Board Clerk/Human Resources

Cheney USD 268 www.usd268.org

Cheney USD 268 is currently accepting applications for Board Clerk.

Position Summary

The Board of Education Clerk serves as the official custodian of board records while also functioning as the districts primary coordinator for budget development, human resources, payroll, and KPERS administration in a small school district of approximately 120 employees.

This position plays a critical, multi-functional role requiring independence, accuracy, and deep knowledge of Kansas school finance, employment practices, and compliance requirements. The position ensures the seamless integration of board governance, financial operations, HR processes, payroll, and retirement reporting.

Essential Duties and Responsibilities

Board Governance & Clerk Duties

1. Serve as the official clerk to the Board of Education in accordance with Kansas statutes (K.S.A. 72-1137 and related laws).
2. Prepare and post board meeting agendas and notices in compliance with the Kansas Open Meetings Act (KOMA).
3. Record, transcribe, and maintain detailed minutes for all board meetings, including executive sessions.
4. Maintain permanent and official records of board proceedings, policies, resolutions, and legal documents.
5. Ensure compliance with the Kansas Open Records Act (KORA), including responding to records requests.
6. Coordinate board elections, oaths of office, and annual organizational meetings.
7. Prepare and distribute board packets and supporting documentation.
8. Maintain board member records, terms, and required filings.

Budget Development & Financial Management (Primary Responsibility)

1. Independently develop and manage the districts full annual budget in accordance with Kansas Department of Education (KSDE) requirements.
2. Compile revenue projections including state aid, local taxes, and federal funds.
3. Collaborate with the Superintendent and administrators to align expenditures with district priorities.
4. Prepare all required budget documents, publications, and legal notices.
5. Ensure compliance with statutory deadlines, including publication and public hearing requirements.
6. Present budget reports, summaries, and recommendations to the Board of Education.
7. Monitor budget performance and maintain fund accounting across all district funds.
8. Prepare monthly and annual financial reports.
9. Coordinate and support the annual independent audit process.

Human Resources Administration

1. Coordinate all HR functions for approximately 120 employees (certified and classified staff).
2. Manage recruitment processes including job postings, applications, interview coordination, and onboarding.
3. Prepare and maintain employee contracts, letters of intent, and personnel files.
4. Track employee licensure, certifications, and required documentation.
5. Administer benefits including health insurance, leave tracking, and employee status changes.
6. Maintain accurate employee records in compliance with federal and state regulations.
7. Assist with employee relations, policy interpretation, and procedural guidance.
8. Ensure compliance with employment laws, district policies, and Kansas Department of Education requirements.
9. Support evaluation tracking and required HR reporting.

Payroll Administration

1. Process and manage full-cycle payroll for approximately 120 employees.
2. Maintain payroll schedules, salary agreements, and wage calculations for certified and classified staff.
3. Ensure accurate processing of wages, stipends, deductions, and benefits.
4. Reconcile payroll with budget accounts and general ledger.
5. Prepare and submit required payroll reports, including state and federal filings.
6. Manage year-end payroll processing including W-2s and related documentation.
7. Ensure compliance with wage and hour laws and reporting requirements.

KPERS Administration

1. Serve as the districts designated KPERS reporting official.
2. Manage employee enrollment, eligibility, and classification for all staff.
3. Submit accurate monthly KPERS payroll and contribution reports.
4. Reconcile KPERS submissions with payroll and financial records.
5. Ensure compliance with KPERS regulations, deadlines, and audits.
6. Maintain detailed retirement records for all employees.
7. Assist employees with general KPERS inquiries and coordinate with KPERS representatives.

Administrative & Operational Support

1. Serve as a key liaison between the Board of Education, Superintendent, staff, and community.
2. Manage official communications and board correspondence.
3. Coordinate logistics for board meetings, hearings, and special sessions.
4. Maintain strict confidentiality of personnel, financial, and legal information.
5. Assist with policy updates and maintain the districts policy manual.
6. Provide general support to the Superintendent and business operations in a small district environment.

Qualifications

Education & Experience

1. Associates or Bachelors degree in Accounting, Business Administration, Human Resources, or related field preferred.
2. Minimum of 3-5 years of experience in school finance, payroll, HR, or administrative operations required.
3. Experience in a small school district or similar multi-role environment strongly preferred .
4. Prior experience with Kansas school finance systems and reporting highly desirable.

Knowledge, Skills, and Abilities

1. Strong knowledge of Kansas school finance, budgeting, and fund accounting.
2. Working knowledge of HR practices, payroll processing, and employment compliance.
3. Familiarity with KPERS reporting and requirements.
4. Understanding of KOMA and KORA laws.
5. High level of accuracy, organization, and attention to detail.
6. Ability to independently manage multiple high-priority responsibilities and deadlines.
7. Proficiency in financial, payroll, and HR software systems.
8. Strong communication and interpersonal skills.
9. Ability to maintain confidentiality and exercise sound judgment.

Physical & Work Conditions

1. Office-based position requiring extended periods of computer use.
2. Regular attendance at evening board meetings and budget hearings required.

Reports To

1. Superintendent of Schools

Terms of Employment

1. 12-month position

Salary and benefits established by the Board of Education

Benefits Information

Salary Information

Employer Information

Cheney USD 268 is a rural district located 20 miles west of Wichita and 2 miles south of Highway 54. We are also located 7 miles south of Cheney Reservoir, a popular state park in this area. The City of Cheney is a community of roughly 2100 people. We are a 3A school district consisting of 3 attendance centers; Cheney Elementary School (PreK-5th Grade), Cheney Middle School (6-8th Grade) and Cheney High School (9-12th Grade), with a total enrollment of between 780 and 825 students. The community of Cheney recently passed a $15 million bond which we used to install a security system to each building, added on several new classrooms to accommodate new courses, added a baseball field for our growing baseball/softball teams and renovated our football field & bleachers. We`ve implemented a College Career Ready program which has been a huge success. We offer a wide variety of athletics, fine arts, and activities. We have a very progressive and supporting community, which has all the basic amenities; Local grocery store, hardware store, several restaurants, banking, post office, medical clinic, fitness centers, hair/tanning salons, excellent recreation program, a beautiful eighteen-hole golf course, historical museum, and steady growth in new homes. We are the home of the Sedgwick County Fair each year. We pride ourselves with our excellent test scores and have an impressive team of administrators, teachers and support staff who strive to help each student be successful.