Job Description:
JOB TITLE: Accounts Specialist
Reports to: Business Manager
Hourly Rate: $22.00-$28.00
Location: District Business Office
FLSA status: Non-Exempt
Supervisor Duties: None
Classification: Classified
Approved On: March 27, 2024
Term of Employment: 12-month year. Four-day work week, Monday-Thursday. Earnings based on education and experience.
Position Summary: This position requires a detail-oriented, customer service driven, multi-tasking individual who maintains accurate records for a variety of fiscal information. They must be able to update information available, maintain accurate balances, and compliance with accounting requirements. To also assist students and staff in areas of organizational requirements for fund-raising and accounting for donations.
The ‘Accounts Specialist’ position’s goal is to provide an array of fiscal services relating to GCUSD daily and annual financial requirements. The position requires a well-rounded individual who is capable of offering excellent customer service to customers, vendors, staff, school, students, and admin needs. They should be capable of job focus, multi-tasking, meeting continually deadlines and executing detailed bookkeeping and accounting work. In addition, the ‘Accounts Specialist’ must remain aware of schedules and the needs of the District Office, Business Office, Finance Director, vendors, clients and staff and student’s needs.
The position’s primary areas of focus are the following, but not limited to:
ü **Knowledge, competency, and understanding of Procurement within Accounts Payables, Accounts Receivables, Student Activities, Student Auxiliary, Tax Credit, Banking and Housing.**
ü Understanding USFR, ARS and school Policy rules, laws, mandates, and regulations and its critical importance to be upheld on legal and ethical grounds.
ü Disbursements, payments, receiving and handling of cash and financial funds within proper legal guidelines and detailed records of all activities and transactions.
ü State financial security and sensitive information must be professionally maintained at all times.
ü The ability to objectively maintain best financial and professional practices at all times.
ESSENTIAL JOB FUNCTIONS AND PERFORMANCE RESPONSIBILITIES
1. Prepares and maintains a variety of fiscal information, files, and records (cash receipts for monies received in the Business Office, bank deposits, etc.) for the purpose of providing an up-to-date reference and audit trail for compliance with the USFR Chart of Accounts and associated procedures.
2. Reviews, processes, reconciles, and maintains accurate records for a variety of fiscal information. This includes Food Services and Student Activities for the purpose of updating information, maintaining accurate balances, and compliance with accounting requirements.
3. Researches discrepancies of financial information and/or documentation (cash receipts, bank deposits, assigned funds and accounts) for the purpose of ensuring accuracy and adhering to procedures prior to processing for action.
4. Responds orally and in writing by requests from management, staff, vendors, etc., for the purpose of providing information and/or direction.
5. Routinely reviews and recommends systems, procedures and protocols for financial requirements and obligations to staff, admin, vendors, and the board. Such as purchasing, site councils, regulations and obligations before any transactions or actions may occur and follows and upholds them firmly. (based on the needs of the District, ensuring compliance with District and State policies and regulations).
6. Performs a variety of fiscal processes (incoming invoices, purchase orders/requisitions, procurement processes, utility statements for residents, etc.) for the purpose of updating information and/or authorizing payment of district expenditures in compliance with accounting requirements.
7. Works efficiently, professionally and meets deadlines for all required transactions with Coconino County Treasury and Finance Departments on a regular basis.
8. Works professionally, efficiently, and proactively with the CFO/Business Manager on both route practices and projects.
9. Continually updates knowledge and skills related to job responsibilities through supervisor’s request of further trainings and educational learning, or proactively seeking further knowledge and skills related to said position.
10. Maintain teacherage housing files, financials, utilities and work professionally and courteously with staff, park and administration requests and responsibilities on housing needs.
11. Help provide training to district employees as needed and required.
12. Performs other duties as assigned.
SKILL, KNOWLEDGE, AND ABILITIES
Skills are required to perform multiple and technical tasks. Skills and knowledge is always changing and growing and ability and drive to want to further education is a key component to meet the ever changing job conditions. Specific skills required to satisfactorily perform the functions of the job include, but not limited to utilizing the following:
SOFTWARE & HARDWARE:
§ Tyler Technology - Visions/School ERP Pro: School Financial software preparing and maintaining accurate records and performing standard bookkeeping/accounting procedures.
§ Microsoft Office – Primarily Excel and Word.
§ School portals, student and staff internal software and programs.
§ Bank depository hardware and software.
§ 10 key calculator.
§ QuickBooks, if required.
TECHNICAL SKILLS:
§ Knowledge in standard math - Including calculations using fractions, percents, and ratios.
§ Read, perform, and create calculations, tables, charts & basic programming within Excel.
§ Capable of reading a variety of manuals, legal financial documents, and protocols set for the by the USFR, ARS, CFO, board policy, county, and state finance departments.
§ Copiable and professional writing skills on Microsoft Word, emails, and professional engagement; the ability to write documents following prescribed formats, present information to others, and understand complex, multi-step written and oral instructions.
§ Specific knowledge in accounting/bookkeeping standards and principles.
§ Ethically and objectively uphold and maintain pertinent codes, policies, regulations and financial laws, regulations, and policies in the face of scrutiny pr pressure.
§ Task oriented and always maintain budget and fiscal procedures.
§ Problem-solving is required to identify issues and create action plans.
PROFESSIONALISM
§ Ability is required to work with a wide diversity of individuals and maintain professional demeanor at all times as the face of Accounts Payables, Receivables, Site Councils and Housing oversight.
§ Specific abilities required to satisfactorily perform the functions of the job include:
o Communicating with diverse groups.
o Working with frequent interruptions and detailed information.
o Meeting deadlines and schedules.
o Establishing and maintaining effective working relationships.
PHYSICAL REQUIREMENTS:
· This classification involves sedentary work in an office environment, subject to repetitive motion and eyestrain through daily utilization of computer hardware and equipment.
· Lift up to 30lbs – Boxes, filing, copy machine paper.
· Filing and record maintenance.
MINIMUM QUALIFICATIONS
Education and/or experience in accounting with three (3) years accounting experience. Public School financial experience preferred,