SUMMARY: Direct and manage activities of staff engaged in processing, verifying and auditing payments to support the District's accounts payable and encumbrances reporting systems. Direct and manage staff responsible for receiving and depositing district revenues that come to the central cashier.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Supervise all functions of the Accounts Payable Department and the Cashier office in accordance with established service level requirements, District policies and procedures, state/federal mandates and best business practices.
Oversee processing of payments and the depositing of revenues to assure the District's financial transactions are conducted within generally accepted accounting principles, applicable legal requirements and district policies and procedures.
Review, approve, and initiate accounts payable reports, analyses, reconciliations, and correspondence as required.
Issue written and oral instructions, assign duties, and examine work for accuracy, exactness, neatness, and conformance to policies and procedures.
Utilize collaborative efforts in maintaining working relationships with other work sites.
Coordinate and report I099 miscellaneous income information to meet governmental and IRS regulations and reporting requirements.
Study and standardize procedures to improve efficiency of subordinates and the work of the Accounts Payable department and the central Cashier's office.
Interpret District policy and governmental regulations affecting cash handling procedures, both disbursements and deposits. Address complaints, resolve problems, and recommend policy revisions.
Design, organize, and implement work teams to provide efficient and effective delivery of service.
Establish departmental performance plans and objectives in support of the district goals established by the Board of Education, Superintendent, and other District management.
Continuously review/ improve and develop new system automation processes and internal control procedures.
Perform other duties as assigned.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EXPERJENCE 5-7 years' experience in accounting, technology, computerized accounts payable systems and supervision
EDUCATION AND TRAINING Bachelor's degree in business/accounting. Equivalent experience will be considered.
CERTIFICATES, LICENSES, REGISTRATIONS None
SKILLS, KNOWLEDGE, & EQUIPMENT Extensive experience with large, complex computerized/integrated accounts payable/purchasing systems. Highly proficient in the use and integration of computer software such as desktop productivity tools (i.e.,word processing, spreadsheet, databases, etc.) and host system applications. Ten-key by touch skills.
DECISION MAKING Requires analytical skills and knowledge of accounts payable processes, systems, District policies /rules /regulations, and federal/state laws to monitor and make decisions regarding the processing of the District's accounts payable . Errors in decision making could lead to the failure to meet vendor payment requirements and outside audit/investigations, resulting in additional cost or embarrassment to the District.
COMMUNITY RELATIONS Daily contact with classified and professional staff to recommend policy, educate/train and recommend corrections to transactions submitted for processing; with school support team, students, parents, citizen committees, and the general public to maintain relationships; with vendors/contractors to negotiate controversial matters. Monthly contact with public agencies and local government to maintain relationships.
SPAN OF CONTROL Directly supervises employees in the Accounts Payable Department and Cashier function. Positions supervised include Accounts Payable Technician, Cashier/Accounts Payable Technician, Accounts Payable Lead Technician and Business Support Services Technician. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems. Responsible for budget development and accountability.
EDUCATIONAL DELIVERY Provide support for the purchase of school supplies and equipment, ensuring appropriate accounting of the District's vendor payments. Provide oversight of the financial systems data accuracy and integrity. The majority of time is not spent on the school site.
COMPLEXITY OF WORK Requires independent judgment and thinking within the policies and procedures that guide the accounts payable transactions associated with this position. Must use independent judgment to determine the best use of methods and resources to accomplish objectives for the Department/District and to interpret District policy and federal/state laws.
The physical demands/ mental functions, and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
PHYSICAL DEMANDS While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand and walk. The employee must regularly lift and/or move up to 10 pounds and frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus.
MENTALFUNCTIONS While performing the duties of this job, the employee is regularly required to communicate, coordinate, evaluate, and use interpersonal skills. Frequently required to compare, analyze, instruct, compute, synthesize, and negotiate. The employee is occasionally required to copy and compile.
WORK ENVIRONMENT The noise level in the work environment is usually moderate.