Permanent Term Time Only

School Administration -** EXECUTIVE OFFICER**

**JOB DESCRIPTION**

**Name of Employee**:
**Job Title**: Executive Officer

**Directly Responsible to**: Principal

**Relating to**: Internal: Principal, Administrative Staff, Teachers and
Students
External: Visitors, General Public, Proprietors, and Suppliers

**Purpose**: Management of school finances, property and payroll

**Hours : 37.5** hours per week, term time plus two weeks prior to
Term 1, one week following Term 4. and extra hours as
negotiated

**Remuneration**: Support Staff in Schools Collective Agreement, Grade and
step to be negotiated

**Key Performances Performance Criteria/Expected Results Never Sometimes Often Always**

**1. Financial and General Duties**

1.1 Prepare initial data for school budget via
Monty Software package

Recommendations for savings and efficiencies made

1.2 Monitoring of school Cash flow and Budget
variance via Monty reporting functions

Cash flow is managed

Budgets are monitored monthly based on financial statements

Expenditure is monitored and variances explained

Revenue flows are monitored

1.3 Automatic payments and on-line banking
are managed via Xero

Security is in place for on-line banking/ cheque banking

1.4 Investments are placed according to
delegated authority

Investment revenue is maximised

1.5 The income and expenditure report is
prepared for the BOT, per meeting

Ensures that the report is prepared monthly and on time and is accurate

1.6 The statement of financial position is
prepared

Ensure capital expenditure and long term obligations are made known
to the BOT

1.7 Bank accounts are reconciled via Xero Ensures Cash movements and payments are accounted for

1.8 Accounting discrepancies are resolved Ensures Accounting information is accurate

1.9 Accounts Payable & Accounts Receivable
via Xero

Ensures accounts are authorised via ApprovalMax software package,
processed and payments made

Any outstanding funding not received by due date is reported to the
Principal

Debtors reported to principal as required

Invoices and statements are prepared as required

**Key Performances Performance Criteria/Expected Results Never Sometimes Often Always**

1.10 SUE report is checked for accuracy,
banked staffing report is monitored and
reports prepared for the Principal as needed
via use of SchoolData Toolkit software package

EdPay reports are analysed in detail to ensure accuracy and errors dealt
with in consultation with the principal

Monitor Pourato Resourcing for changes to Staffing Entitlement

1.11 Maintain accurate and effective filing both
electronically and hard copy

Ensures Financial filing system is efficient

Ensures records are easily accessible for the accountant and Principal

Financial & HR records are kept as per government legislation

1.12 Capital expenditure is managed
strategically

Capital expenditure aligns with long term plans

Ensures Capital expenditure is authorised

Quotes are obtained for capital expenditure

Ensure records of assets are maintained via Asset Annie system

1.13 The GST return is completed Ensures that GST returns are accurately completed and filed on time

1.14 Insurance cover is in place for the school’s
requirements.

Insurance is checked and the insurer advised of potential claims

Claims are handled as per procedures Claims are processed

1.15 Building Warrant of Fitness is processed
and current.

Building warrant of fitness is processed and current

Regular Fire Alarm checks are completed

School maintenance plans are implemented, monitored and variances
are reported

1.16 Personnel & Payroll Ensure all new staff complete payroll forms including IRD forms

Ensure new staff are put promptly on to the MOE Payroll system

Ensure all staff are paid correctly

Ensure all staff leave is recorded

Accurate instructions are forwarded to payroll

**Key Performances Performance Criteria/Expected Results Never Sometimes Often Always**

Staff payroll queries are followed up in a timely manner

Staff are informed about payroll dates, changes etc

Details about superannuation are provided on request

1.17 End of year financial reporting is
completed and Audit is managed

Ensures accounts are prepared for audit
Completes end of financial year annual report is on time
Ensures Auditor enquiries are handled

1.18 Long term property maintenance Ensures long term property maintenance plan is kept up to date

Record all completed works

Ensures all works are completed by due date

Records kept of all works, contractors, costs and standards

1.19 Preventative Maintenance Ensures regular maintenance checks are done

Ensures minor maintenance work is done when required

Ensures where appropriate that tradesperson assistance is obtained via
liaison with Lead Caretaker

1.20 School cleanliness and hygiene Ensures the school is kept as clean as possible at all times

Liaises with contract cleaners where applicable

1.21 Grounds Ensures Maintenance of cleaning equipment is carried ou