School Finance And Records Officer: School Management

POST 25/545 : SCHOOL FINANCE AND RECORDS OFFICER: SCHOOL MANAGEMENT

SALARY : R413 001 per annum (Level 08)

CENTRE : Caledon

REQUIREMENTS : National Senior Certificate (or equivalent) and a Three-year relevant

qualification in finance. A valid Driver's licence (excluding code A/A1). 2 years

relevant administrative experience. Preference given to finance and records

management experience. Knowledge: Knowledge of relevant departmental

policies and procedures. Knowledge of Archives and Records Service Act.

Knowledge of Public Financial Management PFMA. Knowledge of budgeting

processes and techniques. Knowledge of Financial Systems for example

Pastel. Knowledge of School Administrative processes and procedures.

Knowledge of Information Management Systems EMIS, CEMIS and Leave

Management Systems. Knowledge of SCM processes and procedures. Skills:

Communication. Language two official languages of the Western Cape.

Computer literacy including skills in Pastel. Planning and organising.

Presentation. Report writing skills reports and submissions. Analytical and

interpretation skills. Interpersonal skills. Problem solving. Financial skills

including bookkeeping.

DUTIES : Monitor, verify, develop and report on all aspects of Record Management.

Check if the following registers are in place, verify that registers are in line with

policy, prescripts, norms and standards and in line with the approved National

Archives Policy: Approved File Plan. Telephone, Fax and Mail Registers. Stock

Registers for Assets, Library, LTSM, IT equipment, Tuck Shop and Key

Register. Handing Over Register and or Certificates. Learner Transport File,

including WCED 061 and Inspection Form WCED 095. Admission Register

CEMIS. Attendance Registers Educators, Public Servants and Learners.

Leave Registers Educators, Public Servants. Incident Register. Disciplinary

Registers Educators, Public Servants and Learners. Minutes of all meetings for

example Staff, SMT, RCL, SGB, SDT. Records of Training Staff, SMT, RCL,

SGB, SDT. Daily Decisions Register. Record of SACE registration for SGB

posts. Record of Health and Safety including Evacuation Plans. Assist with the

development of file plans and registers in line with prescripts. Support and

follow up on all required corrective actions. Report in writing and electronically

on all aspects of school administration to the Assistant Director School

Financial Management and Administration. Monitor, verify, develop and report

on sound Financial Administration Systems. Check that all the following

financial administration processes and practices are in line with policy,

prescripts, norms and standards and in line with the approved National

Archives Policy: Financial Management finance and procurement. School

Budget processes and meetings. Cash, receipt, class receipt and bank deposit

book. Cheque requisitions. Petty Cash. Bank Statements. Bank Reconciliation

Statements. Procurement. Asset Management including issuing and retrieval

of textbooks and furniture including hostels. Assist with administrative tasks

regarding the finance and assets with the opening and closing of schools.

Contracts SGB employment and Service Providers. Risk Management internal

control and fraud prevention. Fundraising. School Fee Exemptions. Transfer

payments electronic funds transfer. Donation Register 18A. Loans, overdrafts

and investments finance. Educator and public servants additional

remuneration Section 38A. SARS Registration and other Tax Obligations.

Municipal Accounts payment of Section 21 Schools. Assist the Public Schools

Administrative Components with the development of financial administration

processes and practices in line with policies, prescripts, norms and standards.

Assist and train with the development and implementation plan to ensure

improvement with regard to sound financial administration. Conduct school

assessment and evaluations on financial management. Support and follow up

on all required corrective actions. Report in writing and electronically on all

aspects of School Financial Administration to the Assistant Director School

Financial Management and Administration.

ENQUIRIES : Ms I Senosi Tel No: (028) 214 7300

National Senior Certificate (or equivalent) and a Three-year relevant qualification in finance. A valid Driver's licence (excluding code A/A1). 2 years relevant administrative experience. Preference given to finance and records management experience. Knowledge: Knowledge of relevant departmental policies and procedures. Knowledge of Archives and Records Service Act. Knowledge of Public Financial Management PFMA. Knowledge of budgeting processes and techniques. Knowledge of Financial Systems for example Pastel. Knowledge of School Administrative processes and procedures. Knowledge of Information Management Systems EMIS, CEMIS and Leave Management Systems. Knowledge of SCM processes and procedures. Skills: Communication. Language two official languages of the Western Cape. Computer literacy including skills in Pastel. Planning and organising. Presentation. Report writing skills reports and submissions. Analytical and interpretation skills. Interpersonal skills. Problem solving. Financial skills including bookkeeping.

Monitor, verify, develop and report on all aspects of Record Management. Check if the following registers are in place, verify that registers are in line with policy, prescripts, norms and standards and in line with the approved National Archives Policy: Approved File Plan. Telephone, Fax and Mail Registers. Stock Registers for Assets, Library, LTSM, IT equipment, Tuck Shop and Key Register. Handing Over Register and or Certificates. Learner Transport File, including WCED 061 and Inspection Form WCED 095. Admission Register CEMIS. Attendance Registers Educators, Public Servants and Learners. Leave Registers Educators, Public Servants. Incident Register. Disciplinary Registers Educators, Public Servants and Learners. Minutes of all meetings for example Staff, SMT, RCL, SGB, SDT. Records of Training Staff, SMT, RCL, SGB, SDT. Daily Decisions Register. Record of SACE registration for SGB posts. Record of Health and Safety including Evacuation Plans. Assist with the development of file plans and registers in line with prescripts. Support and follow up on all required corrective actions. Report in writing and electronically on all aspects of school administration to the Assistant Director School Financial Management and Administration. Monitor, verify, develop and report on sound Financial Administration Systems. Check that all the following financial administration processes and practices are in line with policy, prescripts, norms and standards and in line with the approved National Archives Policy: Financial Management finance and procurement. School Budget processes and meetings. Cash, receipt, class receipt and bank deposit book. Cheque requisitions. Petty Cash. Bank Statements. Bank Reconciliation Statements. Procurement. Asset Management including issuing and retrieval of textbooks and furniture including hostels. Assist with administrative tasks regarding the finance and assets with the opening and closing of schools. Contracts SGB employment and Service Providers. Risk Management internal control and fraud prevention. Fundraising. School Fee Exemptions. Transfer payments electronic funds transfer. Donation Register 18A. Loans, overdrafts and investments finance. Educator and public servants additional remuneration Section 38A. SARS Registration and other Tax Obligations. Municipal Accounts payment of Section 21 Schools. Assist the Public Schools Administrative Components with the development of financial administration processes and practices in line with policies, prescripts, norms and standards. Assist and train with the development and implementation plan to ensure improvement with regard to sound financial administration. Conduct school assessment and evaluations on financial management. Support and follow up on all required corrective actions. Report in writing and electronically on all aspects of School Financial Administration to the Assistant Director School Financial Management and Administration.