P & C Operations Manager -
Cleveland State School P & C Association
1. Primary Function
This position has three main components and the P & C Operations Manager is responsible for
the effective and efficient operation of the activities mentioned below and placed under their
control in accordance with the policies and directions of the P & C Executive.
1.1 To manage all business operations of the P & C Association namely the Cleveland
State School Tuckshop and Uniform Shop and be responsible for the effective and
efficient operation of the businesses placed under their control.
1.2 To assist in the overall administration of the P & C sub-committees and the operation of
P & C funds in accordance with the guidelines of the P & C Accounting Manual as is a
mandatory requirement of Education Queensland, consistent with the requirements of
Legislation under the Education (General Provisions) Act 1989.
1.3 To assist in the business development for the P & C Association by identifying key and
incidentalfundraising opportunities to increase P & C revenue, making
recommendations to the P & C Association.
2. Financial
2.1.1 Maintain full and accurate financial reporting for all bank accounts of the P & C
Association through:
2.1.2 MYOB which will allow the following to be produced:
a) Monthly balance sheet
b) Profit and loss statements
c) Job profit and loss
d) general ledger etc.
e) sub-committees will be identified by cost centers and the above will be
reported to the relevant sub-committees treasurers from the relevant cost
centre.
f) Reports for all P & C activities will be provided to the P & C treasurer prior to
each committee meeting.
2.1.3 Bank Reconciliations for all P & C Bank accounts, monthly. All bank accounts must be
addressed to the school street address and reconciled before foruvarding to the relevant
treasurer. lf details have not been provided to you clarification should first be sought
from the relevant treasurer and if not available the next week, then another email or
letter requesting these details should be sent with cc to relevant person on the
executive looking after this sub-committee and treasurer.
2.1.4 Ensuring correct and consistent allocation (description) of income and expenses
between different jobs, committees, sub-committees, etc.
2.1.5 Preparation of quarterly BAS reporting to the Australian Taxation Office.
2.1.6 Preparation of fortnightly payroll. All staff will be processed of a Monday after the
conclusion of the pay fortnight and signatories should be advised by text or email that
the pays are ready to be processed.
2.1.7 All relevant papenruork should be securely filed on school premises in the P & C office.
2.1.8 Quarterly Superannuation Payments to the appropriate superannuation fund(s).
2.1.9 Accurate recording of the Annual Leave/Sick Leave Registry
2.1.10 Accurate preparation and distribution of PAYG Payment Summaries for employees,
together with the annual PAYG reporting to the Taxation Office.
2.1.11 Accurate preparation of the End of Financial Year Accounts for audit and tax purposes
(including the collection of all necessary documentation for the auditor); ensuring that
when returned from auditing the documentation is filed for future use.
2.1.12 Supplying all requested information for preparation of committee meeting reports and
annual Financial Reports to the relevant Treasurer. Monthly bank statement reports will
be provided by you. The repofis presented to meetings should also be forwarded to you
for filing.
2.1.13 Be prepared to attend P & C Executive meetings (if and when required) to discuss the
Financial reports to date, as well as answering any questions/queries that may arise.
2.1.14 Update stocktake values at EOM for identified P & C businesses and complete Cash
Register Readings Books as per the P & C Accounting Manual as is a mandatory
requirement of Education Queensland, consistent with the requirements of Legislation
under the Education (General Provisions) Act 1989.
2.1.15 Perform the above duties in a timely manner as and when required.
3. Other Responsibilities/Duties
3.1 Use computer applications involving the following functions: create a
d ata base/fi les/records, spreadsh eets/worksh eets a nd g ra ph i cs.
3.2 Create menus, meal deal flyers, uniform shop flyers, letters and advertising material
about upcoming P & C events in a professional manner to send out to the school
community.
3.3 Undertake the relevant tasks and procedures in the management of the accounts
receivable and accounts payable for the organization.
3.4 Maintaining files and records in respect of business operations.
3.5 Write grant submissions on behalf of the school and the P & C, in collaboration with the
school's Business Services Manager and Treasurers.
3.6 To assist in arranging advertisements for staff vacancies, organize interviews and be a
member of the interviewing panel with members of the P & C Association if requested
bytheP&CAssociation.
3.6.1 To recommend the engagement, appointment and dismissal of staff.
3.6.2 To counsel staff in cases where there is non-compliance with accepted work
patterns, behaviour and standards in accordance with accepted processes.
3.7 To authorize expenditure in accordance with the Budget for the Tuckshop and Uniform
Shop subject to the necessary approval of the Committee for larger items of equipment,
etc.
3.8 Be aware of changes to the Tuckshop environment including but not limited to
Education Queensland policy, school Behaviour Management policy, personal
behaviour, interaction with others in the school community and the Principal's
requirements for the operation of P & C businesses.
3.9 To actively promote the objectives and goals of the P & C Association within the school
community.
3.10 Fostering and encouraging volunteers within the schoolcommunity.
3.11 Assisting volunteers with instructions and processes to comply with Legislative
requirements.
3.12 Liaison
3.12.1 Work closely with the P & C Treasurer.
3.12.2 Maintain regular communication with the various committees.
3.12.3 Build good relationships with voluntary workers and encourage a team spirit.
3.12.4 Co-operate with the school when changes in the program affect the P & C
activities.
3.12.5 Manage and plan workload efficiently.
3.13 To ensure compliance with all Government Regulations, legislation, standards and
requirements at all times and assist the Committee in completing any necessary forms or
returns.
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