This is a 12-month position. Applicants must have a high school diploma or GED and 3 years' experience in finance, accounting, or payroll office, performing accounting or accounting-related duties.
QUALIFICATIONS :
- High school diploma or GED with training in accounting and bookkeeping procedures.
- Three (3) years’ experience in finance, accounting, or payroll office performing accounting or accounting related duties.
- Must meet background clearance requirements as specified by Alabama statutes and State Board of Education regulations.
SALARY LEVEL : HS – Level 12, Associates – Level 11, BS – Level 9, MS – Level 8
FLSA STATUS : Non-Exempt
REPORTS TO : Accounting Supervisor
TERMS OF EMPLOYMENT :
Salary and benefits shall be paid consistent with the system’s approved compensation plan. Length of the work year and hours of employment shall be those established by the system.
REQUIRED DUTIES AND RESPONSIBILITIES :
- Performs specialized accounting duties for a specific function as assigned under the direction of the Accounting Supervisor to ensure accurate and timely preparation, processing, and reporting in accordance with local policies, state and federal regulations, and generally accepted accounting principles (GAAP).
- Compiles and maintains financial information related to assigned area(s) of responsibility and performs accounting duties specific to supporting district department and program operations, including payroll, accounts payable, accounts receivable, cash receipting, federal programs, Child Nutrition Program, local school bookkeeping support, insurance/employee benefits, purchasing, fixed assets, etc.
- Uses approved systems and software to record, reconcile, and examine details of financial transactions from a variety of sources in general and subsidiary records, journals, and ledgers for accuracy and compliance; prepares consolidating entries as required.
- Analyzes and reviews discrepancies, traces errors, makes corrections, and reports issues as needed to the Accounting Supervisor to ensure timely resolution.
- May assist with preparing bank deposits, reconciling bank statements, and monitoring account balances and related financial activity to ensure allocations are accurate and compliant with established guidelines; may assist with other bank-related functions as requested, including preparing ACH file, bank transfer letters, etc.
- Prepares a variety of reports and other documentation and ensures timely submission to appropriate organizations and agencies to meet established deadlines.
- Provides support and assistance as needed during state and federal audit reviews to ensure the availability of requested financial documentation and information.
- May contribute to the development, maintenance, and distribution of standardized department documentation and communications as needed.
- Follows established procedures to compile and maintain accurate and complete files and records for the purpose of recording fiscal activities, maintaining audit trails, and complying with applicable guidelines and regulations.
- Attends meetings as appropriate to present and discuss information related to school system financial matters.
- Participates in professional learning opportunities and in-service training programs as assigned.
- Perform other duties as may be assigned to the position by law, by the local school superintendent and local board of education, and by rules and regulations of the State Board of Education and the local government.
Payroll:
- Computes salary adjustments for school system employees resulting from new hires, terminations, resignations, retirements, and other employment status changes, as well as step advancements, supplements, stipends, benefits enrollment, wage garnishments, various deductions, tax adjustments, overtime, leaves of absence, etc.; works with the Human Resources department to accurately process and verify payroll adjustments.
- Reviews and validates school-level employee timecard information and identifies potential and existing issues; notifies school bookkeepers of needed corrections and missing documentation.
- Ensures the completion and processing of various employee verification, direct deposit, and tax filing status forms.
- Sets up insurance and benefits deductions in appropriate software systems.
- Processes retirement applications, reviews for accuracy and completeness, confirms eligibility according to established guidelines, and submits to the appropriate organization(s).
- Monitors and manages retirement records and accounts to ensure proper withholdings, balancing, and refunds are processed and posted.
- Follows proper procedures for post-payroll functions; assists with preparing, compiling, and submitting periodic payroll and benefits summaries and reports as directed.
- Provides customer service to district-level and local school-level staff to assist with inquiries and concerns regarding payroll practices and procedures, including paychecks, pay schedules, direct deposits, withholdings, benefits deductions, leaves of absence, accruals, timecards, etc.; escalates issues of a more complex nature to the Accounting Supervisor when necessary.
- Processes sick bank documentation and monitors sick bank memberships, eligibility, donations, and balances to ensure alignment with human resources information.
- Assists as needed with year-end preparation activities, such as calendar planning, annual payroll timelines, budgeting, etc.
- Assists as needed with billing of schools for extended day, extra trips, and other non-regular salary payments.
Accounts Payable:
- Performs activities related to the accurate processing of payment for approved invoices, travel requests, contracts, etc. at the Central Office level and for departments as assigned.
- Maintains and updates internal accounts, ensuring that cash and other funds are received, balanced, deposited, and/or disbursed according to district, state, and federal guidelines.
- Reviews and posts check requests, purchase orders, vouchers, reimbursements, etc. to proper accounts prior to payment.
- Inputs and reviews vendor invoices and statements and matches to proper order/receipt documentation to confirm accuracy; communicates effectively with vendors to resolve issues as needed.
- Processes check run, prints and distributes reports to appropriate recipients, and prepares and matches checks for filing and mailing.
- Monitors and reconciles teachers’ fee replacement purchasing cards.
Federal Programs/Special Funds Bookkeeping:
- Monitors financial activity for federal and special programs to ensure allocations are accurate, expenditures are within budgets, related revenues are requested and received, and proper fiscal practices are followed.
- Enters and edits budget/chart of accounts information for individual programs and submits to appropriate personnel; works with program staff to make necessary budget amendments.
- Verifies program staff and maintains salary spreadsheets for those included in program budgets; monitors actual and projected payroll expenses and researches and resolves any discrepancies.
- Reviews program expenditures and compares to budgets; generates reports and consults with program staff and the Accounting Supervisor as needed.
- Provides assistance to district-level and local school-level staff as requested to ensure compliance with program-related funding and activities, including budgets, purchase orders, account codes, salaries, invoices, etc.
- Performs year-end close-out functions, including review of budgets and calculation of carryover funds to ensure requirements are met.
- May prepare written documentation (e.g., reports, schedules, correspondence, etc.) related to federal and special programs as requested.
CNP Bookkeeping:
- Performs accounts payable functions for the Child Nutrition Program related to the accurate processing of payment for approved invoices, contracts, etc.
- Maintains and updates CNP accounts, ensuring that cash and other funds are received, balanced, deposited, and/or disbursed according to district, state, and federal guidelines.
- Reviews and posts check requests, purchase orders, vouchers, reimbursements, etc. to proper accounts prior to payment.
- Completes CNP purchase orders and follows established procedures to process and submit.
- Inputs and reviews CNP vendor invoices and statements and matches to proper order/receipt/bid documentation to confirm accuracy; communicates effectively with vendors to resolve issues as needed.
- Gathers and maintains both district-wide and individual school CNP data related to financial transactions, program participation, meal counts, labor hours, etc.; generates reports and submits to appropriate personnel as needed or requested.
- Verifies and maintains current inventory records for CNP to ensure accurate and up-to-date information and consistency with district policies.
- May assist as requested with preparing documentation for bids, quotes, and solicitations for CNP in accordance with state and federal procurement guidelines.
Purchasing:
- Receives purchase requisitions and reviews for accuracy and completeness; assigns appropriate codes; processes purchase orders; and distributes copies as needed.
- Prepares documentation for bids, quotes, and solicitations for district items and services in accordance with state and federal procurement guidelines.
- Performs clerical functions related to the bid opening process as requested.
- Reviews requisitions, purchase orders, and other documentation for compliance and availability of funds; generates reports and consults with the Accounting Supervisor as needed.
- Works with other department staff to efficiently process requisitions and purchase orders and ensure alignment with budget regulations.
- Assists district staff to answer questions and provide information regarding order processing, payment, and district procurement procedures to ensure successful facilitation of purchases within established practices.
- Maintains vendor database to ensure the availability of accurate and current data and compliance with established policies and regulatory guidelines.
- Inputs and reviews vendor invoices and statements and matches to proper order/receipt/bid documentation to confirm accuracy; communicates effectively with vendors to resolve issues as needed.
KNOWLEDGE, SKILLS, AND ABILITIES :
- Knowledgeable in group business techniques and computers at a level required to implement and maintain an automated financial system.
- Ability to communicate effectively in written and verbal form.
- Possess physical and emotional ability and dexterity to perform required work and move about as needed in a fast-paced, high-intensity work environment.
EVALUATION :
Performance of this job will be evaluated in accordance with provisions of the Board’s policy on evaluation of personnel.
SOURCE : Dothan City Schools, Dothan, Alabama
This job description describes the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all job goals, qualifications, and responsibilities and the employee may be required to perform other related duties as assigned. The Dothan City Board of Education reserves the right to amend the job description as needed.
Salary Schedule:
