Fiscal Specialist / Accounting / Public Records Request- Central Office

Job Description

TITLE: Fiscal Specialist / Accounting / Public Records Request - Central Office
JOB STATUS: FLSA Overtime Eligible
REPORTS TO: Treasurer or his/her designee
DEPARTMENT: Treasurer
PAY RANGE: Nine (9)

POSITION SUMMARY: To contribute to a collaborative fiscal team which provides efficient, effective, and customer service oriented business operations of the school district through the mastery of specific performance responsibilities and ability to aid in other areas if needed.

JOB QUALIFICATIONS:

• An associate degree in accounting/business is preferred, but a high school education with training and experience in essential elements of fiscal operations will be considered.
• At least two years of experience in processing accounts payable and/or accounts receivable working with computerized school accounting systems, USAS-R and SCView preferred.
• Ability to master the responsibilities of a specific subcategory of fiscal specialist performance responsibilities with the willingness and aptitude to perform other responsibilities as needed.
• Demonstrated experience and proficiency in using electronic spreadsheets, word processing, and data base applications.
• Carries out all assignments in a professional manner and maintains a high standard of due professional care in all work performed.
• Strong customer service skills able to resolve issues in a professional manner with a positive attitude.
• Strong interpersonal and written/oral communication skills.
• The ability to work cooperatively with others and to take instruction.
• Such alternatives to the above qualifications as the Board may find appropriate and acceptable.

ESSENTIAL DUTIES:
PUBLIC RECORDS REQUEST

• Receive and document new public records request in required public records log to be reviewed by the annual auditors.
• Coordinate with the appropriate department, building and/or district staff member to gather and retrieve the required information to answer the public records request in a timely manner.
• Communicate with District outside legal counsel when necessary in help fulfilling the records request or responding to the requestor.
• Review fulfilled answer records request for confidential information and redact as necessary or forward to District outside legal counsel for redaction when appropriate.
• Document fulfilled requests in public records log and distribute the fulfilled public records request to the requestor.

ACCOUNTING

• Verifies and helps establish appropriations accounts.
• Provides information and answers questions concerning software applications regarding budgetary issues.
• Works on special cost studies and other projects relating to financial information as assigned.
• Reviews district requisitions daily and converts requisitions to purchase orders.
• Maintains accountability over blanket purchase orders, outstanding purchase orders, and multiple invoice purchase orders to ensure no double payments to vendors.
• Verifies and maintains accurate vendor number files for district and building use in purchase order processing.
• Communicates with vendors on district policies on purchase orders and partial purchase order payments.
• Assists Budgetary Coordinator with internal controls and audit.
• Ensures that all posting for expenses and revenue have been made by month end. Assists in preparing month end closing.
• Assists in training district personnel in budgetary, purchasing, accounting procedures; policies and procedures; and electronic applications.

ACCOUNTS PAYABLE

• Matches invoices with purchase orders, verifies extensions, reconciles credit card statement with detail documentation, reviews petty cash checking replenishments packets, and processes accounts payable checks including memo checks.
• Processes employee reimbursements in a timely and efficient manner.
• Maintains trouble payment files and vendor correspondence file.
• Handles vendor phone calls on payment inquiries.
• Communicates with buildings/departments regarding verifications for release of purchase orders for payment.
• Works with other Fiscal Specialists to process payments for fringe benefits.

ACCOUNTS RECEIVABLE

• Reviews district requisitions daily and converts requisitions to purchase orders.
• Reviews accounts payable warrants with invoices for accuracy prior to mailing out checks to vendors and files verified warrant packets.
• Maintains control over check and purchase order processing and mailing to vendors.
• Communicates with district support organizations as necessary, maintains and updates current listing of district support organization leadership, and collects each organization's documentation as required by board policy.
• Assists Budgetary Coordinator with fixed asset accounting.
• Maintains control over district postage meter to ensure an appropriate balance is maintained and to deter abuse. Processes postage charges to buildings and departments in a timely manner.
• Prepares daily receipts for posting and then deposits funds daily with depository.
• Orders and maintains banking supplies for all district buildings and departments.
• Coordinates the annual distribution and collection of the cash banks from athletic and food service departments as well as the ordering of cash banks with the district depository when needed.
• Acts as liaison with auxiliary schools to ensure compliance and accuracy of money received and expended by processing requisitions; tracking revenues, expenditures, and remaining balances; and communicating with schools on a monthly basis.
• Posts Accounts Receivable checks, sends out past due notices, and other duties associated with Accounts Receivable including but not limited to Community Ed, facility rental, literary conference, Latchkey and Tolles.
• Places copy paper orders as needed and charges appropriate building accounts for paper received. Also, receives all copy paper invoices and prepares them for payment.
• Processes budgetary account modifications/transfers as requested by various buildings and departments including but not limited to memo deductions, refunds, reduction of expenses, receipt corrections, expense corrections, returned checks and purchase from another organization transactions.
• Reviews financial packets and receipts in SCView to ensure that each packet is complete.
• Prepares Dublin fuel bill for posting.
• Prepares end of month memo receipts to ensure that Accounting is balanced to Payroll.
• Establishes and maintains cooperative professional relationships.
• Remains free of any alcohol or nonprescription controlled substance and abuse of any prescribed controlled substance in the workplace throughout employment in the district.
• Exhibits professional behavior, emotional stability, and sound judgment.
• Maintains confidentiality and respect for confidential information at all times.
• Other duties as assigned by the Treasurer or his/her designee.

TERMS OF EMPLOYMENT: 261 Days (251 Days; 10 paid holidays); 8 hours per day excluding lunch. Salary as provided by negotiated agreement.
Work year to be established by the Board.

SALARY: $34.61/HR. - $36.38/HR.

The qualifications listed above are intended to represent the education, experience, skill and ability levels typically needed to successfully perform the essential duties contained in this job description. The qualifications should not be viewed as individual absolute standards, but considered holistically with other position-related criteria.

The Dublin City School District is an Equal Opportunity Employer and as such does not discriminate on the basis of race, color, sex, age, religion, national origin, ancestry, disability, veteran status, marital status, or any other status protected by law.