maintains records of fuel usage

Orders office supplies

Maintains long distance log

Opens, date and time stamp/sorts U.S. mail

Processes school mail

Any clerical duties assigned by Superintendent and/or Supervisors


Secretary/AESOP Coordinator

Greets visitors

Receives and transfers incoming calls

Assists the administrative staff with clerical duties

Serves as AESOP Coordinator

Reconciles Central Office absences and submits monthly

 report to the Superintendent

Process/check travel and mileage reimbursement

Trains new substitutes and employees on AESOP

Distributes/logs county cars

Other duties as assigned by Superintendent and/or



School Nutrition Administrative Assistant

Monthly menus for breakfast, lunch, CACFP and SFSP that meet USDA regulations

Process and validate food and supply orders from Reinhart and USDA

Process all meal applications and direct certification information in Café Enterprise

Maintains all nutritional analysis and cost of meals served

Maintains school nutrition website

Monitors all schools food and USDA inventory

Assists in developing and implementing professional growth and certification

activities for cafeteria staff

Assists with new school nutrition employee orientation

Assists with on-the-job training in work scheduling, equipment use and care, food production records, safety requirements, storage, and human relations

Performs other duties and responsibilities as assigned by the School Nutrition Director


Special Education Secretary

Keeps accurate referral records

Keeps evaluation records current

Keeps records of re-evaluations

Keeps records of eligibility meetings

Maintains IEP records

Maintains records of Special Education teachers’ schedules, class rolls and exits

Keeps records of the Special Education Advisory Committee meetings

Prepares psychological reports

Maintains computer programs for Special Education students

Initiates computer programs for computer generated reports

Performs clerical duties assigned by the Special Education Director or the Superintendent