Payables and Financial Specialist

JobID: 5352 Position Type: Secretarial/Clerical/Accounts Payable Date Posted: 4/12/2024 Location: Central Administration Office Date Available: 5/1/24 Payables and Financial Specialist Supervisor: Executive Director of Financial Services/Board Treasurer Contract Length: 260 Day Job Classification: Clerical FLSA Status: Non-Exempt Rate of Pay: $15.
48/hour Executive Summary Located in the Central Administration Office, the Payables and Financial Specialist is part of the district Business Office responsible for major financial and operational aspects of the school corporation.
This position reports directly to the Executive Director of Financial Services who serves as Chief Financial Officer for the board of directors.
Job Summary This position is responsible for accurate administration of the district’s accounts payable process including payment of financial obligations, disbursement of funds via check or electronic transfer, and maintaining vendor relations.
Employee will excise independent judgement in the application of district policy and administrative procedure.
Employee will act as a confidential advisor to the Executive Director of Financial Services/Board Treasurer as it relates to business process, district budget, employee training, and information related to the collective bargaining process.
Essential duties include but are not limited to the following: Maintains a true account of all receipts and disbursements of the school corporation as assigned by the Executive Director of Financial Services/Board Treasurer.
Prepare and process payment for all accounts payable invoices, requisitions, purchase orders, credit card charges, and other financial obligations.
Detects and resolves problems with incorrect orders, invoices, and shipments.
Records, issues, verifies, and reconciles necessary and required transactions for all accounts in the area of assigned responsibility.
Maintains electronic system and associated process for all district financial billing and communicates with vendors as necessary to maintain a business-working relationship.
Triage incoming executive mail with special adjudication of confidential employee matters including, notices of litigation, insurance claims, financial audit, FOIA requests, and other matters.
Handles confidential employee information in a manner compliant with applicable State and Federal regulations.
Facilitates labor negotiations and labor relations by providing employee information and other assistance to the Executive Director of Financial Services and Superintendent.
Continually works in cross training for other confidential business office functions and interdepartmental functions.
Handles confidential and sensitive vendor information related to competitive bid process, request for proposal process, vendor tax status, and insurance information.
Handles confidential information related to student account fee balances, household financial status, billings, and associated collections.
Handles confidential information related to student scholarship awards, eligibility determinations, student post-secondary financial records, enrollment verifications, and associated information.
Maintains access to district bank accounts and financial instruments via online treasury management system.
Assists district financial auditors in review of accounts payable and financial records.
Prepares and distributes accurate reports (monthly, quarterly, and yearly) as required by district administrators, the board of directors, and state or federal agencies.
Summarizes and balances recorded entries of expenditures and receipts in individual journals and ledgers within various business software systems for monthly updating of district accounting.
Preserves a record of all purchase orders in accordance with district records retention policy.
Monitors district credit card program.
Review and pay monthly credit card statements for all employees in accordance with policy.
Prepares and files unclaimed property reports with State of Iowa.
Serves as personal secretary for the Executive Director of Financial Services/Board Treasurer.
Prepares correspondence, letters, memoranda, reports, statements, and other necessary material from data, copies, or rough drafts that may be confidential or embargoed in nature.
Responsible for assistance in preparing annual school budget, including athletics, fundraisers, and other school sponsored club activities.
Maintains web-based department document storage and requisitioning system to facilitate prompt access to district records.
Provides training to new and current staff on business procedures.
Monitors and enforces compliance for business related transactions.
Assists with district inventory management.
Keeps informed of and comply with state and district policies and regulations concerning primary job function.
Fulfills other duties as assigned.
Qualifications Three years of experience or equivalent in accounting or payables and demonstrated competence in preparation of related reports.
High School Diploma or equivalent.
AA degree or above in business, accounting, or similar discipline is preferred.
Business/Technical Skills including adding machine, computer and software use.
Keyboarding 50 net words per minute.
Word processing skills (proof and format, tables, labels and envelopes, mail merge….
) Spreadsheet skills including Microsoft Excel and Google Sheets (formulas and graphs) Excellent organization and communication skills.
Such alternatives to the above qualifications as the Board may find appropriate and acceptable.
Physical Demands and Working Conditions The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.
Physical Activity Amount of Time Amount of Time Physical Activity Occasionally (1%-32%) Frequently (33%-65%) Constantly (66%-100%) Mobility - X - Bend X - - Talk - - X Hear - - X Operate Computer - - X Stationary Position X - - Balance - - X Lift Up to 15 pounds - X - WORKING CONDITIONS: Amount of Time Working Conditions Occasionally (1%-32%) Frequently (33%-65%) Constantly (66%-100%) District Office Hours - - X Indoors - - X Weekends/Off Schedule X - - It is the policy of Fort Dodge Community School District not to discriminate on the basis of race, color, national origin, sex, disability, religion, creed, age (for employment), marital status (for programs), sexual orientation, gender identity, and socioeconomic status (for programs) in its educational programs and its employment practices.
If you have questions or grievances related to this policy, please contact Aaron Davidson, Executive Director Educational Services, 515-576-1161, adavidson@fdschools.
org, located at Central Administration Office, 109 North 25th Street, Fort Dodge, IA 50501, or contact the Office for Civil Rights Midwestern Division for U.
S.
Department of Education Office, John C.
Kluczynski Federal Building 230 S.
Dearborn St.
, 37th Floor, Chicago, IL 60604 (Alternate for Section 504 is Branwyn Greathouse, Director of Special Education/Special Needs, 515-574-5675, bgreathouse@fdschools.
org, Central Administration Office, 109 North 25th Street, Fort Dodge, IA 50501).
Affirmative Action Compliance Coordinator The District’s Compliance Coordinator for Affirmative Action is Kimberly Whitmore, Director of Human Resources, 515-576-1161, kwhitmore@fdschools.
org, 109 North 25th Street, Fort Dodge, IA 50501.
Physical/Sexual Abuse Reporting The District’s Designated Investigators of Physical/Sexual Abuse of Students by School EmployeesRoger Porter, Director of School Safety and Security, 515-576-1161,rporter@fdschools.
org, located at Central Administration Office, 109 North 25th Street, Fort Dodge, IA 50501.
The alternate is Branwyn Greathouse, Director of Special Education/Special Needs, 515-574-5675, bgreathouse@fdschools.
org, Central Administration Office, 109 North 25th Street, Fort Dodge, IA 50501.
Harassment Complaints and Allegations The District’s Officers for Harassment Complaints and Allegations Roger Porter, Director of School Safety and Security, 515-576-1161,rporter@fdschools.
org, located at Central Administration Office, 109 North 25th Street, Fort Dodge, IA 50501.
Sex Discrimination and Harassment (Title IX) The District’s Coordinator for Sex Discrimination and Harassment is Roger Porter, Director of School Safety and Security, 515-576-1161,rporter@fdschools.
org.
The Deputy Coordinator is Kimberly Whitmore, Director of Human Resources.
Both are located at Central Administration Office, 109 North 25th Street, Fort Dodge, IA 50501.
Rev.
7/2023 Fort Dodge Community School District is an equal employment opportunity/affirmative action employer.
JobID: 5352 Position Type: Secretarial/Clerical/Accounts Payable Date Posted: 4/12/2024 Location: Central Administration Office Date Available: 5/1/24 Payables and Financial Specialist Supervisor: Executive Director of Financial Services/Board Treasurer Contract Length: 260 Day Job Classification: Clerical FLSA Status: Non-Exempt Rate of Pay: $15.
48/hour Executive Summary Located in the Central Administration Office, the Payables and Financial Specialist is part of the district Business Office responsible for major financial and operational aspects of the school corporation.
This position reports directly to the Executive Director of Financial Services who serves as Chief Financial Officer for the board of directors.
Job Summary This position is responsible for accurate administration of the district’s accounts payable process including payment of financial obligations, disbursement of funds via check or electronic transfer, and maintaining vendor relations.
Employee will excise independent judgement in the application of district policy and administrative procedure.
Employee will act as a confidential advisor to the Executive Director of Financial Services/Board Treasurer as it relates to business process, district budget, employee training, and information related to the collective bargaining process.
Essential duties include but are not limited to the following: Maintains a true account of all receipts and disbursements of the school corporation as assigned by the Executive Director of Financial Services/Board Treasurer.
Prepare and process payment for all accounts payable invoices, requisitions, purchase orders, credit card charges, and other financial obligations.
Detects and resolves problems with incorrect orders, invoices, and shipments.
Records, issues, verifies, and reconciles necessary and required transactions for all accounts in the area of assigned responsibility.
Maintains electronic system and associated process for all district financial billing and communicates with vendors as necessary to maintain a business-working relationship.
Triage incoming executive mail with special adjudication of confidential employee matters including, notices of litigation, insurance claims, financial audit, FOIA requests, and other matters.
Handles confidential employee information in a manner compliant with applicable State and Federal regulations.
Facilitates labor negotiations and labor relations by providing employee information and other assistance to the Executive Director of Financial Services and Superintendent.
Continually works in cross training for other confidential business office functions and interdepartmental functions.
Handles confidential and sensitive vendor information related to competitive bid process, request for proposal process, vendor tax status, and insurance information.
Handles confidential information related to student account fee balances, household financial status, billings, and associated collections.
Handles confidential information related to student scholarship awards, eligibility determinations, student post-secondary financial records, enrollment verifications, and associated information.
Maintains access to district bank accounts and financial instruments via online treasury management system.
Assists district financial auditors in review of accounts payable and financial records.
Prepares and distributes accurate reports (monthly, quarterly, and yearly) as required by district administrators, the board of directors, and state or federal agencies.
Summarizes and balances recorded entries of expenditures and receipts in individual journals and ledgers within various business software systems for monthly updating of district accounting.
Preserves a record of all purchase orders in accordance with district records retention policy.
Monitors district credit card program.
Review and pay monthly credit card statements for all employees in accordance with policy.
Prepares and files unclaimed property reports with State of Iowa.
Serves as personal secretary for the Executive Director of Financial Services/Board Treasurer.
Prepares correspondence, letters, memoranda, reports, statements, and other necessary material from data, copies, or rough drafts that may be confidential or embargoed in nature.
Responsible for assistance in preparing annual school budget, including athletics, fundraisers, and other school sponsored club activities.
Maintains web-based department document storage and requisitioning system to facilitate prompt access to district records.
Provides training to new and current staff on business procedures.
Monitors and enforces compliance for business related transactions.
Assists with district inventory management.
Keeps informed of and comply with state and district policies and regulations concerning primary job function.
Fulfills other duties as assigned.
Qualifications Three years of experience or equivalent in accounting or payables and demonstrated competence in preparation of related reports.
High School Diploma or equivalent.
AA degree or above in business, accounting, or similar discipline is preferred.
Business/Technical Skills including adding machine, computer and software use.
Keyboarding 50 net words per minute.
Word processing skills (proof and format, tables, labels and envelopes, mail merge….
) Spreadsheet skills including Microsoft Excel and Google Sheets (formulas and graphs) Excellent organization and communication skills.
Such alternatives to the above qualifications as the Board may find appropriate and acceptable.
Physical Demands and Working Conditions The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.
Physical Activity Amount of Time Amount of Time Physical Activity Occasionally (1%-32%) Frequently (33%-65%) Constantly (66%-100%) Mobility - X - Bend X - - Talk - - X Hear - - X Operate Computer - - X Stationary Position X - - Balance - - X Lift Up to 15 pounds - X - WORKING CONDITIONS: Amount of Time Working Conditions Occasionally (1%-32%) Frequently (33%-65%) Constantly (66%-100%) District Office Hours - - X Indoors - - X Weekends/Off Schedule X - - It is the policy of Fort Dodge Community School District not to discriminate on the basis of race, color, national origin, sex, disability, religion, creed, age (for employment), marital status (for programs), sexual orientation, gender identity, and socioeconomic status (for programs) in its educational programs and its employment practices.
If you have questions or grievances related to this policy, please contact Aaron Davidson, Executive Director Educational Services, 515-576-1161, adavidson@fdschools.
org, located at Central Administration Office, 109 North 25th Street, Fort Dodge, IA 50501, or contact the Office for Civil Rights Midwestern Division for U.
S.
Department of Education Office, John C.
Kluczynski Federal Building 230 S.
Dearborn St.
, 37th Floor, Chicago, IL 60604 (Alternate for Section 504 is Branwyn Greathouse, Director of Special Education/Special Needs, 515-574-5675, bgreathouse@fdschools.
org, Central Administration Office, 109 North 25th Street, Fort Dodge, IA 50501).
Affirmative Action Compliance Coordinator The District’s Compliance Coordinator for Affirmative Action is Kimberly Whitmore, Director of Human Resources, 515-576-1161, kwhitmore@fdschools.
org, 109 North 25th Street, Fort Dodge, IA 50501.
Physical/Sexual Abuse Reporting The District’s Designated Investigators of Physical/Sexual Abuse of Students by School EmployeesRoger Porter, Director of School Safety and Security, 515-576-1161,rporter@fdschools.
org, located at Central Administration Office, 109 North 25th Street, Fort Dodge, IA 50501.
The alternate is Branwyn Greathouse, Director of Special Education/Special Needs, 515-574-5675, bgreathouse@fdschools.
org, Central Administration Office, 109 North 25th Street, Fort Dodge, IA 50501.
Harassment Complaints and Allegations The District’s Officers for Harassment Complaints and Allegations Roger Porter, Director of School Safety and Security, 515-576-1161,rporter@fdschools.
org, located at Central Administration Office, 109 North 25th Street, Fort Dodge, IA 50501.
Sex Discrimination and Harassment (Title IX) The District’s Coordinator for Sex Discrimination and Harassment is Roger Porter, Director of School Safety and Security, 515-576-1161,rporter@fdschools.
org.
The Deputy Coordinator is Kimberly Whitmore, Director of Human Resources.
Both are located at Central Administration Office, 109 North 25th Street, Fort Dodge, IA 50501.
Rev.
7/2023 Fort Dodge Community School District is an equal employment opportunity/affirmative action employer.