BUSINESS OFFICE STAFF ASSISTANT

BUSINESS OFFICE STAFF ASSISTANT •One (1) Full-time Vacancy: 40 Hours per week •Monday through Friday from 8:00 a.m. – 4:30 p.m. •Grade AF-2E: Hourly Rate Range - $25.19 $32.83 based on experience •Start date: As soon as possible ___________________________________________________________________________________ Broad Function: Assists the Business Administrator in maintaining accounts within the Appropriation, Revolving Funds, Gift Accounts, Capital Improvement Projects, Accounts Receivable and School Choice Funds. Each Account Manager is charged with specific accounts to monitor and review; ensuring funds are spent in compliance with the policies of the School Committee and the laws of the Commonwealth of Massachusetts. Each Account Manager prepares reports for the Business Administrator and assists with analyzing incoming revenue and outgoing expenditures to ensure compliance within budgeted parameters. Supervision: Works under the administrative direction of the Business Administrator and the Assistant Business Manager for Grants and Accounts; functions independently with direct accountability for departmental results. Sets own daily work plan and chooses appropriated courses of action to achieve desired objectives, referring only unusual cases to supervisor. Job Environment: Work is performed under typical office conditions. Operates computers, calculators and other office equipment. Has frequent contact with school department administrative and clerical staff requiring tact, understanding and patience relating to the conflicts between budget constraints and educator needs. Has contact with other city departments and the public, including vendors doing business with the city. Communication is by means of telephone, personal discussion and correspondence. Responsibilities are such that errors could result in direct financial repercussions such as overspending district resources and the use of inaccurate information in business office decision-making. Errors made would be difficult to detect prior to unintended consequences and would be difficult to correct. Essential Functions: Account Managers are responsible for preparation of documents, maintenance of records and completion of varied reports associated with the accounting process in order to provide an organized, efficient and service-oriented office for the Business Administrator. Account Managers are assigned oversight of different accounts assisting the Business Administrator in ongoing analysis of these areas of the school department budget. Account Managers are directly responsible for all expenditures from their accounts and must maintain financial oversight over their respective areas of the budget. Duties among Account Managers may differ as those duties relate to different areas of the school budget. However, all Account Managers shall be responsible for the duties related to the accounts to which they have been assigned. •Analyze all purchase requisitions to determine if the requested expense is appropriate for the designated account and whether state and city procurement regulations have been followed. Assist with the preparation of bids, requests for proposals and school-wide purchasing strategies. Coordinates contracts for School Committee approval for purchases over certain thresholds to ensure proper procurement •Coordinate with the various schools and/or departments within the school system to address purchasing issues related to the budget. Responsible for identifying cost savings and less expensive alternatives whenever possible. Responsible for maintaining the integrity of the Chart of Accounts by working closely with school and department staff to ensure account numbers are correctly applied to all requisitions ensuring appropriate coding into the financial system. •For purchase orders of $1000 or more, prepare purchase orders for School Business Administrator approval. For purchase orders of under $1,000, Account Managers shall have the authority to authorize purchases. Encumber all purchase orders in the financial system. Match invoices to purchase orders and submit for full or partial payment. Account Managers shall not deficit spend any account except with the approval of the School Business Administrator. •Liquidate and maintain purchase orders within the system. Work with school and department staff to reduce the amount of encumbrances made at year-end. •Prepares and maintains all bills from each assigned account for monthly warrants. •Performs troubleshooting by acting as a liaison between the Auditor's Office and the Vendor to insure prompt accurate payments. •Prepare periodic reports on specific accounts for review with the Business Administrator, School Principals, Administrative Assistants and Departmental staff. Such reports shall be generated via the MUNIS system and used to provide ongoing analysis of the budget status in various areas of the budget. Develop models to track expected expenditures, based on account history, to provide ongoing year-end projections. •Assists the Business Administrator with development of the annual budget, making recommendations for future budgets as they pertain to each Account Manager's accounts. Review's historical expenditures in accounts and projections for the current year to develop updated and realistic estimates for future year expenditures •Assist with the development, distribution and updating of a Manual of Financial Procedures for the Northampton Public Schools. •Performs other such duties as directed by the Business Administrator or Assistant Business Manager for Grants and Accounts. •Coordinates, processes and enters payroll. •Reviews payroll records and reports for accuracy. Maintains and reconciles accurate payroll and Frontline management data. Minimum Qualifications: Education and Experience: Three years of progressively responsible experience in accounting, business administration or related field, with experience in the municipal sector preferred or an Associate’s Degree in accounting, finance, business or a related field and one-year experience or any equivalent combination of education and experience. Supervisory experience required. Knowledge, Ability, and Skill: •Working knowledge of office practices and procedures; working knowledge of school department operations and functions; broad knowledge of the workings of municipal government. •Ability to work independently in formulating decisions and the ability to complete multiple tasks and to set priorities; ability to provide accurate reports and pay considerable attention to detail. •Excellent verbal and written communication skills. •Skill in establishing and maintaining positive interpersonal relationships and the ability to maintain objectivity and fairness in dealing with people. Skill in using various computer software programs including, but not limited to, Excel, Word, Access, Power Point, and MUNIS. BENEFITS: Full benefits and privileges are consistent with the Northampton Association of School Employees (NASE) Clerical Unit E Collective Bargaining Agreement Contract. If Hired: Must have acceptable MA CORI and SAFIS Fingerprint Background Checks prior to start of employment.

Salary : $25 - $33