SHAKER HEIGHTS CITY
SCHOOL DISTRICT
Shaker Heights,
Ohio
Job Description
Shift:
1st Shift (8:00 a.m. - 4:30 p.m.) 37.5 hours/week
Work Year:
12-month position
Reports To:
Assistant Treasurer
Anticipated Start Date:
At completion of interview process following closing
date.
Selection:
Present district employees receive preference in
employment consideration. Interested applicants must
apply following online directions.
DESCRIPTION
:
Accounts Payable & Budget Specialist is
responsible for processing for payment an assigned group of
liabilities, including vendor payments, employee
reimbursements, contractual obligations, and any other
payment items approved by the Shaker Heights Board of
Education. He/she is also responsible for District
verification of account codes, monthly reconciliation of
credit card expense transactions, and other accounting
assignments as needed.
ESSENTIAL FUNCTIONS:
A. ACCOUNTS
PAYABLES
1.
Examine purchase orders and invoices and supporting records
for accuracy and for compliance with related contracts, USAS
coding, Federal, Ohio Department of Education, and other
regulatory and district polices and procedures; disburse
funds accordingly.
2.
Research and resolve discrepancies. Reconcile vendor's
statements or claims.
3.
Maintain auditable records of all financial
transactions.
4.
Input payments in USAS accounting system in accordance with
vendor terms and payment policies of Shaker Heights Board of
Education.
5.
Reconcile documents to computer-generated reports and resolve
discrepancies.
6.
Keep accurate files; type and distribute letters, memos and
statistical data as necessary.
7.
Explain rules, regulations, policies and procedures related
to accounts payable function.
8.
Perform related duties as assigned
B. VENDOR
FILES
1.
Maintain accurate vendor files including new vendors, changes
to current vendors in both the USAS and ESchool Mall computer
systems.
2
Maintain W 9 filings for District Vendors
3
Assist in annual 1099 process
C. BUDGET
ACCOUNTING
1.
Verify coding and available funds and coordinate coding
process with all school departments on the following:
purchase orders, mileage reimbursement forms, travel
authorization requests, employee expense reimbursement
requests, warehouse cards, and offset printing
requests.
2.
Maintain records necessary to monitor internal, as well as
district spending, as measured against budget
allocations. Coordinate budget adjustment and/or
transfer requests. Compile budget data as
required.
3.
Perform data entry as required for:
a.
Encumbrances
b.
Check corrections and adjustments
c.
Transfer requests
d.
Special cost center, accounting description, etc
e.
Board action items pertaining to budget
f.
Annual budget requests
4.
Maintain accurate files on the following: Operational
Unit Reports, Travel Authorization Requests, Terminal Entry
printouts, Accounts Payable distribution, and outstanding
purchase orders.
5.
Compile and submit requisitions for unemployment
benefits.
6.
Keep accurate files; type and distribute letters, memos and
statistical data as necessary.
7.
Monitor, adjust and balance General Fund accounts.
8.
Assist Operational Units in budget management of General Fund
accounts.
9.
Calculate General Fund instructional accounts for annual
budget. Responsible for data entry for all
accounts.
D. CREDIT CARD
RECONCILIATION
1.
Download/enter expense codes data from credit card
reconciliation report into LNOCA system.
2.
Reconcile and process all credit card expense
transactions.
E.
PURCHASE ORDERS
1.
Enter paper (non-ESchoolmall) purchase order data into the
LNOCA system.
2.
Verify the accuracy of all account codes in ESchoolmall and
LNOCA.
F.
MISCELLANEOUS
1.
Work collaboratively with the Personnel Department and within
the Treasury department to continually evaluate and implement
process improvements.
2.
Perform other duties as assigned to contribute to the overall
effectiveness of the department, administration and district.
QUALIFICATIONS:
1.
High school graduate (minimum) with related
experience.
2.
Neat appearance, pleasant telephone manner, ability to meet
and work pleasantly with people.
3.
High level of customer service.
4.
Willingness to learn new skills.
REQUIRED KNOWLEDGE, SKILLS, ABILITIES:
1.
Must be able to organize, carry out work and meet
deadlines.
2.
Possess ability to produce work of high quality and quantity
with minimum direction.
3.
Must have high integrity.
4.
Must be disciplined to treat financial data with sound
discretion and with confidentiality as appropriate.
5.
Intermediate level in Microsoft Word and Excel required, some
knowledge of Access preferred.
6.
Experience with State Software Payroll and Accounting
applications required.
7.
Excellent keyboarding and 10-key skills; high accuracy in
working with numbers.
8.
Ability to perform substantial amount of data entry with
accuracy and speed.
9. Ability
to learn; interpret, apply and explain state and federal
regulations and district policies and procedures.