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 top

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.      back to top

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.     back to top

 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.    back to top