NATURE OF WORK
Under general supervision an employee in this class performs technical bookkeeping and fiscal-clerical work in the Finance Department. An employee will need to be detail oriented and impose a strong drive for accuracy upon themselves. The employee must have a keen awareness of their assigned duties and the time management to ensure those duties are completed on time. The employee must exercise considerable tact and courtesy in dealing with the public and employees on a daily basis.
DUTIES AND RESPONSIBILITIES
Schools must be billed on a monthly basis for expenditures made by the Central Office which ultimately need to reside on the individual school’s financials. This employee needs to ensure that all billings are collected and the accounts balance at year end.
Grant maintenance/reporting which involves submitting a request for reimbursement on a monthly basis for qualifying expenses.
This position makes daily deposits for the Central Office. This may require physical trips to the bank but more often we can remote deposit from our desk. This employee also monitors our bank accounts for electronic deposits and expenses on a daily basis. Upon seeing activity in the bank accounts this employee initiates the journal entry in our financial software which will balance our books with the bank. Those entries are then later reviewed by the Chief Finance Officer.
At least on a quarterly basis our Federal programs must be billed for Worker’s Compensation and Indirect Cost. This employee computes those calculations and submits for the review of the Chief Finance Officer.
Each month this employee begins the bank reconciliation process. The physical statements are attained and within the financial software system this person begins recording cleared checks and deposits. The reconciliations are then submitted to the Chief Finance Officer for review and completion.
Serves as the contact person for our insurance provides. Maintains policies for General Liability, Worker’s Comp, fleet, bonds, etc. Assists other Wilkes County Schools’ team members with facilitating Property Insurance claims.
HUB (Historically Underutilized Businesses) and Minority Business Reporting. Once per quarter this report is required to be submitted.
Affordable Care Act reporting. This reporting is required by the Federal government to provide proof of health insurance. This generates the form 1095C needed by employees before filing their taxes.
Attend meetings as necessary for assigned departments/grants.
Ad hoc reporting and budget analysis.
As a Central Office staff we rotate duties at the reception area to ensure the full-time receptionist is given a break and lunch.
Performs other related work as required.
High school diploma supplemented by secretarial or business courses with an associate’s degree preferred. 1 to 2 years of experience in office administration, technical accounting or bookkeeping work: or any equivalent combination of training and experience which provides the combination of knowledge, skills and abilities.
ESSENTIAL JOB FUNCTIONS
Must be physically able to operate a variety of automated office machines including computers, calculators, printers, copiers, etc. Must be able to exert up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
Requires the ability to arrive promptly at the prescribed starting time and provide consistent attendance.
Requires ability to adapt to technology. The ability to type accurately at a moderate rate is a must. The ability to research topics on the internet is regularly needed. An ability to use features within Microsoft Excel to extract and mine data is needed. The ability to sort, filter, and use formulas within Excel are expected.
Requires the ability to use the telephone and email as daily forms of communication.
Requires the ability to communicate to individuals and to groups of individuals. Public speaking will not be the everyday norm but it will be needed at times.
Requires the ability to read and prepare a variety of correspondence, reports, forms, statements, invoices, purchase orders, accounting journals, etc.
Requires the ability to apply principles of accounting to define problems, collect data, establish facts, and draw valid conclusions. Also requires the ability to respond to questions based on considerable knowledge of these principles.
Requires the ability to deliver information, explain procedures, follow oral and written instructions so sharing of knowledge can occur. Ability to cross-train within the department to increase flexibility of the team is needed. Must communicate effectively in a variety of technical or professional languages including accounting, insurance, and government terminology.
Requires the ability to deal with people in a professional manner beyond giving and receiving instructions. A positive experience with co-worker’s, customers, and the public is the expectation. Must be adaptable to performing under stress or in emergency situations.
Requires the ability to compare and/or judge the readily observable, functional, structural, or composite characteristics of data, people or things.
Requires the willingness to assist within the department when situations arise. Also a willingness to take on new assignments, or try new ways of working in order to create greater efficiency.
Requires strong organizational skills to allow for maintaining complete and accurate records and complex files.
Requires a general knowledge of state, local and school system fiscal regulations, policies and procedures.
Requires the ability to stay current on ever changing duties/reporting requirements.
Requires the ability to work independently or in groups of people with little guidance.
Requires the ability to maintain confidential information.
REPORTS TO: Chief Finance Officer
FLSA STATUS: Non-Exempt
The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees in this job.