CE Bookstore Manager

Location:  Community Education

12 months, 8 hours/day

Non Interim Position

Grade 21, $15.67/hour

Start Date:  Immediately

Purpose Statement

The job of CE Bookstore Manager is done for the purpose/s of providing support to department activities with specific responsibility for an array of fiscal services for Community Education student programs and site activities; conveying and updating fiscal information; and ensuring that fiscal practices are followed and disbursement of funds are within proper and legal guidelines.

This job reports to Director of Community Education.

Essential Functions

Assists district auditors for the purpose of providing supporting documentation and/or information on internal process that is required for audit.

Collects and manages funds from student events and fee based programs (e.g. before and after-school care, preschool, enrichment, facility and field rentals, District sponsored conferences/speech language, summer high school, etc.) for the purpose of ensuring the accuracy and timely completion of transactions within established accounting practices.

Compiles financial information related to site assignment (e.g. Community Education funds, capital funds, traveler fees, Grant funds, etc.) for the purpose of providing required documentation and/or processing information.

Maintains financial records related to student programs and/or events (e.g. third-party online registration and payment system, before and after-school care, preschool, enrichment, facility and field rentals, District sponsored conferences/speech language, summer high school, etc.) for the purpose of ensuring completeness and availability of records and compliance with district policy and established regulatory guidelines.

Monitors financial procedures with individuals responsible for Community Education financial operations (e.g. student programs, enrichment, grants, etc.) for the purpose of providing services within established guidelines.

Participates in site admin team meetings, in-service training, workshops, etc. for the purpose of conveying and/or gathering information required to perform job functions.

Performs general and program specific clerical functions (e.g. distributing purchase orders, scheduling, copying, faxing, etc.) for the purpose of supporting departmental activities.

Prepares written materials and financial information (e.g. fund budget and expense reports, third-party online registration and payment system, program activity status, etc.) for the purpose of documenting activities, providing reference, conveying information, and complying with established financial, legal and/or administrative requirements.

Processes financial information (e.g. program fees, gifts and donations, requisitions, etc.) for the purpose of updating and distributing information, authorizing for action and/or complying with established accounting practices.

Reconciles financial data for the purpose of maintaining accurate account balances and ensuring compliance with established accounting practices.

Requests quotations from vendors, warehouse, and/or district office staff for the purpose of providing cost information, purchasing and securing items.

Researches discrepancies of financial information and/or documentation for the purpose of ensuring the accuracy and adhering to established procedures prior to processing.

Responds to inquiries of staff, students, parents and administration regarding student and site financial procedures for the purpose of providing information, direction and/or referral for addressing inquiry.

Other Functions

Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements: Minimum Qualifications

Skills, Knowledge and Abilities

SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment; performing standard bookkeeping; preparing and maintaining accurate records; using pertinent software applications.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and solve practical problems. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: bookkeeping principles and practices; standard office machines, methods and practices of office operations; basic computer applications.

ABILITY is required to schedule activities and/or meetings; often gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a wide diversity of individuals; work with a variety of data; and utilize specific, job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific ability based competencies required to satisfactorily perform the functions of the job include: being attentive to detail; communicating with diverse groups; meeting deadlines and schedules; working with frequent interruptions; working with detailed information/data.

Responsibility

Responsibilities include: working under limited supervision following standardized practices and/or methods; directing other persons within a small work unit; utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization’s services.

Work Environment

The usual and customary methods of performing the job's functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 60% sitting, 20% walking, and 20% standing. The job is performed in a generally hazard free environment and in a clean atmosphere.

Experience:  Job related experience is required.

Education:  High school diploma or equivalent.

Equivalency:  Combination of education and experience sufficient to successfully perform the essential financial duties of the job.

Required Testing                                            Certificates and Licenses

Pre-Employment Proficiency Test

Continuing Educ. / Training                            Clearances

Must be able to be bonded                                 Criminal Background Clearance

FLSA Status - Non Exempt