Asst. Director of Fiscal Services

Position: Open Until Filled

Title:                                 Assistant Director of Fiscal Services 

Department:                     Fiscal Department

Classification:                  Confidential  

Supervised by:                 Director of Fiscal Services

Work Year:                       260 Days 

Applicants seeking additional information may contact:

Mercedes Herrera, North Central ESD Director of Fiscal Services

Position Purpose:

The purpose of this position is to support the Director of Fiscal Services and the Fiscal Department in the administration of fiscal operations, ensuring financial integrity, operational efficiency, and compliance with all applicable laws and regulations. 

Job Qualifications: Education and Experience:

• High School Diploma or equivalent required.
• Bachelor’s or Master’s Degree preferred
• Previous experience in ESD budget oversight and experience preferred
• Computer literacy in support of the budgeting function, data processing, programs and procedures.
• Physical and mental attributes are sufficient to perform essential functions.

Licenses, Certifications, Bonding, and/or Testing Required:

• Oregon Certified School Business Administrator Certification & CPA preferred
• Criminal Justice Fingerprint Clearance
• Valid Driver’s License and evidence of insurability
• Successfully pass district background screening

Essential Job Functions :

1. Assists the Director of Fiscal Services in departmental functions such as closing year-end expenditures; sets up accounts receivable for revenues not yet received at year-end; closes outstanding encumbrances; processes roll over of budget to the new fiscal year; accounts for taxes receivable at year-end.
2. Assists in the management of accounts for grant expenditures by component districts.
3. Assists in providing input and support in reconciling books; monthly bank statements; monthly statement of treasury bills invested; liabilities accounts; closing monthly entries, issues balance sheet and revenue/expenditure reports.
4. Assists in ensuring that all legal notices are posted as required by statute.
5. Possesses complete knowledge of the ESD’s financial accounting system, from daily operations to product enhancement and updates.
6. Assists in the preparation of the annual audit.
7. Assists in preparation and submission of various Oregon Department of Education collection reports.
8. Demonstrates professional character in all job responsibilities.  Display courteous, polite disposition, exercising tact and diplomacy. Maintain confidentiality in reference to staff and administration in all aspects of agency.
9. Coordinates purchase orders and accounts payable functions ensuring expenditures are charged to appropriate accounts.
10. Payroll preparations for department staff: Track individual work calendars, request for leave forms, work calendar exchange forms and timesheets for all department employees, ensuring staff turn in forms for all leave taken, and ensuring staff do not work more or less than their annual work calendar. 
11. Maintains a regular filing system (electronic and paper) and department inventories.
12. Performs other related duties, as assigned, to support the success of the agency.
13. Assists with human resources by preparing recruitment notices; processing personnel documents; and maintaining personnel information in the computer financial system.
14. Assists in the research and preparation of documents for collective bargaining.

Knowledge, Skills and Abilities:

• Ability to work effectively and cooperatively with staff, local district personnel and constituent agencies.
• Demonstrates effectiveness in organizational and coordination skills.
• Demonstrates written, verbal and interpersonal communication skills.
• Knowledge of Excel and district based Fiscal Software Management Systems
• Maintains professional and technical knowledge by participating in professional development activities.
• Ability to undertake responsibilities and complete assignments with minimum supervision.
• Knowledge of ESD laws and follows and supports ESD policies and procedures.
• Knowledge of reports required by law relative to fiscal management. Demonstrate effectiveness in organizational and coordination skills.
• Demonstrates written, verbal (in person and by phone) and interpersonal communication skills.
• Demonstrates computer skills, including word processing, database, spreadsheet applications, web design, and maintenance skills.
• Demonstrates flexibility and adaptability to acquiring new tasks and learning new skills.
• Ability to exercise independent judgment and aptitude for handling and processing privileged information with professional integrity.
• Provides professional skills in e-mail, word processing, spreadsheet applications, verbal communication and written composition for the purpose of relaying information to appropriate parties.
• Completes projects in an accurate and timely manner.
• Ability to work effectively and cooperatively with staff, school personnel and constituent agencies.
• Ability to undertake responsibilities and complete assignments with minimum supervision.

Workplace Expectations:

• This is a hybrid eligible position with some opportunities to work remotely based on organizational needs.
• Work effectively with and respond to people from diverse cultures or backgrounds.
• Demonstrate professionalism and appropriate judgment in behavior, speech and dress in a neat, clean and appropriate professional manner for the assignment and work setting.
• Have regular and punctual attendance.
• Confer regularly with other ESD staff, ESD Districts, and immediate supervisor.
• Follow all District policies, work procedures and reasonable requests by proper authority.
• Maintain the integrity of confidential information relating to a student, family, colleague or District patron.

Salary : $35 - $50