Permanent | Term time only (plus 3 weeks), up to 37.5 hrs/week

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 out

Ensures checks on sanitation equipment are carried out

Ensures that the school grounds are well maintained – lawns mowed,
fields marked, fences and gates maintained etc

Ensures the gardens are weeded, watered and fertilised etc

1.22 Minor capital works Management of minor capital works programme

Ensures where appropriate that quotes and specifications are obtained

Monitors the work

Key Performances Performance Criteria/Expected Results Never Sometimes Often Always

1.23 Security Ensures that the security company is working to its contract

Has in place an up to date security call out list for the security company

2. School financial administration

2.1 Oversee the creditors system Statements, invoices and order forms are collated promptly to ensure
payment by the 20th of month

Invoices are entered into Xero and authorised via ApprovalMax by
budget holders/Principal/Board Presiding Member

Invoices are filed monthly in creditors files

2.2 Oversee debtors system Receipts are issued for all fees, parent donations, uniform and
stationery sales

Liaise with Principal re any invoicing that may be required

Apportion stationery accounts and photocopying to appropriate
departments

2.3 Deal with financial queries from parents,
students, staff, businesses Front line queries are dealt with promptly and pleasantly

The Principal is involved where appropriate in answering queries

Staff are assisted in completing internal financial transactions

Budget holders are prompted to follow financial procedures

2.4 Prepare and check the annual accounts,
asset register and inventories

Collation of all requested information for Accountants and Auditors
Maintenance of Asset Annie asset register system

3. EdPay - Payroll
3.1 Action staff payroll changes Work with the Principal to complete and send new staff details, staff

pay changes, funding changes and other forms to EdPay

3.2 Action the payment of relieving teachers Collect in the relievers pay claim forms

Check the forms for the relevant authorisation or verify from emails and
notes sent

Process on EdPay website once appropriate authorisation has been
received

Ensure all claim forms received are processed in the relevant pay period

Be aware of Payroll pay periods and the cut off dates

3.3 Action staff leave forms & emails Ensure that all staff leave applications are processed within the correct
payroll period and the correct forms have been prepared for payroll

Ensure that staff sick leave is recorded with payroll and the correct
forms have been completed for payroll

Ensure leave without pay is recorded with payroll within the correct pay
period and the correct forms have been completed

4. Smooth efficient running of the office

4.1 Maintain efficient filing systems Information required is readily available and is stored in a manner
which maintains integrity of material

4.2 Maintain a sound working environment A clean, tidy, business-like office providing an excellent image to public
and staff

4.3 Ensure all necessary information is
provided to pupils and staff when required

Efficient dissemination of all information in a timely and appropriate
manner

4.4 Ensure confidentiality is maintained at all
times

5 Property and Health and Safety

5.1 Oversee maintenance and development of
the property under the guidance of the
principal

Purchasing furniture, resources etc as directed by the principal
Be involved in discussions re site development if requested

5.2 Interface with school contractors e.g.
cleaners

Employ contract workers as required. Ensure the work done is as
specified, e.g. the cleaning contract

5.3 Provide oversight and support for the Lead
Caretaker

Interface with site requests from staff. Discuss and liaise with Lead
Caretaker

5.4 Provide day to day management and
oversight of Health and Safety risks at School

Maintain health and safety risk register
Inform principal (as PCBU) of critical health and safety risks
Report per Board Meeting on summary of Health and Safety risks and
how mitigated

6 Other duties

6.1 Participate in the annual appraisal process Participate in such interviews, discussions and appraisal as required by
the annual appraisal process

6.2 Completion of any other reasonable duties
at the direction or request of the Principal

Smooth efficient running of the school