Day Two: Tuesday 10th

Today I worked with the Treasurer mostly from 8:00am to 5:00pm. This morning when I first arrived I began right away finishing the search for people's addresses that did not have cleared checks. Once I went into the accounting software and found all the addresses, I sat down with the treasurer and created a short letter to the individuals that needed to clear their checks. Melissa the treasurer and I created the letter stating that the individuals had to fill out the form included in the envelope with the check number and amount and return that form to the Treasurers Office so the Melissa could issue them a temporary check to be cashed or deposited. After the letter was created I learned how to create a mail merge. This meant that I would take each individuals address, name, check number, amount, and check date and put it onto each letter. Instead of copying and pasting all the information from the spread sheet to each letter, I hit the created a mail merge so that each person's information went from the spread sheet onto its own letter. After all these were completed I printed them out and the form that was needed, and put them in envelopes to be shipped out. If the individuals do not reply to the letter to claim their money there will be a form that they can come to the treasurers office to fill out to claim their money, but after that the city is legally aloud to claim those uncleared checks after notifying the individuals. The next project I worked on was finishing up a purchase order. Yesterday I filled out a purchase order form saying that the Melissa would like to pay off a loan that the city needed to pay. I dropped the purchase order of at the mayor's office (Mike) because he needs to look and enter all purchase orders in the system and sign them off saying they are okay. Today the purchase order was signed and delivered back to Joanne's desk this morning and so I made a copy of it to keep on record for a year to make sure the transaction goes through. After making a copy I took the original to Sue who is the assistant auditor in the auditors office and put it on the shelf with other bills that need to be paid. The next thing I worked on was initiating the direct deposit order to pay the people in the city hall. Joanne gave me the list and we went into the online banking system and paid all the people in the offices. After Melissa realized there was not enough money to cover the payroll in that account so we wired money from another account over to the account we were using to cover the payroll. When Melissa and I were done with payroll a lady came into drop of meal tax return information from the Easthampton High School. To file and pay this meal tax return we needed to go into the bank account that deals with the high school and file a tax return. When we figured the amount that was due for the tax return we entered that amount into the spread sheet where everything is kept on file. The last thing that I worked on with Melissa was scholarship funds for the public high schools graduation prizes. Previously Melissa had sent the high school a spread sheet saying how much each scholarship trust had in it and how much interest that trust made this year. There are a lot of scholarship trusts that are awarded at the end of each year and each trust fund was given with guidelines to follow. This meant that if someone gave money to the high school say $100 to be put into a trust fund and used for a scholarship every year, with only the interest hat it makes per year, the school can only award the recipient the amount in interest that that trust earned not any of the $100. Other accounts say that you can use the the interest and some of the trust money in the bond. When Melissa received the request of money they wanted to award within each scholarship they had awarded more money then they had and not followed the guidelines of the trusts. This meant that Melissa and I had to go through each scholarship award and see what the guidelines were and correct the sheet that was requested for scholarship money. I had a long full day today and hope to continue things tomorrow.