Finance Administrative Technician

Job Title: Finance Administrative Technician

Location: Division Administration Office

Reports to: Director of Finance

FLSA Status: Non-Exempt

Summary:

The Finance Administrative Technician is responsible for providing clerical accounting duties, including processing invoices, generating payments, reconciling purchasing card (P-Card) transactions, digitizing accounts payable documents, and entering data revenue transactions. This position requires regular interaction with internal staff and vendors while maintaining confidentiality and compliance with Charlottesville City Schools (CCS) policies and procedures. Work is performed under the supervision of the Director of Finance.

Essential Functions:

General

• Greet, screen, and assist customers and visitors in a professional and courteous manner. 
• Responds to and resolves customer inquiries and issues promptly and effectively. 
• Maintain prompt, regular, in-person attendance during standard office hours.
• Communicate and collaborate effectively, both verbally and in writing, with a variety of stakeholders, including vendors, departments, and management levels.
• Support the annual financial audit through the timely provision of documentation and reports.
• Performs other duties as assigned by the Director of Finance

Invoices, Payments, and Document Management

• Maintain and manage the vendor database by periodically sending W-9 forms, updating vendor information, inactivating outdated vendors, and removing duplicate vendors.
• Ensure compliance with applicable accounting principles, regulations, and CCS’s policies and procedures.
• Receive and review vendor invoices to ensure accuracy, proper authorization, and alignment with purchase orders.
• Enter invoice details into the financial system and assign expenses to appropriate general ledger accounts.
• Process timely payments to vendors via checks, e-payable, P-Card, or ACH.
• Monitor the virtual payment system to ensure vendors complete payments in a timely manner.  Work with the virtual payables system provider to troubleshoot and resolve issues related to vendor accounts or payment processing.
• Review and process employee expense reports, verifying all receipts comply with CCS policies and procedures.
• Review, process, and follow up on purchase orders (POs), invoices, travel authorizations, and P-Card transactions.
• Research and resolve discrepancies or issues related to invoices, payments, and vendor accounts.
• Reconcile P-Card transactions to ensure receipt of documentation for payment.
• Prepare and process annual IRS Form 1099 reporting for vendors.
• Scan, code, and electronically file documents to support grant reimbursement requests, providing information to auditors, and reducing paper storage.
• Enter revenue data from State EDIs and weekly cash and checks receipts into the financial system, ensuring accuracy and verifying all information.

Note: This job description in no way states or implies that these are the only duties to be performed by this employee. The Finance Administrative Technician-Accounts Payable will be required to follow any other instructions and to perform any other duties as assigned by the Director of Finance. CCS reserves the right to update, revise, or change this job description and related duties at any time.

Education and/or Experience:

An Associate’s degree or an equivalent combination of education and experience is required, along with a minimum of five years of progressively responsible experience in financial accounting. Possession of a valid driver’s license. 

Knowledge, Skills, and Abilities: 

Knowledge

• General knowledge of accounting and bookkeeping principles and practices
• Proficiency in office automation technology and its application in accounting and office operations.
• Proficiency in business English, spelling, and mathematics 

Skills

• Proficiency in operating computer equipment and relevant software applications.
• Strong oral and written communication skills.
• Effective problem-solving and organizational skills

Abilities

• Enter data accurately and perform mathematical computations proficiently
• Demonstrate a high level of attention to detail
• Establish and maintain effective working relationships with diverse groups of people
• Work independently to meet deadlines and manage multiple tasks.
• Analyze, organize, and prioritize tasks efficiency.  
• Adapt to changing priorities and frequent interruptions.
• Learn and master various software systems, including Microsoft Office products, Google Suite, and financial/accounting software. 

Physical Conditions and Nature of Work:

The usual and customary methods of performing the job’s functions require the following physical demands: some lifting, carrying, pushing, and/or pulling; and significant manual dexterity.  Generally, the job requires 75% sitting, 10% walking, and 15% standing.

The job is performed in a generally clean and healthy environment.

Evaluation:

Performance of this job will be evaluated in accordance with the school board policy and administrative regulations on the evaluation of support staff personnel.

Contract Length:

12 months/260 unless specified for a different length, and will be discussed during the hiring process

Salary : $24 - $37