Community Education Registrar - Extended Day Enrichment Program (EDEP)

General Definition of Work

Performs responsible technical and clerical work to provide detailed financial oversight and budget preparation for the Division's after-school program and does related work as required.

Essential Functions

• Administers all accounting functions to include: requesting purchase orders, balancing ledgers, and county books.
• Develops and presents financial statements to Director and/or Coordinator for each program including revenue and projections.
• Affords assistance to Director and/or Coordinator with budget preparations.
• Completes and submits monthly/quarterly/yearly reports to Director and/or Coordinator as requested.
• Administers accounts receivable functions of program including billing agencies and individuals for services rendered, tracking delinquent payments, handling daily deposits to Fiscal Services Department, account posting and reconciliation.
• Affords assistance to school division employees and general public with daily inquiries regarding accounts, bills, etc.
• Oversees the Extended Day Enrichment Program (EDEP) student information system/database to include: maintaining registration, billing, posting of receivables, attendance, suspensions, late payment fees, scholarships, etc. for Extended Day Enrichment Programs.
• Provides manual billing, tax statements, receipts for general public as requested for above mentioned programs.
• Provides all customer/parent contact, to include phones and walk-ins for above mentioned programs.
• Attends monthly and/or weekly meetings regarding above mentioned programs as requested by the Director and/or Coordinator.
• Types correspondence regarding above mentioned programs independently.
• Trains other users (i.e. Head Teachers, support staff) on the (EDEP) student information system/database.
• Coincides with other users daily trouble shooting problems.
• Checks/verifies data entry by other users.
• Mets deadlines for processing and reporting student/revenue data.
• Participates in development and delivery of division-wide training for the EDEP database.
• Works with School Technology/Consultant to insure smooth operation of the database by trouble shooting problems, monitoring system security.
• Presents reports as needed to administrators for budget purposes.

Knowledge, Skills and Abilities

• Functional knowledge of bookkeeping terminology and methods, functional knowledge of routine accounting principals; ability to maintain financial records and prepare reports and statements;
• Ability to make arithmetical computations quickly and accurately;
• Ability to understand and follow complex oral and written instructions;
• Ability to operate a variety of office machines;
• Ability to deal effectively with co-workers and the public;
• Demonstrated ability to work with little supervision, within constrained time frames, and at high levels of accuracy.
• Skill in the analysis and development of budget estimates.
• Ability to establish and maintain effective working relationships with others;
• Ability to communicate ideas effectively both orally and written.

Education and Experience

Any combination of education and/or experience equivalent to graduation from a two-year college. Must be comfortable using Microsoft Office applications, including Word, Excel, Powerpoint.

Physical Conditions and Nature of Work

• Contacts Administrative clerical work typically performed sitting in an office with occasional walking, lifting of office items up to 30 pounds; and other limited physical activities.
• Frequent sustained operation of office equipment is required.
• Occasional secretarial duties, in support of the Department Head and/or Coordinator, beyond normal hours may be required.
• Frequent contact with clients who may be uncooperative and/or confrontational is required. Contacts must be characterized by tact and diplomacy.

Evaluation

Performance will be evaluated on the ability and effectiveness in carrying out the responsibilities as outlined.