Position Control: 3074

Department: Finance 

Accountable To: Budget Manager

FLSA Status: Non-Exempt

Grade: 4140

Creation/Revision Date: July 1, 2017

Summary: Under general direction, incumbent(s) provide direct support of schools and departments in all aspects of the account record keeping system and develops and implements procedures for the general billing and accounts receivable. In addition, incumbent(s) is the liaison for reporting of property and casualty claims, and student accident and injury claims. Incumbent(s) is responsible for accurate interpretation of Arizona Revised Statutes (ARS) Chapter 15 and Uniform System of Finance Records (USFR) and helps ensure that the District procedures follow these guidelines.

Essential Functions:

• Manages the District's casualty claims process including maintaining the claims database, filing claims with the Trust, creating and maintaining purchase requisitions, budget transfers and work orders. Records and maintains the student accident and injury claims database. Coordinates with claims originators to compare claims values to deductible thresholds and determines whether to submit claims to the insurance Trust. Submits final invoices for reimbursements from the insurance Trust and returns funds to the contingency account. Provides data to the Sr. Finance Analyst for the trust board reports. Submits applications for Certificates of Insurance from the Trust for facility use outside of the District. Prepares and submits annual reports such as the Exposure Summary report and submits the WESD Emergency Response Plan to the Trust and is the liaison between the insurance trust and the district for related claims.

• Processes levy fund payments received at the country treasurer and records the deposits in the general ledger. Processes payments received at the District, records receipts in the general ledger and prepares and submits deposits to the county treasurer. Determines which account codes to apply to deposits as either revenue or credits to expense. Issues receipts to customers and reconciles deposits to ensure they reflect correctly in the general ledger and at the county treasurer. Works with the Accounting Manger to reconcile the Country Treasurer Funds to the general ledger.

• Provides technical support to schools and departments regarding casualty claims and general billing procedures. Provides technical support to schools and departments regarding budget and expenditure related questions for requisitions. Evaluates, approves and processes budget transfers and requisitions for various funds assigned. Creates journal entries and county treasurer transfers for employee receivables processed through payroll, warehouse corrections, print services revenue and expenditures and other funds and areas as assigned.

• Coordinates approvals for Special Services aide time requests, subcontractor requests, aide time recoveries and subcontractor recoveries with Special Services, HR. and Asst. Supt of Academic Services. Processes budget transfers and ensures budget is allocated to the correct funds.

• Manages accounts receivable process and provides technical assistance and training for general billing to departments such as transportation, curriculum, print shop, nutrition services, etc. Creates aging reports for departments to follow up with overdue accounts receivable. Exports billing data, analyzes transactions, prepares journal entries, journal imports and creates county fund transfers for the Print shop internal service fund.

• Sets up customer records for COBRA participants with the information provided by the Districts Insurance Coordinator. Creates and issues monthly invoices and tracks payments as they are received. Reconciles ASRS subsidy spreadsheet to ensure the correct discounts are applied to each participant and makes adjustments as needed. Creates charge codes and AR codes for new insurance types and adjusts recurring billing to reflect current rates..

• Oversees, develops, and loads the revenue and expenditure budgets for Printing Services, the Washington Education Foundation Grants and other funds as assigned. Monitors budgets, revenues, expenditures and the reversion for any unused grant funds assigned.

• Performs other duties as required.

Required Qualifications:

To be eligible for this position, an applicant must meet the following required qualifications. Verification of these required qualifications is necessary.

• High School diploma or equivalent (G.E.D.) prior to being hired;
• Two years of finance, accounting, budget or related experience.

Preferred Qualifications:

It is preferred that applicant possesses the following preferred qualifications; however, the following qualifications are not required to be eligible for this position.

• Associate’s degree in Accounting, Business Administration, or related field;
• Five years of finance, accounting, budget or related experience.

Knowledge and Skills Required:

To perform the job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications for this job description 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. 

Skills required, but not limited to, for this position include:

• Using computer related software programs;
• Using comprehensive functions of Microsoft Excel such as pivot tables, formulas, integration of systems and databases, etc.;
• Understanding funding sources such as Intergovernmental agreements, Internal Service, and Medicaid;
• Understanding general accounting techniques;
• Using budgetary software programs;
• Knowing accounting and algebraic mathematic functions;
• Knowing Federal and State laws governing finance;
• Visualizing and applying various types of spreadsheet applications;
• Using various types of office equipment;
• Engaging and encouraging communication skills while interacting with supervisors, staff, students, etc. to exchange information.

Physical Requirements:

The physical requirements 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.

While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel. The employee frequently is required to talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus.

Working Conditions:

The working environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.