Activity Funds Coordinator

Job Title: Coordinator - Activity Funds

Wage/Hour Status: Exempt

Reports to: Director of Business Services

Pay Grade: Admin/Professional PG 1

Dept./School: Business Services

Date Revised: 5/28/2026

Duty Days: 226

Funding Source: Local

Primary Purpose: Oversee the daily operations of campus and student activity funds of the district. Develop and maintain district activity fund accounting procedures and guidelines based on district policies while maintaining compliance with applicable state and federal laws and any other laws and regulations. Support parent organizations by providing guidelines, procedures, and training.

Qualifications:

Education/Certification:

• Bachelor's degree in business or accounting, preferred.

Special Knowledge/Skills:

• Knowledge of school finance, budgeting, and accounting
• Knowledge of accounting and auditing principles
• Knowledge of the TEA FASRG
• Ability to interpret policy, procedures, and data
• Proficiency skills in keyboarding and file maintenance
• Ability to work with numbers in an accurate and rapid manner
• Ability to use software to develop spreadsheets, databases, and do word processing
• Effective organizational, communication, and interpersonal skills
• Knowledge of Skyward or other school district accounting software

Experience:

• 3 years successful experience in school district accounting or bookkeeping, preferred

Major Responsibilities and Duties:

• Oversee the daily operations of the activity funds, online payments, sales activities at all campuses and organizations.
• Prepare and maintain the Activity Funds Procedure Manual & Parent Support Organization Manual.
• Maintain the account code structure of each campus and organization for their activity funds and verify that the proper codes are being used.
• Plan, coordinate, and implement training for all district employees responsible for controlling and managing activity fund assets.
• Plan, coordinate, and implement training for all parent support organizations managing the assets of booster clubs, PTOs, or other parent support organizations.
• Review & approve fundraising plans for student groups while ensuring compliance with district guidelines.
• Reconcile monthly activity fund general ledger balances to actual cash and investment balances on hand.
• Reconcile sales tax liability accounts.
• Review and record all student billing and online payment entries
• Assist with the interim and annual audit work and prepare audit schedules for the annual financial report as requested.
• Coordinate facility rental requests between District leaders and external stakeholders.
• Work cooperatively with district personnel regarding activity fund, facility rental, parent support organizations, sales tax, and online payment issues.
• Compile, maintain, and file all physical and computerized reports, records, and other documents required, including auditable accounting records.
• Follow district safety protocols and emergency procedures.

General Employee Requirements:

• Quality of Work - complete assignments meeting quality standards, to include accuracy, neatness, thoroughness and adherence to standards and safety rules.
• Quantity of Work - demonstrate the ability to manage several responsibilities simultaneously, perform work in a productive and timely manner, and meet work schedules.
• Work Habits - display a positive, cooperative attitude toward work assignments, working diligently to accomplish tasks assigned.
• Communication - communicate in a positive manner with others, to include listening and responding appropriately, expressing ideas orally and in writing in a manner that helps build a positive climate for the organization.
• Dependability - adhere to time frames, monitor projects and exercise follow-through, be on time for meetings and appointments, and respond appropriately to instructions and procedures.
• Cooperation - work well with co-workers and supervisors as a contributing team member, demonstrate consideration of and maintain rapport with others, and help others willingly.
• Initiative - seek and assume greater responsibility, monitor projects independently as required, and follow through appropriately.
• Adaptability - adjust well to any change in duties, procedures, supervisors or work environment, accept new ideas and approaches to work, and respond appropriately to constructive criticism and suggestions for work improvement.
• Judgment - effectively analyze problems, determine appropriate action for solutions, and use logical thinking to exhibit timely and decisive action.
• Attendance - attend work on a consistent basis, taking care to consider the use and number of absences in accordance with policy so that the organization is not negatively impacted.
• Punctuality - arrive to work and depart from work according to department and district requirements.

Supervisory Responsibilities:

None

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.