TITLE: ACCOUNTING SPECIALIST

DEPARTMENT: Business Services

 

QUALIFICATIONS:

1. Possess a high school diploma or equivalent.
2. Possess or have the ability to obtain a valid Arizona Identity Verified Prints (IVP) Fingerprint Clearance Card within forty-five (45) days of employment.
3. Possess a valid Arizona Driver’s License.
4. Five years’ experience in Accounting or Bookkeeping is required.
5. Extensive experience in Governmental Accounting preferred.
6. Experience working in Purchasing is preferred.
7. Advanced MS Excel skills with extensive pivot table experience is preferred.
8. Any combination of training and experience that could likely provide the required knowledge, skills and abilities.

JOB GOAL: 

The Accounting Specialist performs a variety of advanced procurement, bookkeeping, and accounting type work in accounts payable, accounts receivable, purchasing, audits, grants, payroll, School Facilities Board (SFOB) application follow-up, and fixed assets.

 

PERFORMANCE RESPONSIBILITIES:

The following tasks are essential for this position.  This list is not inclusive of all responsibilities.  Individuals may not perform all of these tasks, or may perform similar related tasks not listed.

1. Complies with all HIPAA and FERPA related confidentiality requirements.
2. Develops positive relations with students, parents, school staff and the public.
3. Develops complex solicitations, including invitation for bid, request for proposals, request for quotes, requests for qualifications which include specifications, scopes of work, and terms and conditions, that accurately present and describe the district needs. 
4. Manages and facilitates the entire procurement process from working with end-users to develop a scope of work, issues the solicitation, leads pre and post vendor meetings, facilitates the evaluation committee meetings, prepares tabulation and scoring, prepares the governing board agenda item and awards the contract under the supervision of the Director of Business Services. 
5. Contacts vendors to determine order status, acquire information on current products and pricing, and to select  appropriate materials, supplies and/or equipment. 
6. Assists employees, administrators, and vendors with questions and/or concerns. 
7. Follows up to ensure SFOB payment processes are approved and complete, appropriate purchase orders are in place, requests payment of invoices from SFOB, ensures Director of Facilities approves progress payments as outlined in Arizona Institute of Architects (AIA) progress payment applications.
8. Facilitates and ensures proper collection of receipts for product and services.
9. Performs reconciliation of vendor statements as well as the preparation, input, and payment of invoices.  
10. Provides contract management to include: sole source, cooperative contracts, renewals of district contracts, preparation of related governing board documents, evaluation of contracts and vendor performance.
11. Assists in maintaining the purchasing calendar, timelines and deadlines.
12. Provides support and training to staff, schools, departments on the purchasing and procurement process.
13. Maintains PUSD purchasing handbook.
14. Works with auditors for procurement related audit requests.
15. Exhibits a high level of ethical behavior and confidentiality.
16. Establishes and maintains a good rapport with students, employees, community members and vendors.
17. Maintains appropriate records such as vendor registration and bidders’ list. 
18. Oversees and coordinates annual inventory of district fixed assets in accordance with laws, policies, regulations, ensuring update of asset details and location in the financial system.
19. Oversees the processing of Accounts Payable vouchers. 
20. Receives and processes Deposit Notifications from Gila County.
21. Approves purchase requisitions ensuring compliance with procurement rules and regulations.
22. Acts as “Account Coding Specialist” assisting all departments with proper account codes according to the Uniform System of Financial Records (USFR).
23. Responsible for, and reconciles multiple bank accounts, such as: District clearing, District Office Revolving Fund, Tax account, Retirement account, and Insurance account. 
24. Reviews Food Service deposits for accuracy and posting.    
25. Prepares and submits monthly Use Tax Reports to the Arizona Department of Revenue.
26. Acts as the school district liaison between auditors and all PUSD staff requests.    
27. Maintains vendor files, including tracking W-9 compliance and input.
28. Issues vendor 1099 forms according to IRS regulations.
29. Issues annual Credit For Kids Public Reports to the Arizona Department of Revenue. 
30. Researches and resolves staff and vendor inquiries/disputes.
31. Maintains and distributes an updated, user-friendly chart of accounts.  
32. Determines annually-renewed PO’s and establishes a process to roll into new fiscal years.
33. Calculates, prepares, submits, and records receivable invoices.  Follow-up on unpaid invoices.
34. Submits voucher information (payroll and accounts payable) to the Board for approval.
35. Submits student activities financial information to the Board monthly.
36. Maintains Fixed Assets listing and is responsible for the reconciliation of assets for year-end financials.  
37. Manages the Credit for Kids tax credit campaign.
38. Assists in administrative processes with SFOB on Grants and Payments.
39. Assists staff in Grants Management with ADE.  Bill at least monthly for reimbursement.
40. Works with staff on budget issues and reports fund balances on Aux, CFK, G&D and SA.
41. Updates all accounting related district records as needed.
42. Assists Director of Business Services with budget entries or adjustments as needed. 
43. Performs other related duties as assigned.

MINIMUM KNOWLEDGE, SKILL AND ABILITY:

Knowledge of:

1. District policies, operations and organization.
2. Interpersonal skills including tact, courtesy, and diplomacy.
3. Communication (telephone, email, etc.) etiquette.
4. Office equipment, procedures, practices and equipment, including computers and related Google Suite (Google Forms, Sheets, Docs, Calendar, Slides) applications.
5. Advanced accounting and bookkeeping procedures with a strong focus on MS Excel. 
6. Elements of inventory, payroll, purchasing, benefits and accounts payable.

Skill and Ability to:

1. Work cooperatively with others.
2. Establish work priorities to meet schedules and timelines.
3. Maintain files, records and reports.
4. Operate modern office equipment including personal computers and related software.
5. Maintain a calendar of appointments.
6. Type a minimum of 50 WPM.
7. Process administrative details using independent judgment.
8. Make advanced arithmetic calculations quickly and accurately.
9. Understand and explain financial data.
10. Provide excellent customer service.

Physical Requirements and Working Conditions: 

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Requires vision (which may be corrected) to read small print.
2. Requires the mobility to stand, stoop, reach and bend.
3. Requires mobility of arms to reach and dexterity of hands to grasp and manipulate small objects.  
4. Performs work which is primarily sedentary.
5. Is subject to inside environmental conditions.
6. May be required to work at a video display terminal for prolonged periods.

REPORTS TO: Director of Business Services

 

EVALUATION: Performance of this job will be evaluated annually by the Director of Business Services in accordance with the provisions of Governing Board policy for evaluation of classified personnel.

 

TERMS OF 

EMPLOYMENT: 12 Months

 

SALARY: Salary for the position is set according to the Classified Salary Schedule determined by the Governing Board.

 

Column I

FLSA STATUS: Non Exempt