NELSON CENTRAL SCHOOL

JOB DESCRIPTION

NAME:
TITLE: Finance Officer
RESPONSIBLE TO: The Principal
FUNCTIONAL RELATIONS
WITH: Deputy and Assistant Principals, teaching staff, and support staff, students,
parents, Board of Trustees and outside agencies.

HOURS OF WORK: X hours per week is to be worked when the school is open with other hours
by negotiation.

REMUNERATION: Administration Grade C Step 04 and subject to an annual increment

in accordance with the provisions of the Support Staff in School Collective
Employment Agreement. A copy of the current agreement can be viewed
at
http://www.minedu.govt.nz/NZEducation/EducationPolicies/Schools/Scho
olOperations/EmploymentConditionsAndEvaluation/CollectiveAgreements
/SupportStaffinSchoolsCA20092011.aspx

DURATION OF EMPLOYMENT Employment is permanent with the hours of work to be advised by the
Principal prior to the year of employment.

SPECIAL CONDITIONS If for some reason the hours scheduled to be are not able to be worked, a
suitable time for them to be worked may be negotiated with the incumbent.

General Responsibilities

The Finance Officer will be responsible for ensuring the efficient organisation and administration of the school
accounts and financial reporting system including payroll requirements. Financial and other matters requiring a
board decision will be brought to the immediate attention of the Principal. The Principal will be advised on a
regular basis of matters requiring his/her attention. The Finance Officer will carry out all reasonable work
requests made by the Principal, in an efficient and timely manner.
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Primary Responsibilities

1 Financial

The Finance Officer will be responsible for maintaining the financial records of the school within the scope of
the Finance In Schools Handbook (FISH) guidelines.

Key objectives Outcomes

1. Oversee receiving, receipting and banking monies School funds will be secure at all times.
on behalf of the Board. Office administration staff will be supported
appropriately to achieve these tasks.
2. Prepare accounts for consideration for payment. School accounts will be paid regularly and on time.

3. Maintain daily financial and other records of the The school 's financial records will be accurate and up
Board. to date at all times.

4. Prepare regular income and expenditure reports for Income and expenditure reports will be accurate and
the Board. available when required.

5. Provide the Principal with regular progress reports The various budget codes will operate within limits
on income and expenditure. approved by the Board of Trustees.
6. Pay staff reimbursements. Staff will be reimbursed for expenditure in accordance
with the Board's policies.
7. Prepare the Boards annual accounts for audit. A clean audit of the Schools annual accounts.
8. Maintain the school asset register. An accurate asset register will be available for purchase
and audit purposes.
9. Prepare a draft of the annual budget. A draft budget will be available to the principal by the
3rd Tuesday in November.
10. Respond to staff requests for financial information Staff will have accurate information as required.
in areas for which they have responsibility.
11. Ensure operation grants notices are accurate. Information concerning grants will be accurate and any
discrepancies will be reconciled.
12. Manage the system for processing student payments Funds will be invoiced, received and kept secure.
to the school.
13. Complete regular GST reports to the Inland GST reports will be accurate and filed in a timely
Revenue Department. manner.
14. Manage board investments and report each month Investments will be kept secure and up to date.
to the principal on these.
15. Maintain weekly reconciliation of board bank Board bank accounts will be accurate and updated
accounts. regularly.

2 Payroll

The Finance Officer will be responsible for maintaining payroll information.

Key Objectives Outcomes

1 To maintain a high degree of accuracy and School Support will receive information required to
timeliness. ensure timely payment of staff.

Personnel records will be accurate and up to date.

2 To act on issues arising from payroll Problems will be resolved in a timely manner.
administration.
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3 Maintain an accurate record of coding/charging
for the Staffing Usage and Expenditure Reports
(SUE) reports.
4 To maintain a high degree of accuracy and
timeliness in recording payroll and reliever
information.
5 To ensure accurate and timely completion of
forms for new staff.
SUE reports will be reconciled with the accounts.
Accurate and up to date records will be maintained
for all forms of staff leave/absence.
New staff will be paid in accordance with the
fortnightly pay cycle as soon as possible after starting
work.

3 Administration

The Finance Officer will be responsible for maintaining certain records.

Key Objectives Outcomes

1 To liaise with Solutions and Services and the
school auditor.
2 Maintain and where necessary develop new
systems to maintain the efficiency and effectiveness
of the office.
3 Manage the process for ICAS testing.
The school audit will be completed in timely fashion.
Current systems will be maintained and new systems
developed as required.
Timely placement of enrolments; receipt of test
materials and follow up where necessary.

4 Data Bases

The Finance Officer will be responsible for maintaining certain records.

Key Objectives Outcomes

1 To maintain a high degree of accuracy and
timeliness in recording and maintaining staff data
bases
2 Maintain accurate list of relief teachers.
3
Accurate and up to date records will be maintained
for keys; security; all staff lists; board of trustees
details; first aid; teacher registration; cyber safety;
reliever lists & record times worked;
Provide staff with updated electronic reliever lists as
changes are made.

5 School culture

The Finance Officer will be responsible for contributing to the school culture.

Key Objectives Outcomes

1 To maintain a high degree of professionalism Information intended for staff only and information
within the school. about students will be kept confidential to members
of staff.
2 To provide moral and tangible support for Colleagues will have reasonable support in the
colleagues within the school. performance of their duties.
3 Attend professional development opportunities as Professional knowledge will be up to date.
required.
4 Provide general office cover including first aid The school office will be functional at all times.
treatment when required.
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Dr Paul Potaka
PRINCIPAL FINANCE OFFICER

Date: