New Castle High School - Extra-Curricular Activities (ECA) Treasurer

Objective:
The High School ECA Treasurer supports school administrators, staff, students, and families by ensuring accurate financial management of all extra-curricular and designated school funds. This position is responsible for maintaining a professional, cooperative, and confidential office environment and plays a critical role in safeguarding the fiscal integrity of the school.

 

Position Summary:
The ECA Treasurer is responsible for the accurate accounting and management of all financial matters related to extra-curricular activity funds and applicable general fund expenditures. This includes accounting, payroll coordination, financial reporting, accounts payable and receivable, and student fee management. The ECA Treasurer is entrusted with protecting the school’s fiscal health and must perform all duties with the highest standards of competence, integrity, ethical conduct, collaboration, and confidentiality.

 

Reports To:
Building Principal

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Performance Responsibilities:

The primary responsibilities of the New Castle High School ECA Treasurer include, but are not limited to, the following:

• Maintain accurate records for all ECA student activity accounts (approximately 120 accounts), including Athletics, Band, and Vocal Music departments.

• Receive, verify, and deposit funds in a timely manner in accordance with Indiana law and State Board of Accounts (SBOA) requirements.

• Process purchase orders, payment vouchers, and reimbursements necessary for school and activity operations.

• Assist activity advisors in maintaining accurate financial records for each student organization.

• Write, distribute, and record checks in compliance with SBOA policies.

• Enter, print, and post all receipts and disbursements into the computerized accounting system.

• Reconcile monthly bank statements and prepare and distribute required financial reports for School Board members, administration, and activity sponsors.

• Maintain, file, and securely store financial records (purchase orders, requisitions, checks, receipts, and related documentation) in accordance with retention schedules.

• Process student fee statements and manage invoicing and collection efforts.

• Reconcile and balance building petty cash annually.

• Review, file, and organize incoming mail and interschool correspondence.

• Verify and process ticket reports and prepare cash/change for extra-curricular events (e.g., dances, prom, athletic events) as requested.

• Coordinate the textbook adoption process by working with department heads and administration to order, receive, stamp, inventory, and distribute textbooks and workbooks.

• Manage non-sufficient funds (NSF) collections through written correspondence, phone contact, and coordination with the Prosecutor’s Office when required.

• Prepare and submit Extra-Curricular Certifications and reimburse the corporation for payroll expenses related to bus drivers, custodians, and other staff.

• Manage delinquent student accounts, including annual uploads and ongoing correspondence with the Statewide Collection Agency.

• Prepare annual budget statements for Athletics, General Fund allocations, and investments for School Board approval.

• Complete and submit the End-of-Year Annual Financial Report through the Indiana Gateway as required by the SBOA; compile, print, and distribute all reports to the School Board.

• Perform end-of-year closeout procedures, including voucher reconciliation, ledger verification, record archiving, fiscal year rollover, computer file updates, vendor file purging, and closure of inactive accounts.

• Perform all other duties as assigned by the Building Principal.

Benefits:
The corporation offers a comprehensive benefits package, including medical, dental, vision, retirement (INPRS – PERF), paid leave, and voluntary benefit options, in accordance with corporation policies.