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Administrative Assistant to the
Superintendent of Schools - Jan Dente
- Maintain records
of teacher and administrator certifications.
- Type and
distribute agenda packets for each school board and SU board meeting
- Maintain
computer record of board meeting minutes.
- Attend
supervisory union board meetings to take, type and distribute minutes.
- Type and post
school board meeting warnings for Poultney and the supervisory union.
- Notify
newspapers/radios/TV of all board meetings.
- Process requests
for emergency and provisional licenses with the licensing office.
- Type and
distribute yearly employee directory.
- Compile 40-day
ADM data for students attending independent and out-of-state schools to
the DOE for state aid to education monies.
- Process U.S.
mail on a daily basis.
- Maintain postage
meter.
- Download
policies from VSBA.
- Type policy
changes.
- Keep track of
all course materials for staff and administrators and their graduate
credits.
- Process
materials for town reports and forwarding to appropriate persons for each
school district.
- Type ads to
newspapers and posting with SchoolSpring
- Maintain a
record of applicants for various openings within the supervisory union.
- Maintain daily
and monthly follow-up folders to meet deadlines.
- Maintain all
aspects of personnel files.
- Prepare and
distribute monthly calendar of board meetings, etc.
- Maintain record
of Criminal Record Checks and process fingerprints to the VCIC including
secondary dissemination requests with other school districts.
- Keep appointment
calendar for superintendent.
- Maintain board
books for each school district and supervisory union.
- Maintain policy
books for each school district and supervisory union.
- Maintain
birthday list and sending cards to all employees on behalf of the
superintendent including get-well and sympathy.
- Other duties
include answering phones, filing, faxing, e-mailing, receptionist and any
other duties directed by the superintendent and the supervisory union
board chair. back to
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Human Resources Coordinator - Jan Dente
- Verify employment
history and educational status on new hires; presents information to
Superintendent for approval.
- Report to state new
hires as required by law.
- Provide new hires with
employment information and forms regarding employment, after receiving
information from Administration.
- Counsel new hires
regarding benefits and payroll questions
- Enter all data into
payroll software and contract data base
- Issue contracts to
employees per authorization from Administration
- Calculate and enter
appropriate deduction information into payroll software, tracks same.
- Enter absences for
approximately 220 all employees of RSWSU, PSD, MSES, and WSD
- Cross check absences
with Kelly Services reports, time sheets and school reports, bi-weekly for
all employees throughout the entire Supervisory Union.
- Process bi-weekly
payrolls for RSWSU, PSD, MESE and WSD employees
- Process related tax
payments, and reporting as required by law.
- Process and reports all
monthly and quarterly information as required; (i.e. Teachers Retirement,
Municipal Retirement, Unemployment, Catamount Insurance, State Tax
reporting, Wage garnishments, TSA reporting and TSA Match reporting, etc)
- Process W2’s and 1099
for RSWSU, PSD, MESE, ISD and WSD annually. (363 W2s and 230 1099s for
2006 estimated).
- Reconcile and report
W2s and 1099 to IRS, and State as required annually by law.
- Handle work-related
injury reporting and compliance issues for entire district
- Handle OSHA reporting
requirements regarding work-related injuries and illnesses
- Handle tracking and
reporting of all sick banks throughout the supervisory union
- Handle state and
federal mandatory posting requirements for entire Supervisory Union
- Handle all FMLA(Family
Medical Leave Act) /VPML(VT Parent Medical Leave) matters for entire
Supervisory Union
- Review FLSA(Fair Labor
Standards Act) and compliance issues regarding employment
- Report terminations of
employment to unemployment as required
- Handle COBRA/VIPER
notifications; tracking of payments and counseling of participants.
- Handle all health
insurance coverage applications, changes, and counseling of employees of
same; for RSWSU, MSES, PSD, and WSD.
- Advise Superintendent
and Business Manager regarding Human Resource issues; researches same as
required.
- Compliance Coordinator
for HIPPA involving personally identifiable information.
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Accounts Payable Clerk - Kathy
Marino
- Check all Purchase
Orders for the proper signature approvals, general ledger accounts and
mathematical errors. The purpose for each purchase order must follow the
guidelines set by the Dept of Education.
- Process Purchase Orders
in the computer and distribute copies to proper depts.
- Process all invoices
with corresponding Purchase Order that are sent from each school for
payment. This involves researching any invoice discrepancies.
- Print checks, board
warrants and check registers, then get board approval for payment.
- Prepare checks for
mailing with invoice receipts to vendors and file paperwork.
- Mail all Accounts
Receivable Invoices for payment.
- Track all Accounts
Receivable Invoices to make sure they are paid in a timely manner.
- Process certain A/R
Invoices for the Business Manager.
- Bookkeeping services
for Poultney Town School District’s 40 Class and Club Accounts.
- Assist with all other
administration assistant functions for the business office, as requested.
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Medicaid
Clerk - Jesse Clayton
- Monitor entering and
exiting Special Education students for Medicaid eligibility.
(approximately 100 students for 2006 – 2007 school year)
- Obtain parental consent
and physician’s authorization for each eligible student.
- Prepare monthly
documents for approximately 26 Special Educators (development & assistive
therapy, related services, personal care logs) to be completed, according
to the student’s IEP (individual education program) specifications.
- Collect monthly
documents from Special Educators and check for accuracy.
- Transfer each student’s
documents onto an LOC (level of care) log in preparation for billing.
- Enter and submit each
LOC (level of care) log into the EDS (provider electronic solutions
application) system for Medicaid reimbursement while adhering to the
guidelines set by the State of Vermont Department of Education.
- Record the date of the
paid submission from the Remittance Advice supplied by the State of
Vermont DOE (department of education), on each LOC (level of care) log
before filing documents into student files.
- Record or correct each
claim “denied” by the State of Vermont DOE (department of education) for
filing or resubmission.
- Track: student
evaluation dates, IEP (individual education program) dates, entering and
exiting students, provider certifications and licenses, grant awards,
monthly documents received.
- Assist Special
Education staff with all Medicaid requirements needed.
- Maintain accurate and
current student files for monthly DOE (department of education) audits.
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