Accounting Projects Specialist - Business Office

Position Type:
Secretary/Clerical

Date Posted:
11/18/2020

Location:
EDUCATIONAL SERVICE CENTER (ESC)

Closing Date:
12/01/2020THIS POSITION IS FOR 8 HOURS PER DAY AT 260 DAYS PER YEAR.
PAY FOR POSITION: PSE Salary Schedule Level 10 - $26.25

GENERAL SUMMARY

The Accounting Projects Specialist - Business Office will be responsible for reviewing current accounting processes/systems to identify and assist in recommendations to improve efficiency. This position requires obtaining and maintaining a high level of specialized knowledge and abilities necessary to provide specialized guidance and support to district users of the accounting records database, which includes advising, assisting and training school and departmental staff, review of current systems and processes for troubleshooting and implementation and creating custom reports and training documents within district accounting and inventory systems. Complies with federal, state and local regulations and mandates as they apply to school districts.

This position supports the accounting and purchasing functions of the district by providing back up to accounting related duties including but not limited to the preparation and maintenance of accounting records, public works financial payments, coordinating fixed assets inventory processes, processing accounts payables and receivables, conducting cash receipting tasks, preparing and processing purchasing transactions, develop and prepare records and reports to assure accuracy and completeness, preparing a variety of reports and information for distribution to other personnel.

ESSENTIAL FUNCTIONS

Depending upon the individual assignment, the Accounting Projects Specialist - Business Office may perform all or a combination of the following:

Supports Business Office management members with testing and implementation of new accounting and inventory workflow processes and software conversions related to accounting software.

Completes various projects as assigned to support financial management team.

Exports financial data from WesPac to Excel and manipulates the data to create automated financial documents for school board reporting (i.e., budget status reports).

Researches and troubleshoots accounting and inventory errors. Once issue is identified, coordinates with district staff to resolve issue.

Provides training to district staff to ensure consistent data entry for efficient reporting. Researches and answers technical questions for end users in the accounting and inventory systems.

Develops and provides a variety of training for district accounting (WesPac) and inventory systems (Destiny). Training includes creating training documents and providing both onsite and remote training as needed.

Develops and prepares custom and automated reports and forms as needed in WesPac accounting and Destiny inventory systems; trains staff in accessing information and canned reports as needed; and assists users in developing custom reports.

Provides support and training to online users with accounting and inventory software concerns; answers a wide variety of user inquiries; trains non-technical staff how to use various accounting systems.

Assists, audits and reports on the district's inventory systems; small and attractive fixed assets; and the textbook, library and resource modules.

Maintains an on-demand surplus process, which requires consolidating requests and creating surplus reports for school board approval.

OTHER FUNCTIONS

Provides a variety of backup and peak load assistance for the Business Office to include the following:

Prepares and processes invoices for payment, conducts invoice to purchase order reconciliation, processes non-purchase order payment, such as travel, utilities, revolving fund, reimbursements, Department of Revenue unclaimed property reporting, comp tax, purchasing and travel cards and other district claims. Audits voucher payments, account numbers and other accounting transactions for accuracy and validity. Call schools and departments regarding questions and discrepancies ensuring proper documentation is maintained for audit purposes. Generates warrants for distribution.

Prepares a variety of accounting and inventory reports for submission to supervisor, other Business Office personnel, various state or local agencies and Board of Directors. Accumulate data and prepare narrative explanations as assigned using electronic spreadsheets, database programs, and word processing softwares.

Prepares, commits and reconciles receipts, journal entries, invoices, and requisitions. Prepares and maintains accounts receivable records to balance vendor's accounts to include billings, adjustments and receipts. Prepares other accounting reconciliations as may be needed.

Maintain current knowledge of public works requirements and is responsible for auditing and paying public works jobs.

Maintain appropriate fixed assets records in accordance with district policy and state and federal regulations. Coordinates surplus pick-up and disposal process.

Prepares entries for payment, special issue (manual) warrants and voided checks.

Operates a computer and a variety of accounting software packages, such as Skyward/WESPaC, electronic cash register system, word processing, spreadsheets, accounting database systems, inventory systems and purchasing card system.

Demonstrates effective customer service skills when answering questions from district staff, vendors or customers concerning payables, receivables, purchasing, fixed assets and other accounting transactions. Promotes positive customer service through interpersonal skills and effective problem resolution regarding payments, invoices, deposits, and purchasing.

Prioritizes workload with other team members to meet established deadlines.

Compiles annual Impact Aid surveys and draft application for review by Director of Accounting and Purchasing. Submit electronic application after review.

Performs a variety of accounting support and analysis functions. Assists with completion of special projects as deemed necessary for the operation of the Business Office accounting staff.

May serve on various district committees and/or department teams. Models appropriate and cooperative behavior consistent with district ethical guidelines.

Performs related duties consistent with the scope and intent of this position.

REPORTING RELATIONSHIPS
Reports to the Accountant.

MENTAL DEMANDS
Required to meet inflexible deadlines, adapt to shifting priorities and frequent interruptions, and re-channel work effort. Requires concentration and attention to detail. Required to convey technical information to non-technical staff. May be required to meet strict monthly reporting deadlines. May occasionally deal with distraught or difficult individuals.

PHYSICAL DEMANDS
Exposed to visual display terminal for prolonged periods and required to sit for long periods. Required to perform repetitive tasks continuously; dexterity and precision required in operating a computer. Occasionally required to lift, move or carry heavy boxes or equipment. Occasionally required to travel between district sites and out of district locations for training opportunities.

MINIMUM QUALIFICATIONS

Education and Experience
Education, training, skills, and experience necessary to carry out the assignment, and two (2) years of increasingly responsible experience in accounting and computer science. Associate's Degree in accounting or computer science preferred.

Allowable Substitutions
Alternatives to the above qualifications that the district may find appropriate and acceptable.

Required Knowledge, Skills and Abilities
Ability to read, write, and communicate effectively with students, staff, and the public. Skills in data processing operations and analysis, keyboarding and accurate data entry. Knowledge of database operations. Ability to learn various financial software systems. Problem solving skills in working with financial applications and processes. Skill in providing technical advice and instructions to non-technical staff. Ability to learn district practices, policies and procedures and apply them with good judgment, communication and customer service skills. Skill and accuracy in mathematical calculations. Ability to maintain detailed accounting records and spreadsheets. Skill and accuracy in ten key operations by touch. Knowledge of safety and security procedures for handling money. Ability to organize and prioritize work and meet deadlines. Ability to be flexible and work effectively under pressure. Skill in detecting errors and verifying data. Knowledge of governmental accounting terminology, rules, regulations, and procedures. Ability to establish and maintain effective working relationships with a diverse group of people. Ability to work independently, when required.

Licenses/Special Requirements
Requires fingerprinting and background check to determine that there have been no convictions involving physical molestation, abuse, injury or neglect of a minor. Must complete training in and adhere to district infection control plan. Valid Washington State driver's license and a good driving record to travel between district sites and out of district locations. .

Desired Knowledge, Skills and Abilities
Knowledge/Experience with: accounting systems (Skyward/WESPaC, InTouch preferred); Virtual Basic for Applications; database understanding (Destiny, FileMaker Pro preferred).

UNIT AFFILIATION
Secretarial/Clerical

PAY LEVEL
Level (10) on the Classified Salary Schedule

CONDITIONS
The preceding list of essential functions is not exhaustive and may be supplemented as necessary.