What are the responsibilities and job description for the Finance Specialist position at Carlsbad Municipal Schools?
CARLSBAD MUNICIPAL SCHOOLS
Job Description
JOB POSITION: FINANANCE SPECIALIST
MINIMUM QUALIFICATIONS:
JOB GOAL: To manage and support all assigned functions within the Finance Department.
ESSENTIAL JOB FUNCTIONS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
In the sections that follow, the frequency categories are defined as follows:
Occasionally = 1 to 33% of the normal workday or class of actions.
Frequently = 34 to 66% of the normal workday or class of actions.
Continuously = 67 to 100% of the normal workday or class of actions.
TERMS OF EMPLOYMENT:
Salary and work year to be established by the Board based on the adopted Secretary/Bookkeeper salary schedule. Evaluated annually by the Director of Finance on the evaluation criteria of non-professional personnel. (Level C).
Job Description
JOB POSITION: FINANANCE SPECIALIST
MINIMUM QUALIFICATIONS:
- High School Diploma or GED; post-secondary courses in accounting or other business related field preferred.
- Experience of five (5) years or more in accounting/bookkeeping; public school finance experience preferred.
- Proficient in the use of information technology including financial management systems and MS Office software.
- Effective verbal and written communication skills are essential.
- Ability to understand and apply federal and state regulations, District policy and procedures, and internal control processes appropriately.
- Ability to pass a business/finance skills test.
JOB GOAL: To manage and support all assigned functions within the Finance Department.
ESSENTIAL JOB FUNCTIONS:
- Assist with the day to day operations and activities within the Finance Department;
- Assist with the preparation of monthly Board agenda items including financial reports and approval requests;
- Support the employee travel unit, including travel authorizations and reimbursements; prepare travel reimbursements for payment through the Accounts Payable system;
- Assist with the collection and receipt of monies and the verification and posting of daily deposits;
- Assists with the receipt, review and processing of internal budget adjustment requests for school/department budget sub-allocations;
- Assist with the Request for Reimbursement (RfR) process; review, approve and monitor payments and receivables for all Funds;
- Manage assigned vendor accounts to ensure timely and accurate payment of all invoices within payment term requirements (Net 30, at minimum); troubleshoot and resolve vendor payment disputes;
- Audit transaction documentation for correct pay amounts, valid account coding, budget availability, verification of shipment receipt, payment authorizations, and compliance with all other established requirements;
- Maintain a complete master file for all Special Revenue Funds to include contract/award, budget, requests for reimbursement and revenue/expenditure reports;
- Investigate transaction coding errors to the source and initiate the appropriate corrective action, including the preparation of all necessary correcting journal entries;
- Assist with maintenance of the Chart of Accounts database including the addition and deletion of accounts and the maintenance of budget control groups;
- Monitor open encumbrances and track expenditures to ensure timely close out of purchase orders;
- Assist with the annual District Audit, as required;
- Assist in the training of District staff and provide technical support in the use of the InfiniteVISIONS Modules.
- Work cooperatively with colleagues, supervisors, and administrators;
- Demonstrate confidential behavior, a strong work ethic and positive interpersonal skills;
- Maintain professional behaviors appropriate to performing and accomplishing assigned duties; be self-motivated, show initiative and use sound independent judgment and decision-making based on regulation and guidelines;
- Actively engage in professional development and keep informed of changes in requirements and best practices;
- Other duties as assigned by the Comptroller or Director of Finance.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
In the sections that follow, the frequency categories are defined as follows:
Occasionally = 1 to 33% of the normal workday or class of actions.
Frequently = 34 to 66% of the normal workday or class of actions.
Continuously = 67 to 100% of the normal workday or class of actions.
- WORKING POSITIONS, POSTURES AND SKILLS
- Standing, walking are occasional but necessary conditions of employment as needed to perform duties at work stations and moving between offices.
- Sitting is a continuous and necessary condition of employment.
- Bend/squat/stoop/twisting of torso are occasional but necessary conditions of employment as needed to perform work tasks and reach work tools.
- Reach out and up is an occasional but necessary condition of employment as needed to use equipment and technology.
- Grasping, manipulating, and other motor skills are continuous but necessary condition of employment as needed to use equipment and technology.
- Head, neck movement and small muscle flexibility are continuous and necessary conditions of employment as needed to do written work and handle technology.
- Near and far vision and speech are continuous and necessary conditions of employment as needed to read and communicate information and ideas.
- Quick reaction and response are occasional but necessary conditions of employment as needed to respond to emergencies and multiple tasks.
- Use of hands and fingers is frequently required to operate keyboards, mouse, telephones, and other technology.
- Stand, sit, and reach with hands and arms frequently.
- Lift and/or move up to 10 pounds occasionally to use manuals and equipment.
- Read, interpret, speak, and write in an appropriate manner to frequently understand, and give information to administration, staff the public.
- Ability to calculate figures and reason on a frequent basis in determining bookkeeping needs and solving problems.
- EFFORT AND EXERTION
- Lifting, carrying, pushing and pulling up 25 pounds occasionally as needed to move light furniture and equipment.
- Stamina and endurance continuously as needed to work an eight hour day or longer.
- WORK AND ENVIRONMENTAL CONDITIONS
- Must be able to work within various degrees of noise, temperature, and air quality as an essential and frequent condition of employment.
- Must be able to be flexible and patient to work with frequent interruptions as an essential and frequent condition of employment.
- Must be able to interact with the public and staff in a tactful and cooperative manner as an essential and continuous requirement of employment.
- Must be able to manage a heavy workload and meet strict deadlines and due dates.
- Must be self-motivated and able to complete job assignments in a timely and accurate manner without direct supervision as an essential and continuous condition of employment.
- After hour work may be required.
- Knowledge of Universal Hygiene Precautions
- Must be proficient in the use of information technology including InfiniteVISIONS, or other financial management systems, and MS Office;
- Must have the ability to operate various office machines, including personal computers, copiers, scanners, printers and 10-key calculators.
TERMS OF EMPLOYMENT:
Salary and work year to be established by the Board based on the adopted Secretary/Bookkeeper salary schedule. Evaluated annually by the Director of Finance on the evaluation criteria of non-professional personnel. (Level C).