Accountant - Business Office (24-25 SY)

JOB TITLE: Accountant

WAGE/HOUR STATUS:Exempt

FUNDING SOURCE: Local

REPORTS TO:Director of Business Operations

PAY GRADE: Professional Pay Grade 2 (230 Days)

DEPARTMENT: Business Office

DATE REVISED: June 2020

A Letter of Assurance will be issued.

PRIMARY PURPOSE: The Accountant assists the Director of Business Operations with the performance of various accounting and financial service functions for the Business Office.

QUALIFICATIONS:

Minimum Education/Certification:

• Bachelor's Degree, preferably in accounting, finance or related field

Special Knowledge/Skills:

• Fund accounting or Texas ISD accounting

• Ability to analyze and interpret financial data, evaluate accounting problems, develop data and recommend improved procedures

• Ability to use software to develop complex accounting reports, spreadsheets and databases

• Ability to adequately learn and use effectively business office accounting software

• Effective organizational, communication, and interpersonal skills

Minimum Experience:

• 3 years of accounting or significant experience in a business-related field

• Experience in a Texas public school environment preferred

• Proficient in Microsoft Office products and ability to produce reports

GENERAL RESPONSIBILITIES AND DUTIES:

Grants Management:

• Set up fund code and revenue code based on the Notice of the Grant Award receipt.

• Set up individual folders for all federal and state grant and label each folder with the fund code, title of the grant, award amount, NOGA ID number, CFDA number, and the begin and end date of the grant.

• Maintain current and complete documentation of each program assigned:

• Payroll printouts to be filed in every grant folders,

• Generate general ledger and payroll printouts on monthly basis to provide status of assigned funds to program managers.

• Perform research as needed for problems or issues that arise, and propose needed adjustments and corrections.

• Prepare general journal entries, and budget amendments.

• Prepare and submit periodic, quarterly, interim, final expenditures to other agencies including the Texas Education Agency, Department of Education in Washington, DC and Region 10.

• Prepare and record Cash Receipts Journal for all reimbursements including those received from TEA, DOE, and Region 10.

• Communicate and correspond with program managers and secretaries in matters of accounting issues, financial reports, budgets, accounts payable, and payroll activities for each program.

• Monitor expenditures to ensure that funds are expended as budgeted and that expenditures do not exceed approved appropriations. Inform grant director and Federal Programs Director of anticipated over expenditures.

• Calculate indirect cost and record an entry in the General Operating Fund for each grant.

• Communicate with the Texas Education Agency's grant representative or the federal representative to confirm appropriateness or legality of certain expenditures.

• Prepare and enter all other year end accounting closing entries, ensuring that revenues are equal to expenditures, setting up receivables, deferrals, or payables as needed to balance the grant.

• Monitor and support program director's grant budgeting and provide technical assistance with budgetary matters including budget variances.

• Prepare internal documentation and Schedules of Expenditures for yearly SHARS Cost Report and quarterly Medicaid Administrative Claim (MAC) Program to Fairbanks, LLC for federal reimbursement for some health-related activities and other agencies or successors.

Accounting Activities:

• Review and approve requisitions.

• Provide technical support and training on account codes, budget amendments, accounting accruals, and system data entry questions and on accounting and fiscal management.

• Review and correct errors related to accounting transactions with the appropriate staff.

• Maintain chart of accounts including the adding of account codes.

Cash Management:

• Review cash account from the bank reports daily to access the cash position and identify all cash transactions. Research and resolve any unidentified transactions immediately.

• Recommend and prepare the transfer of funds to or from the bank account to maintain the appropriate cash position based on the cash activity and daily collateral position.

• Review and post cash transactions the same day that they appear on the bank reports.

• Review and research non-sufficient funds transactions (NSF) the same day that they appear on the bank reports.

• Provide formal training once a year with all campus secretaries and cashiers regarding compliance with cash management operating procedures.

Investment Activities:

• Post interest and other investment activity to the general ledger in a timely manner.

• Reconcile and resolve differences between investment report totals with general ledger investment balances.

• Compile and send all month-end investment reports to the external entity for quarterly investment reporting purposes.

ePayables Management:

• Maintain relationship as the district's primary contact with the financial institution that operates the ePayables program for the district.

• Maintain relationship as the district's primary contact with all ePayables participating vendors. Review and resolve any vendor issues or concerns.

• Review and reconcile ePayables payments along with Accounts Payable and their weekly check run. Report any unresolved or reoccurring issues to the Accounting Supervisor.

• Coordinate and oversee all vendor enrollment campaigns for ePayables program.

Activity Fund Management:

• Maintain relationship with the campus secretaries and cashiers as the primary contact regarding all activity fund questions and issues.

• Provide formal training once a year with all campus secretaries and cashiers regarding compliance with the Activity Fund operating procedures manual. Provide follow-up training as necessary throughout the school year.

• Review budget activity for all activity fund accounts.

• Review activity fund account activity to verify adequate funding. Also, check activity fund account activity for unusual transactions.

• Assist with year-end closing of all activity fund accounts.

• Assist with calculating and rolling all activity fund account balances to the new fiscal year.

Inventory:

• Review and reconcile all inventory accounts maintained by the district on a monthly basis.

• Analyze and resolve differences between physical inventory balances and general ledger inventory totals throughout the year.

• Assist with the scheduling of all year-end physical inventories.

• Observe and record all year-end physical inventories.

Capital Assets:

• Maintain and reconcile the capital asset module to verify that it is accurate and current.

• After all capital asset purchase activity has been reviewed and verified, add the capital asset to the capital asset inventory.

• Retire capital assets based on verified information received from departments and campuses.

• Reconcile and dispose of capital assets sold at formal, district-approved auctions.

• Assist with year-end capital asset closing activities.

Performs other duties as assigned by the Accounting Supervisor, Director of Business Operations and Chief Financial Officer.

SUPERVISORY RESPONSIBILITIES:

This position may supervise selected staff at some time.

WORKING CONDITIONS:

Mental Demands/Physical Demands/Environmental Factors: Must maintain emotional control and exercise reasoning and problem solving skills while under stress. Must demonstrate ability to communicate effectively (verbal and written). Should be able to interpret procedures and analyze data for decision-making. Frequent in-district and occasional in-state or national travel. Occasional prolonged and irregular hours.

Safety: Contribute to the prevention of accidents and injuries by observing safety rules and District policy, practicing the principles and skills taught in safety training, wearing personal protective equipment as required, reporting injuries and incidents immediately to supervisor, and being proactive in the ongoing efforts to improve and maintain workplace safety.

The information contained in this job description is for compliance with the Americans with Disabilities Act (ADA) and foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities, duties, and skills that may be required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.