Administrative - Other

Montana Office of Public Instruction•Havre, MT

49d

About The Position

UNIVERSAL OBLIGATIONS/EXPECTATIONS OF EACH STAFF MEMBER It is the expectation of the District that each staff member will: (1) put the safety, health and well-being of students at the forefront of all actions, job responsibilities and decisions, and (2) undertake all duties in alignment with the District’s Strategic Plan. ESSENTIAL FUNCTIONS: The following are essential functions of the Clerk of the District position of employment: As is required by amendments to Section 20-3-325, MCA, (HB 252, 2025) in order to qualify for the payment provided in Section 20-9-327,MCA, a clerk of the district must perform the following essential functions: Advise the Board of Trustees on financial and operational constraints as outlined by law; • Serve as a member of the administrative team, working closely with the District Superintendent and other administrative staff to align the educational goals and financial stability of the district; • Assist the Trustees in ensuring all district policies comply with local, state, and federal laws; • Attend trustees' meetings and ensure that a permanent record is maintained as required by law, and, if unable to attend, ensure a qualified designee maintains an accurate permanent record; • Act as the custodian of all documents, records, and reports of the Trustees, including the Trustees' report required under § 20-9-213, MCA; • Maintain accurate and detailed accounting records of all financial transactions of the district, serving as a liaison during any financial and labor audits, as required; • Serve as the election administrator for the district unless the county administers an election at the request of the district. In addition to those functions listed above, the clerk will also perform the following essential functions: Keep and maintain accurate minutes of meetings of the Board of Trustees; • Act as custodian of all other records and documents of the District, including but not limited to personnel files, student records, financial records, property records, and meeting minutes; • Assist in budget preparation and audits; • Keep accurate and detailed accounts of all receipts and disbursements; • Draw and countersign all warrants for expenditures; • Process payroll data for all School District employees and prepare payroll checks for distribution and maintain up-to-date files of all payroll information; • Process all authorized invoices and maintain records of paid/unpaid invoices and purchase orders; • Process and maintain employment forms related to state and federal taxes and retirement systems; • Prepare and submit financial reports to the Board and Superintendent as requested; • Prepare and provide Board packets to the Trustees prior to every Board meeting, and make the Board packets available to the public; • Prepare all notice for Board meetings and elections; • Communicate with and respond to requests from governmental agencies, labor organizations, TRS, and PERS to provide information. Only minimum duties are listed. Other functions may be required as given or assigned.

Requirements

One year experience in typing and general clerical work; high school diploma or equivalent; or any combination of training and/or experience that could likely provide the desired knowledge and abilities.
Basic arithmetic, filing, and record-keeping procedures.
Proficiently operate standard office equipment, including copier, computer terminal, word processor, etc.
Communicate effectively with students, public, and staff.
Compile and maintain accurate and complete records and reports.
Understand and carry out oral and written instructions.
Maintain cooperative working relationships with those contacted in the course of work.
Ability to handle stressful situations.
Ability to maintain confidentiality of employment and student matters.
Ability to effectively manage time and responsibilities.

Responsibilities

Advise the Board of Trustees on financial and operational constraints as outlined by law
Serve as a member of the administrative team, working closely with the District Superintendent and other administrative staff to align the educational goals and financial stability of the district
Assist the Trustees in ensuring all district policies comply with local, state, and federal laws
Attend trustees' meetings and ensure that a permanent record is maintained as required by law, and, if unable to attend, ensure a qualified designee maintains an accurate permanent record
Act as the custodian of all documents, records, and reports of the Trustees, including the Trustees' report required under § 20-9-213, MCA
Maintain accurate and detailed accounting records of all financial transactions of the district, serving as a liaison during any financial and labor audits, as required
Serve as the election administrator for the district unless the county administers an election at the request of the district
Keep and maintain accurate minutes of meetings of the Board of Trustees
Act as custodian of all other records and documents of the District, including but not limited to personnel files, student records, financial records, property records, and meeting minutes
Assist in budget preparation and audits
Keep accurate and detailed accounts of all receipts and disbursements
Draw and countersign all warrants for expenditures
Process payroll data for all School District employees and prepare payroll checks for distribution and maintain up-to-date files of all payroll information
Process all authorized invoices and maintain records of paid/unpaid invoices and purchase orders
Process and maintain employment forms related to state and federal taxes and retirement systems
Prepare and submit financial reports to the Board and Superintendent as requested
Prepare and provide Board packets to the Trustees prior to every Board meeting, and make the Board packets available to the public
Prepare all notice for Board meetings and elections
Communicate with and respond to requests from governmental agencies, labor organizations, TRS, and PERS to provide information