Butte School District

THE BOARD OF TRUSTEES

1230P

Clerk

The Clerk of the Board shall attend all meetings of the Board, unless excused by the Chairperson, and shall keep an accurate and permanent record of all proceedings. In the absence or inability of the Clerk to attend a Board meeting, the trustees will have one (1) of their members or a District employee act as clerk for the meeting, and said person will supply the Clerk with a certified copy of the proceedings.

The Clerk shall additionally:

Advise the Board of Trustees on financial and operational constraints as outlined by law;
Serve as a member of the administrative team, working closely with the District Superintendent and other administrative staff to align the educational goals and financial stability of the district;
Assist the Trustees in ensuring all district policies comply with local, state, and federal laws;
Attend trustees' meetings and ensure that a permanent record is maintained as required by law, and, if unable to attend, ensure a qualified designee maintains an accurate permanent record;
Keep and maintain accurate minutes of meetings of the Board of Trustees; Act as the custodian of all documents, records, and reports of the Trustees, including the Trustees' report required under § 20-9-213, MCA;
Act as custodian of all other records and documents of the District, including but not limited to personnel files, student records, financial records, property records, and meeting minutes;
Maintain accurate and detailed accounting records of all financial transactions of the district, serving as a liaison during any financial and labor audits, as required;
Assist in budget preparation and with audits;
Keep accurate and detailed accounts of all receipts and disbursements;
Prepare and submit to the Board a financial report of receipts and disbursements of all school funds on an annual basis, unless the Board requests such reports on a more frequent basis;
Draw and countersign all warrants for expenditures;
Process payroll data for all School District employees and prepares payroll checks for distribution and maintain up-to-date files of all payroll information;
Process all authorized invoices and maintain records of paid/unpaid invoices and purchase orders;
Process and maintain employment forms related to state and federal taxes and retirement systems;
Prepare and submit financial reports to the Board and Superintendent as requested; Prepare and provide Board packets to the Trustees prior to every Board meeting, and make the Board packets available to the public;
Prepare all notices for Board meetings;
Make the preparations legally required for the notice and conduct of all District elections;
Communicate with and respond to requests from governmental agencies, labor organizations, TRS, and PERS to provide information;
Serve as the election administrator for the district unless the county administers an election at the request of the district; and
Perform other duties as prescribed by state law or as directed by the Board and the Superintendent.