Accounting Clerk II/Secretary

Reports to:

Chief School Financial Officer

Job goal:

To maintain efficient operation of the systems business affairs through accurate recordkeeping, and provide open communication with other employees and administration to enhance the effective operation of the school system.

Duties and responsibilities:

• Open, stamp, and distribute mail (unless marked personal) for all business office personnel, each morning.

• Perform clerical duties for business office, to include typing/completing forms, bid proposals, correspondence, and ordering and maintenance of business office supplies, such as checks, deposit slips, paper, toner/ink, calculator ribbon/paper, etc.

• Maintain encumbrances for the system, which will include: issuing purchase orders, maintaining purchase order log, and entering purchase orders into the accounting system on a daily basis

• Verifying monthly encumbrance balances in general ledger.

• Maintain separate accounting for all funds as required by the State Department of Education and federal agencies.

• Maintain accounts payable/receivable system in accordance with applicable laws, regulations, and Generally Accepted Accounting Principles.

• Review and match invoices, purchase orders, and check requests for payment. Resolve any issues or discrepancies with vendors, purchase orders, etc.

• Ensure that vendors are paid on a timely basis, in agreement with terms of invoices, contracts, pricing discounts, price quotes, and federal, state, and private grants, to include payments made by check, through internet processing, or by credit card.

• Maintain accurate vendor files to include 1099 information.

• Prepare and maintain credit applications for the system, as requested.

• Post cash receipts in the receipt module.

• Reconcile bank statements as assigned by CSFO

• Assist with year-end closing of open purchase orders, outstanding invoices, outstanding receivables, and voiding of outstanding checks.

• Assist the CSFO in preparing annual budget and budget amendments, as requested.

• Compile and organize reports and information for auditors, as requested.

• Work with Payroll Clerk to process monthly payroll; as assigned by CSFO

• Prepare journal entries as required for proper financial reporting, including but not limited to, extracurricular and non-funded transportation, activities and process related supporting documents.

• Bill local schools and other agencies for items paid out of local or other funds, including but not limited to, payroll, Career Technical Services, Dual Enrollment, etc.

• Post Child Nutrition Program daily sales from PCS to NextGen accounting system.

• Reconcile Child Nutrition Program bank statements.

• Perform other duties associated with Child Nutrition Program as assigned by the CSFO.

• Maintain the Purchasing Card Program for each individual local school, which will include: ordering new cards, cancelling cards due to separation of employment.

• Reconcile Purchasing Card statements monthly.

• Maintain Online Payment System to include fee structure, fundraising, and other online payment options for students and parents.

• Communicate with Purchasing Card vendor regarding issues or concerns with balances, fraudulent activity, limit changes, and other inquiries to maintain purchasing cards.

• Assist other employees in the business office with duties, as assigned by the CSFO.

• Cross-train for other roles and duties in the Central Office, as required.

• Other duties as may be assigned by the CSFO and/or the Superintendent.

Required knowledge, skills and abilities:

• Ability to be punctual, regular in attendance, work a standard work day and overtime, as requested.

• Ability to provide customer service to management, local schools, other departments, and the public.

• Ability to identify and solve problems as a productive team member.

• Ability to use technology to communicate, to manage data, and to produce/submit required reports, correspondence, and/or financial information.

• Ability to follow oral and written instruction.

• Ability to work independently with a high degree of accuracy and organization.

• Demonstrate consistent integrity, honesty, dependability, and confidentiality.

• Complete assigned work tasks with a positive attitude.

Qualifications:

• Associate or two-year degree with major in Accounting/Business Administration or closely related field, or prior experience in Accounting, Business, Bookkeeping, and/or Information Technology, in a public school system preferred.

• Previous experience in computerized accounting systems.

• Knowledge of general office procedures related to organization, filing, preparation of documents, etc.

• Must be willing to participate in ongoing professional development and training, as requested.

• Must meet all employment criteria legally established by the Muscle Shoals City Board of Education.

• NOTE: Applicants for this position may be required to take and pass (with a minimum score of 70%) a basic accounting test administered by the CSFO prior to being interviewed for the position.

Terms of employment:

• 240 day assignment

• Salary and work year to be established by the Board of Education.

Evaluation

Performance of this job will be evaluated in accordance with provisions of the Board’s policy on Evaluation of Non-Certified Personnel.