SCHOOL ADMINISTRATOR

A school administrator is responsible for providing administrative support for

smooth functioning of the school. He may be referred to as a secretary of school. He
is likely to be first point of contact in a school. Moreover the duties are varies
depending upon size and structure of the school.

1. Welcoming visitors like parents, school governors, school welfare officer, sales
representatives and dealing with their enquiries and ask them to sign on visitors books
and directing them to concern dept.

2. He is responsible of pupil attendance and their absence.

3. He is responsible of school correspondence, newsletters and school

prospectus

4. He is responsible for the reports and return of the school.

5. He is responsible for the incoming mail and outgoing mail.

6. Monitoring of stationery supplies and provide if required.

7. Maintenance of office equipments, like printers, computers, scanners and

photocopiers.

8. Taking minutes at meetings.

9. Timely submission of school reports and returns.

10. Collection of school money for meals and events and functions, banking money
and chasing up late payments from parents.

11. Maintain proper filling system and record of photocopier machine.

12. Maintain the budget limit as per allotment.

13. Record of soft and hard copy.

14. Health and safety issue and arrange a first aid room.

15. Issues of bus passes and travel tokens.

In the teaching side to help the teachers for making the plan for the extracurricular
classes and behaviour between staff and students

Inculcate
 SCHOOL ADMINISTRATIVE OFFICER

Administrative Officer is responsible for not only providing administrative

support for day to day smooth functioning in order to meet the requirement of the
school but also he organises the work in such a manner to get the maximum results
in minimise expenditure. Moreover the duties are varies depending upon size and
structure of the school.

1. The Administrative Officer must work within policies and procedures and in
compliance with all Acts and Legislation of the school/State.

2. He assists to Principal and vice Principal to keep the students behaviour’s

under control.

3. He is likely to be first point of contact in a school. Hence he welcomes all visitors

like parents, school governors, school welfare officer, sales representatives and
dealing with their enquiries and ask them to sign on visitor’s books and directing them
to concern dept.

4. He assists to Director for setting of school budget, preparation of financial

statements, maintaining cash controls, supervising the payroll, purchasing,
maintaining accounts payable/receivable.

5. He is responsible for all school incoming mails/couriers, newsletters, reports &

return and respond accordingly.

6. He is responsible for developing infrastructure not by purchasing but by getting

well maintained. Hence he is responsible for keeping well maintained of school
building/property/equipment. Dealing with lost & found property.

7. He creates safe and secure environment in the school. Hence being an Admin
Officer, he is responsible for making Security Policies/SOPs and design
duties/responsibilities to all security staff. He is also responsible for arranging training
programme and to get imparted training by whom security service have provided.

8. He is responsible for general cleanliness of Building, Periphery, Garden and

open area of the school. He is responsible for proper hygiene and sanitation of
canteen/pantry by making check list.

9. To ensure health & safety of staff/students and arrange a first aid room if
necessary.

10. He is responsible for proper utilization, controlling and repair of school transport
by maintaining Vehicle log book, Kilometre Reading and Repair Record.

11. He supervises customer services and respond to customer inquiries.

12. To audit/maintain all documents and records pertains to his dept.

13. To incur the expenditure with in the limit.

14. Proper monitoring of Emergency Equipment’s like Fire Alarm, Fire Extinguisher
and emergency light etc and to liaise with local bodies for emergency services/licence.

15. He is also responsible for personnel administration and managing office

operations.

16. He is responsible for attendance and their absence of the concerned staff.

17. Monitoring of stationery supplies and provide if required.

18. Taking minutes of meetings.

19. Collection of school money for meals, events and functions.

20. Issues of bus passes and travel tokens.

21. Promoting school to the wider environment.

22. He must design programme to keep the school safe & free from drugs and
alcohol.

23. Finally his responsibilities achieve when a child reaches at his/her residence
safe & secure in time.

Finance. He is responsible for assisting with preparation of financial statements,

maintaining cash controls, supervising the payroll and personnel administration,
purchasing, maintaining accounts payable and managing office operations.

1. Monitor the financial system in order to ensure that the municipal finances are
maintained in an accurate and timely manner.

(a) Assist with preparation of the budget

(b) Implement financial policies and procedures
(c) Reconcile the general ledger
(d) Prepare and reconcile general bank statements
(e) Establish and maintain supplier accounts
(f) Ensure transactions are properly recorded and entered into the
computerized accounting system
(g) Prepare income statements
(h) Prepare balance sheets
(i) Assist with the annual audit
(j) Maintain financial files and records

2. Oversee the accounts payable and accounts receivable systems in order to

ensure complete and accurate records of all moneys

(a) Ensure the safeguarding of all municipal funds

(b) Issue, code and authorize purchase orders
(c) Reconcile the accounts payable, receivable and weekly deposits.
(d) Manage distribution of utilities bills and collections of accounts
3. Administer employee files and records in order to ensure accurate payment of
benefits and allowances

(a) Administer employment agreements

(b) Verify and report on benefits payments
(c) Maintain the leave management system
(d) Review remittances
(e) Supervise completion of the payroll
(f) Review payroll reports

4. Supervise administrative services within the municipal office

(a) Manage the filing, storage and security of documents

(b) Respond to inquiries
(c) Maintain insurance coverage’s
(d) Issue permits and licenses
(e) Supervise the lands program
(f) Assist with preparation of Bylaws
(g) Assist with preparation and advertising of contract documents
(h) Administer contracts

5. Perform other related duties as required

School administrators play integral roles in ensuring schools function smoothly. They
are involved in nearly all aspects of their school's operation. The article that follows
describes the job duties of school administrators in detail.

 Plan class curricula

 Set school budgets

 Help with behavior management

 COMPANY HR MANAGER

Similar to other department managers, a human resource manager has two basic
functions:-

(a) Overseeing department functions

(b) Managing employees.

2. For this reason, a human resources manager must be well-versed in each of

the human resources disciplines – compensation and benefits, training and
development, employee relations, and recruitment and selection.

3. Core competencies HR managers have are solid communication skills and

decision-making capabilities based on analytical skills and critical thought processes.

Overall Responsibilities : Human resource managers have strategic and

functional responsibilities for all of the HR disciplines. Regardless of the size of
department or the company, a human resource manager should have the skills to
perform every HR function, if necessary.

Recruitment and Selection

(a) He is responsible for developing and strategizing solutions to meet workforce

demands and labour force trends.

(b) He actually oversees the recruitment and selection processes as well as

compensation and benefits to find ways to appeal to highly qualified applicants.

(c) He is primarily responsible for decisions related to corporate branding as it

relates to recruitment and retention talented employees means promoting the
company as an employer of choice.

(d) He might use his knowledge about workers/staff shortages to develop a

strategy for employee retention, or for maintaining the current staffing levels.

Compensation and Benefits

(a) He provides guidance and direction to compensation and benefits specialists.

Within this discipline, he develops strategic compensation plans, align performance
management systems with compensation structure and monitor negotiations for group
health care benefits.

(b) He is responsible for monitoring Family and Medical Leave Act compliance and
adherence to confidentiality provisions for employee medical files.

Training and Development

(a) He is responsible for imparting training and development to employees on

orientation, leadership training and professional development seminars and
workshops.
(b) Human resource managers oversee needs assessments to determine when
training is necessary and the type of training necessary to improve performance and
productivity.

(c) Human resource managers responsible for conducting needs assessment have
a hands-on role in evaluating overall employee performance to decide if the workforce
would benefit from additional training and orientation.

(d) They examine employee performance records to identify areas where

employees could improve through job skills training or employee development, such
as seminars or workshops on leadership techniques.

(e) They also play an integral role in implementing employee development strategy
and succession planning based on training and professional development. Human
resource managers responsible for succession planning use their knowledge of
employee development, training and future business needs to devise career tracks for
employees who demonstrate the aptitude and desire for upward mobility.

Employee Relations

(a) Although the employee relations specialist is responsible for investigating and
resolving workplace issues, the human resource manager has ultimate responsibility
for preserving the employer-employee relationship through designing an effective
employee relations strategy.

(b) An effective employee relations strategy contains specific steps for ensuring
the overall well-being of employees. It also ensures that employees have a safe
working environment, free from discrimination and harassment.

(c) Human resource managers for small businesses conduct workplace

investigations and resolve employee complaints. Human resource managers may also
be the primary contact for legal counsel in risk mitigation activities and litigation
pertaining to employee relations matters. An example of risk mitigation handled by a
human resource manager includes examining current workplace policies and
providing training to employees and managers on those policies to minimize the
frequency of employee complaints due to misinterpretation or misunderstanding of
company policies.
 The role varies depending on the size and structure of the Company. Moreover,
he is responsible for maintaining day to day Administrative activities or administrative
support in order to meet the requirement of the Company. He is likely to be the first
person of contact in the company.

1. Maintains administrative staff by recruiting, selecting, orienting, and training

employees.

2. Maintains a safe and secure work environment and developing personal

growth opportunities.

2. Accomplishes staff results by communicating job expectations; planning,

monitoring, and appraising job results; coaching, counselling, and disciplining
employees; initiating, coordinating, and enforcing systems, policies, and procedures.
3. Provides supplies by identifying needs for reception, switchboard, mailroom,
and kitchen; establishing policies, procedures, and work schedules.
4. Provides communication systems by identifying needs; evaluating options;
maintaining equipment; approving invoices.
5. Purchases printed materials and forms by obtaining requirements; negotiating
price, quality, and delivery; approving invoices.
6. Completes special projects by organizing and coordinating information and
requirements; planning, arranging, and meeting schedules; monitoring results.
7. Provides historical reference by developing and utilizing filing and retrieval
systems.
8. Improves program and service quality by devising new applications; updating
procedures; evaluating system results with users.
9. Achieves financial objectives by anticipating requirements; submitting
information for budget preparation; scheduling expenditures; monitoring costs;
analysing variances.
10. Maintains continuity among corporate, division, and local work teams by
documenting and communicating actions, irregularities, and continuing needs.
11. Maintains professional and technical knowledge by attending educational
workshops, benchmarking professional standards, reviewing professional
publications, establishing personal networks.
12. Contributes to team effort by accomplishing related results as needed.
13. Promoting Company to the wider environment if necessary.

7. He is responsible for personnel administration and managing office operations.

8. He is responsible for attendance and their absence of the concerned staff.

10. Monitoring of stationery supplies and provide if required.

 COMPANY COMPLIANCE MANAGER

The role varies depending on the size and structure of the Company. Moreover,
he is responsible for maintaining day to day Administrative activities or administrative
support in order to meet the requirement of the Company.

1. To oversee and ensure development, maintenance, implementation and

revision of policies for operational Human Resources compliance.

2. Provide advice and consultation to ensure compliance on investigations,

unemployment benefits, corrective actions and coaching.

3. Audit compliance of company policies, procedures, governmental regulations

and quality controls in order to identify risks and non-compliance.

4. Develop and execute the processes, systems and maintenance of objectives

related to all phases of Human Resources documentation.

5. Drive partnership with HRIS team on an ongoing basis regarding system

requirements in support of compliance initiatives and human resources information
system.

6. Organize EEO compliance and provide related training and education to

managers on HR Compliance policy, requirements, and law.

7. Oversee the effective and timely documentation maintenance of human

resources related documents;

8. Manage and develop the Human Resources Operations team.

9. Plan and implement methods of improvement for audits, filing, data entry etc.

10. Promoting Company to the wider environment if necessary.

 COMPANY ADMINISTRATIVE MANAGER

Supports operations by supervising staff; planning, organizing, and implementing

administrative systems.

1. Maintains administrative staff by recruiting, selecting, orienting, and training

employees; maintaining a safe and secure work environment; developing personal
growth opportunities.

2. Accomplishes staff results by communicating job expectations; planning,

monitoring, and appraising job results; coaching, counselling, and disciplining
employees; initiating, coordinating, and enforcing systems, policies, and procedures.
3. Provides supplies by identifying needs for reception, switchboard, mailroom,
and kitchen; establishing policies, procedures, and work schedules.
4. Provides communication systems by identifying needs; evaluating options;
maintaining equipment; approving invoices.
5. Purchases printed materials and forms by obtaining requirements; negotiating
price, quality, and delivery; approving invoices.
6. Completes special projects by organizing and coordinating information and
requirements; planning, arranging, and meeting schedules; monitoring results.
7. Provides historical reference by developing and utilizing filing and retrieval
systems.
8. Improves program and service quality by devising new applications; updating
procedures; evaluating system results with users.
9. Achieves financial objectives by anticipating requirements; submitting
information for budget preparation; scheduling expenditures; monitoring costs;
analysing variances.
10. Maintains continuity among corporate, division, and local work teams by
documenting and communicating actions, irregularities, and continuing needs.
11. Maintains professional and technical knowledge by attending educational
workshops; benchmarking professional standards; reviewing professional
publications; establishing personal networks.
12. Contributes to team effort by accomplishing related results as needed.
 COMPANY ADMINISTRATIVE OFFICER

Admin is responsible for providing not only administrative support for day to day
smooth functioning but also organise the maximum work in minimize expenditure in
order to meet the requirement of the Company. Moreover, the duties are varied
depending upon size and structure of the Company. The important duties are:-

1. He must work within policies and procedures and in compliance with all Acts
and Legislation of the Company/State.

2. He is responsible for overseeing the budget, preparation of financial

statements, maintaining cash controls, supervising the payroll, purchasing,
maintaining accounts payable/receivable.

3. He is likely to be first point of contact in a Company. Hence he is responsible

for welcoming all visitors like Govt Official, Clients, Sales representative, VIPs and
dealing with their enquiries and ask them to sign on visitor’s books and directing them
to concern dept.

4. He creates safe and secure environment in the company.

5. To ensure health & safety of personnel and arrange a first aid room if
necessary.

6. To oversee general cleanliness of the company.

7. He is responsible for all incoming mails/couriers pertains to his dept.

8. He supervises customer services and respond to customer inquiries.

9. Maintenance of the Property, Building & repair of Equipment’s of the company.

10. Dealing with lost & found property.

11. To ensure proper utilization and controlling of company transport by maintaining

Vehicle log book and Kilometre Record.

12. To oversee canteen hygiene and sanitation.

13. To get arranged proper training to Security and Housekeeping staff by their own
agency.

14. To audit/maintain all documents and records pertains to his dept.

15. To incur the expenditure with in the limit.

16. Proper monitoring of Emergency Equipment’s like Fire Extinguisher etc.

17. Promoting Company to the wider environment if necessary.

18. He must design programme to keep the Company safe & free from drugs and
alcohol.
HEALTH AND SAFETY

1. To ensure health & safety of personnel and arrange a first aid room if
necessary.

2. He is responsible for developing, implementation and monitoring Occupational

Health and Safety Policy, Programs, and Procedures.

3. Monitor local area compliance with OHS policy and procedures

4. He assists the Management in complying with current health and safety

legislation and regulations. He also assures the management that all reasonable and
proper measures are taken to protect the safety and health of workers, staff and
visitors.

5. To establish budget proposals for the operation of the Occupational Health and
Safety and its specific training programs.

6. To increase health and safety awareness at all levels within the organization.

7. He will manage risks and hazards in their area.

8. Audit local area OHS compliance with regard to risk, emergency and hazardous
waste management.

9. To investigate and report on complaints of hazardous working conditions to the

appropriate senior staff.

10. To coordinate registration and removal of hazardous waste.

11. To investigate and report on all serious/critical personal injuries, incidents, and
hazards to Management and implement agreed control measures. He is also to assist
in the investigation of all accidents/incidents that result in substantial damage to
Company’s vehicle and property.

12. Develop injury and incident prevention strategies for their area.

13. To respond to employees’ safety concerns and conduct safety inspection.

14. To respond to fires and other emergencies on or about the Company’s property.

15. To arrange for Occupational Health and Safety testing and evaluations of the
workplace by external agencies/consultants as may be necessary;

16. To act as liaison with all related governmental bodies and regulating agencies;

17. To coordinate the training of personnel in areas of safety, including first aid,
CPR, accident prevention and investigation, work place inspections and other matters
related to implementing safety procedures in Company’s facilities.

18. To coordinate the Company’s emergency procedures and its preparedness.

20. To develop, review, and update Emergency Procedures Manual.

21. To liaise with municipal and State Emergency planners, update plans, organize
exercises and evaluate procedures;

22. To liaise with the fire department regarding emergency procedures,

communications and fire safety education programs;

23. He will support staff to achieve a healthy work/life balance in 4 main areas:
physical activity, mental health, nutrition and general health.

Finance. He is responsible for assisting with preparation of financial statements,

maintaining cash controls, supervising the payroll and personnel administration,
purchasing, maintaining accounts payable and managing office operations.

1. Monitor the financial system in order to ensure that the municipal finances are
maintained in an accurate and timely manner.

(a) Assist with preparation of the budget

(b) Implement financial policies and procedures
(c) Reconcile the general ledger
(d) Prepare and reconcile general bank statements
(e) Establish and maintain supplier accounts
(f) Ensure transactions are properly recorded and entered into the
computerized accounting system
(g) Prepare income statements
(h) Prepare balance sheets
(i) Assist with the annual audit
(j) Maintain financial files and records

2. Oversee the accounts payable and accounts receivable systems in order to

ensure complete and accurate records of all moneys

(a) Ensure the safeguarding of all municipal funds

(b) Issue, code and authorize purchase orders
(c) Reconcile the accounts payable, receivable and weekly deposits.
(d) Manage distribution of utilities bills and collections of accounts

3. Administer employee files and records in order to ensure accurate payment of

benefits and allowances

(a) Administer employment agreements

(b) Verify and report on benefits payments
(c) Maintain the leave management system
(d) Review remittances
(e) Supervise completion of the payroll
(f) Review payroll reports
 COMPANY HEALTH AND SAFETY OFFICER

1. To develop, implement and monitor Board Occupational Health and Safety

Policy, Programs, and Procedures.

2. To assist the Board in complying with current health and safety legislation
and/or regulations with the objective of ensuring that all reasonable and proper
measures are taken to protect the safety and health of learners, staff and visitors.

3. To establish budget proposals for the operation of the Occupational Health and
Safety office and specific training programs.

4. To increase health and safety awareness at all levels within the organization.

5. To investigate and report on all serious/critical personal injury accidents

occurring to workers, staff and/or visitors to the appropriate senior official, and to assist
in the investigation of all accidents/incidents that result in substantial damage to Board
vehicles and property.

6. To investigate and report on complaints of hazardous working conditions to the

Associate Director and/or other appropriate senior staff.

7. To respond to employees’ safety concerns.

8. To conduct, as necessary, the safety inspection of any Board facility.

9. To assist the Board’s Joint Occupational Health & Safety Committees;

10. To respond to fires and other emergencies on or about the Board property;

11. To coordinate registration and removal of hazardous waste;

12. To receive reports from and respond to orders issued by Department of Labor
inspectors;

13. To arrange for Occupational Health and Safety testing and/or evaluations of the
workplace by external agencies/consultants as may be necessary;

14. To act as liaison with all related governmental bodies and regulating agencies;

15. To coordinate the training of personnel in areas of safety, including first aid,
CPR, accident prevention and investigation, work place inspections and other matters
related to implementing safety procedures in Board facilities;

16. To coordinate the Board’s emergency procedures and act as the Board’s
emergency on-site coordinator;

17. To assist executive staff, senior administrators, principals and supervisors in

emergency preparedness;
18. To develop, review, and update appropriate sections of the Board’s Emergency
Procedures Manual;

19. To liaise with municipal and State Emergency planners, update plans, organize
exercises and evaluate procedures;

20. To liaise with the fire department regarding emergency procedures,

communications and fire safety education programs;

21. To coordinate the selection and distribution of emergency communications

equipment to Company and administrative/support departments;

22. To assume other duties as may be assigned.

 COMPANY SAFETY OFFICER

Heads of units or controlled entities appoint safety officer. Safety officer acts
as the employer's representative at the local level.

1. Provide advice, information and instruction on local OHS issues.

2. Assist in the application of OHS procedures.
3. Help manage risks and hazards in their area.
4. Report and investigate incidents, injuries and hazards and implement agreed
control measures.
5. Liaise with the head of the unit or controlled entity, OHS Unit and other safety
personnel.
6. Review and analyse injury and incident reports and data
7. Develop injury and incident prevention strategies for their area
8. Monitor local area compliance with OHS policy and procedures
9. Audit local area OHS compliance with regard to risk, emergency and
hazardous waste management.
10. Help promote OHS awareness.

Our occupational health and safety role

 Develop and implement strategies and programs to promote occupational health
and safety and meet legal requirements.
 Advise and consult with workers and management.
 Develop and provide specialised training.
 Measure and assess workplace hazards.
 Arrange medical monitoring of staff exposed to workplace hazards.
 Monitor and analyse incidents, injuries and occupational ill health and advise on
risk reduction measures.
 Monitor and report on the performance of faculties and divisions.
 Liaise with regulatory authorities and external bodies.
 Keep records in line with legal requirements.
 Meet statutory reporting requirements.
 Develop programs and information to promote staff wellbeing.
 Support staff to achieve a healthy work/life balance in 4 main areas: physical
activity, mental health, nutrition and general health.
 SECURITY OFFICER

1. He is responsible for securing premises and personnel by patrolling and

monitoring surveillance equipment in an efficient manner.

2. He is responsible for breaches of security of the Company.

3. He is responsible for inspecting buildings, equipment, CCTVs and access

points.

4. Provide immediate support in an emergency or evacuation situation, in a calm

and professional manner. Actively provide information to any emergency services
when requested to do so.

5. He prevents losses and damage by reporting irregularities, informing violators

of policy and procedures and restraining trespassers.

6. He controls traffic by directing drivers.

7. He maintains environment by monitoring and setting building and equipment

controls.

8. He maintains organization's stability and reputation by complying with legal

requirements.

9. Ensure that those who should not be granted access to the Company are
professionally and politely prevented from gaining access.

10. As part of the team undertake regular testing of fire alarms and other security
equipment, completing the appropriate logs, and notifying the Security Supervisor or
Head of Operations of any issues of malfunctioning equipment.

11. Ensure and regularly check that the Company’s fire exit doors are maintained
free of obstructions and reports any defects or maintenance issues as appropriate.

12. Monitor and respond immediately to alarm system activations to check

designated areas of concern.

13. Ensure that the Company’s CCTV system is professionally, effectively and
sensitively monitored in compliance with the Company’s agreed standards.

14. Ensure the effective control and maintenance of keys and security equipment.

15. Conduct routine security administration including individual bag and property
searches, issue of visitor passes and permits.

16. Maintain all security related equipment and working areas to a high standard of
cleanliness and safety and ensure all defects are reported.

17. Complete relevant records and log books, in a professional manner providing
sufficient detail.
18. Support and comply with the Company’s Fire, Health and Safety, and Security
policies and procedures.

19. Working with a Building Service Technician or Fire Officer, carry out the
evacuation of people from lifts, to minimise panic and ensure the safety of all
concerned.

20. Assist in the induction and training of new members of the team.

21. Deal with any suspicious packages, maintaining own and others safety and
dealing with these in accordance with Company’s procedures.

22. Contributes to team effort by accomplishing related results as needed.

23. Undertake any other duties as may reasonably be required by the Security
Supervisor, Head of Operations, Duty Manager.

PURPOSE OF THE POSITION

(The main reason for the position, in what context and what is the overall end result)
The Administration Officer is responsible for maintaining day to day financial, accounting,
administrative and personnel services in order to meet legislative requirements and support
municipal operations.
SCOPE
(The way that the position contributes to and impacts on the organization)
The Administration Officer reports to the Director of Finance and is responsible for assisting
with preparation of financial statements, maintaining cash controls supervising the payroll
and
personnel administration, purchasing, maintaining accounts payable and managing office
operations. The Administration Officer must work within municipal policies and procedures
and
in compliance with all Territorial Acts and Legislation.
Failure to provide adequate services may result in lost or misused revenues, inaccurate
financial
statements and financial mismanagement for employees, contractors and suppliers if the
payroll
and/or accounts payables are not processed in an accurate and timely manner.

RESPONSIBILITIES
(Major responsibilities and target accomplishments expected of the position including the typical problems
encountered in carrying out the responsibilities.)
1. Administer and monitor the financial system in order to ensure that the municipal
finances are maintained in an accurate and timely manner
Main Activities
Assist with preparation of the budget
Implement financial policies and procedures
Reconcile the general ledger
Prepare and reconcile general bank statements
Establish and maintain supplier accounts
Ensure data is entered into the system
Ensure transactions are properly recorded and entered into the computerized
accounting system
Prepare income statements
Prepare balance sheets
Assist with the annual audit
Maintain financial files and records

2. Oversee the accounts payable and accounts receivable systems in order to ensure
complete and accurate records of all moneys
Main Activities
Ensure the safeguarding of all municipal funds
Issue, code and authorize purchase orders
Reconcile the accounts payable
Reconcile the accounts receivable
Reconcile weekly deposits
Manage distribution of utilities bills and collections of accounts
3. Administer employee files and records in order to ensure accurate payment of benefits
and allowances
Main Activities
Administer employment agreements
Verify and report on benefits payments
Maintain the leave management system
 Review remittances
Supervise completion of the payroll
Review payroll reports
4. Supervise administrative services within the municipal office
Main Activities
Manage the filing, storage and security of documents
Respond to inquiries
Manage the repair and maintenance of computer and office equipment
Maintain insurance coverage’s
Issue permits and licenses
Supervise the lands program
Supervise customer services and respond to customer inquiries
Assist with preparation of Bylaws
Assist with preparation and advertising of contract documents
Administer contracts

5. Perform other related duties as required

COLLEGE ADMINSTRATIVE OFFICER

Summary: Monitor the administration of all college accounts, control the flow of funds, and forecast the
relationship of budgeted funds and current expenditures in major accounts. The College Administrative Officer
will also provide guidance at the budget development stage to the Deans, program directors, and department
chairs in projecting needs and other details of budget preparation.

Provides guidance to college administrative and management staff on all phases of budget development
Preparation,
monitoring and management;
assist in projection of budget needs and provides data on current and prior years expenditures;
assists the Dean in strategic planning for the college.

Maintains an effective oral and written communications process between college administrators and their staff
and the Office of the Dean regarding fiscal and other matters.

Acts as a liaison between the college, accounting, purchasing, and payroll departments; ensures college
compliance with University policy and procedures.

Acts as a liaison with Human Resource Services to ensure that proper procedures are followed during the
Faculty and Staff hiring process.

Administers processes for inventory control, disbursements, and staff continuing education programs.

Prepares or supervises the preparation of financial and statistical reports.

 COLLEGE ADMINISTRATIVE OFFICER

Administrative Officer is responsible for providing administrative support for

day to day smooth functioning in order to meet the requirement of the college.
Moreover the duties are varies depending upon size and structure of the College.

1. The Administrative Officer must work within policies and procedures and in
compliance with all Acts and Legislation of State/University.

2. Provides guidance on all phases of budget development like preparation,

monitoring and management; assist in projection of budget needs and provides data
on current and prior years expenditures; assists the Director in strategic planning for
the college.

3 Maintains an effective oral and written communications process between

college administrators and their staff regarding fiscal and other matters.

4 Acts as a liaison between the college, accounting, purchasing, and payroll

departments; ensures college compliance with University policy and procedures.

5 Acts as a liaison with Human Resource Services to ensure that proper

procedures are followed during the Faculty and Staff hiring process.

6. He is likely to be first point of contact in a college. Hence he welcomes all

visitors like parents, college governors, welfare officer, sales representatives and
dealing with their enquiries and ask them to sign on visitor’s books and directing them
to concern dept.

7. He helps Director and Management to keep the students behaviour’s under

control.

8. He is responsible for attendance and their absence of the concerned staff.

9. He is responsible for making correspondence, incoming/outgoing mails

pertains to his section, newsletters and prospectus.

10. He is responsible for timely submission of reports and retur.

11. Monitoring of stationery supplies and provide if required.

12. Manage & maintenance the repair of college property/equipment’s.

13. Taking minutes at meetings.

14. Supervise customer services and respond to customer inquiries.

15. Health and safety issue and arrange a first aid room if required.

16. To oversee Security and House Keeping and ask for the agency for imparting
training if required.

16. Issues of bus passes and travel tokens.

17. Promoting college to the wider environment.

18. He must design programme to keep the college safe & free from drugs and
alcohol.

Finance. He is responsible for assisting with preparation of financial statements,

maintaining cash controls, supervising the payroll and personnel administration,
purchasing, maintaining accounts payable and managing office operations.

1. Monitor the financial system in order to ensure that the municipal finances are
maintained in an accurate and timely manner.

(a) Assist with preparation of the budget

(b) Implement financial policies and procedures
(c) Reconcile the general ledger
(d) Prepare and reconcile general bank statements
(e) Establish and maintain supplier accounts
(f) Ensure transactions are properly recorded and entered into the
computerized accounting system
(g) Prepare income statements
(h) Prepare balance sheets
(i) Assist with the annual audit
(j) Maintain financial files and records
2. Oversee the accounts payable and accounts receivable systems in order to
ensure complete and accurate records of all moneys

(a) Ensure the safeguarding of all municipal funds

(b) Issue, code and authorize purchase orders
(c) Reconcile the accounts payable, receivable and weekly deposits.
(d) Manage distribution of utilities bills and collections of accounts

3. Administer employee files and records in order to ensure accurate payment of

benefits and allowances

(a) Administer employment agreements

(b) Verify and report on benefits payments
(c) Maintain the leave management system
(d) Review remittances
(e) Supervise completion of the payroll
(f) Review payroll reports

4. Supervise administrative services within the municipal office

(a) Manage the filing, storage and security of documents

(b) Respond to inquiries
(c) Maintain insurance coverage’s
(d) Issue permits and licenses
(e) Supervise the lands program
(f) Assist with preparation of Bylaws
(g) Assist with preparation and advertising of contract documents
(h) Administer contracts

5. Perform other related duties as required