JOB DESCRIPTION:         Activity Funds Specialist

 

SALARY SCHEDULE:         SCHEDULE B-T 

 

DEPARTMENT:                  MID-DEL TECHNOLOGY CENTER

 

FLSA STATUS:                   NON-EXEMPT, M-F 7:30-4:00 -235 days

 

SAFETY-SENSITIVE:         YES

  

 

POSITION SUMMARY:

This position at Mid-Del Technology Center is responsible for managing and maintaining all Activity Fund accounts, ensuring accurate financial records and compliance with district policies and state and federal regulations. The role requires strong organizational, customer service, and multitasking skills to process transactions, reconcile accounts, prepare reports, and provide clerical support while working collaboratively and professionally with instructors, clients, colleagues, and office personnel.

 

QUALIFICATION REQUIREMENTS:

• Minimum of high school diploma or general education degree (GED).  
• Three years related experience and/or training or equivalent combination of education and experience preferred.
• Knowledge of Oklahoma School law and Regulations of State Board of Education preferred.
• Knowledge of the OCAS Coding System is preferred.
• Proficiency in Microsoft Office Suite ( Excel, Word and Powerpoint).
• Exceptional customer service with a friendly and professional attitude.

 

ESSENTIAL DUTIES: 

1. Manage and maintain all Activity Fund accounts within the financial accounting system, ensuring accurate balances and records.
2. Process purchase orders, fundraiser/expenditure forms, live work orders, resale transactions, and invoices. Monitor PO statuses throughout the year. Maintain product in MDTC's online fundraiser store.
3. Receive, receipt, and refund payments from students and patrons; prepare and complete daily bank deposits.
4. Post transactions to activity and resale ledgers and reconcile accounts on a regular basis.
5. Verify vendor invoices, match invoices to work orders, and submit approved invoices for payment.
6. Issue and track pre-numbered work order forms; reconcile completed work orders and collect related payments.
7. Prepare monthly activity account reports and annual resale and audit reports; regularly provide administration and instructors with updated fund balances.
8. Maintain vending machine accounts, receipt collected funds, and coordinate equipment repairs as needed.
9. Train and assist staff in Activity Fund procedures and ensure compliance with district policies and guidelines.
10. Provide clerical support to the Business Office and other departments as needed; perform additional duties as assigned by administration. 

 

LANGUAGE AND GRAMMAR SKILLS:  

Ability to read and comprehend simple instructions, short correspondence and memos. Ability to compose and write grammatically correct correspondence and memos.

 

REASONING ABILITY:  

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, schedule form, or blueprint form.

 

PHYSICAL DEMANDS:  

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. The employee frequently is required to stand, walk, climb or balance, and stoop, kneel, crouch, or crawl. The employee is occasionally required to sit.

 

The employee must frequently lift and/or move up or more than 10 pounds and occasionally lift and/or move up to or more than 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

 

WORK ENVIRONMENT:  

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

While performing the duties of this job, the employee is regularly exposed to fume or airborne particles. The employee frequently works in high, precarious places and in outside weather conditions. The employee frequently works near moving mechanical parts, extreme cold (including outdoors), extreme heat (including direct sunlight), risk of electrical shock and vibration.

 

The noise level in the work environment will vary from somewhat loud to extremely loud.

 

To ensure continuity of services, a different work location may be necessary in the event of a health crisis or disruptive situation that requires the closing of school and/or office buildings. An employee’s eligibility for a varied work location will be determined by the superintendent of schools. Expectations and guidelines for this change will be distributed by the employee’s supervisor, based on his/her role and responsibilities.

 

SUPERVISORY RESPONSIBILITIES:  

Employee may occasionally be required to supervise a varying number of employees in the overall direction, coordination, and completion of tasks as assigned.

 

DISCLAIMER:

Please note that job descriptions are not intended, and should not be construed, to be exhaustive lists of all responsibilities, skills, efforts, or working conditions associated with a job. They are intended to be accurate reflections of those principal job elements essential for making fair hiring and pay decisions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.