JOB QUALIFICATIONS:

Education: Bachelor’s degree in Accounting or Business Administration with an emphasis in Accounting preferred. A minimum of an Associate’s degree from an accredited college or university in Accounting or Business Administration with an emphasis in Accounting with related experience is required.

Certification or Licensure: None

Skills: The Specialist should be motivated and able to work independently and have excellent written and oral communication skills. Working knowledge of all seven core competencies of the Supporting Services Professional Growth System (SSPGS) including commitment to students, knowledge of the job, professionalism, interpersonal, communication, organization, and problem-solving. Proficient using Microsoft Office Applications, map reading, accounting, and basic math skills required. Excellent communication skills both in writing and verbally. Full understanding of accounting principles and computer competency. The Specialist will be required to have critical thinking skills, strong analytical ability, and be able to make informed decisions based on good judgment and best practices.

Work Experience: A minimum of one year of related experience is preferred.

 

PRIMARY DUTY:

This position is responsible for extensive knowledge of purchasing procedures and accounting procedures, to fulfill payments promptly. The Specialist assists in maintaining the vendor listing and has day-to-day oversight of the payment of School System invoices, at the direction of the Procurement Manager. Assists in booking and tracking travel for the School System, ensuring payments to vendors, and following up on reimbursements.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Participates cooperatively with colleagues, supervisors, and administrators.
2. Demonstrates prompt and regular attendance.
3. Adheres to district policies and administrative rules and regulations.
4. Provides prompt and friendly customer service through written and verbal communication.

5. Maintains a high level of confidentiality regarding all financial and personnel matters of the School System.
6. Review purchase orders in the electronic procurement system to confirm receipt of procured materials or services in advance of remitting payment. In the absence of such receipt confirmation, the bookkeeper should be contacted immediately to avoid payment delays.
7. Interpret feedback and assist in coordinating the implementation of best practices and continuous improvement of processes.
8. Review encumbrance files on a regular basis to assist in payment of invoices and year-end closing procedures, and completing encumbrancers as needed.
9. Assists in facilitating and maintaining training and materials for new hires and bookkeepers.
10. Able to correspond professionally with vendors to resolve discrepancies.
11. Able to run reports from the GL and Procurement System, as needed.
12. Provide first-line technical support to users of the electronic procurement system, including receiving instructions.
13. Establish a good working relationship with vendors and bookkeepers.
14. Assist in reconciling the credit card statements each month and communicating with departments and schools to ensure all documentation has been received.
15. Handle all vendor questions regarding billing and reconciling billing discrepancies.
16. Review all vendor statements and reconcile any differences.
17. Prepare all accounts payable checks promptly, including EFTs, and maintain copies or scans of all documentation, per the prescribed process.
18. Responsible for updating any 1099 information and assisting in the preparation of 1099s per IRS regulations.
19. Process checks for payroll outside of the payroll process, as needed.
20. Assists in the booking of travel for the School System.
21. Process travel check requests for hotels, registrations, airfare, and reimbursements, including the processing of appropriate travel-related documentation with such requests.
22. Have an understanding of, and follow, the travel policies and procedures of the School System.
23. Ability to adjust to changes to the payment process as changes occur and are implemented.
24. Innovative ideas on streamlining and improving the procurement process.
25. The employee shall carry out such other and further duties, whether specifically listed above or not, as are assigned or required by such employee’s supervisor, other appropriate school personnel, law, board policy, administrative regulation, department handbook, as are reasonably necessary to the efficient operation of the school system and its mission.

 

WORK ENVIRONMENT / PHYSICAL DEMANDS:

The work environment characteristics are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The noise level in the work environment is usually moderate.

The employee must occasionally lift and/or move up to 25 pounds. While performing the duties of this job, the employee is regularly required to talk and hear. The employee is frequently required to walk, stand, and sit.