ACCOUNTANT Date: 5/2/2007

Transcription

1 JOB DESCRIPTION ACCOUNTANT Date: 5/2/2007 QUALIFICATIONS: 1. Bachelor s Degree in accounting or in business administration with an accounting emphasis preferred 2. Knowledge of governmental fund accounting either through education or experience preferred 3. Familiarity with generally accepted accounting principles (GAAP) preferred 4. Proficiency in accounting procedures to keep records of the School District accurately and efficiently 5. Mastery of personal computers, ability to use accounting and payroll software required; knowledge of Microsoft software, i.e., Windows 95, Excel Spreadsheet, Microsoft Word, etc., highly preferred 6. Familiarity with general office skills, i.e., typing, filing, mailing 7. Demonstrated competence for assigned responsibilities 8. Experience in public contact work and/or educational setting preferred 9. Such additions to the above qualifications as the Board and administration may find appropriate and acceptable REPORTS TO: JOB GOAL: Coordinator of Business Services To keep accurate fiscal records for the District which will assist the Board of Trustees and administration in making decisions toward providing the best educational services possible with the financial resources available; to contribute to a positive school atmosphere by offering pleasant, accommodating services from the central office to parents, students, staff, and community patrons PERFORMANCE RESPONSIBILITITES: 1. Appreciates the worth and dignity of each individual and treat each one with respect and tolerance. 1

2 2. Conduct a strong central office public relations program to include courteous telephone procedure, service-oriented public contact, and pride in document production. 3. Coordinate with the Business Office staff on the day-to-day operations. Develop with the Coordinator of Business Services practices to assure good internal controls, proper transactions, and efficient service for the public. 4. Maintain a complete and systematic set of records of all financial transactions of the District, including the Payroll Fund, under the supervision of the Coordinator of Business Services. This would include recording all receipts, expenditures, and encumbrances to keep these funds in balance and operation within budgeted amounts. Funds will be assigned by the Coordinator of Business Services. District funds have included, but are not limited to, the following: General Fund, Special Revenue Fund, Debt Service Fund, Building Bund, Depreciation Reserve Fund, Food Service Fund, Internal Service Health Insurance Fund, Scholarship Trust Fund, Student Activity Fund, Payroll Agency Fund, Early Retirement Incentive Agency Fund, and Health Insurance Claims Agency Fund. 5. Using a computer workstation that is networked to the business office file server computer, post all pertinent information into the software for the general ledger, accounts payable, payroll, and fixed assets and, using this software, generate monthly financial statements and reports as may be required by the State Department of Education or requested by the Board of Trustees or Coordinator of Business Services. 6. Prepare monthly financial statements to report the status of budgeted revenues and expenditures. 7. Verify the reconcilement of bank statements to the general ledger cash balance of assigned funds after the Coordinator of Business Services reconciles the Districts bank statements. 8. Prepare a list of checks written on the assigned funds and submit the lists to the Coordinator of Business Services and the Board of Trustees. 9. Open and close accounting records as directed by state regulations and audit recommendations, including the reconciling of outstanding purchase orders and accounts payable. 10. Prepare yearly fiscal reports in coordination with other Business Office staff as required by the State Department of Education, Board of Trustees, and/or the Coordinator of Business Services. 11. Prepare all necessary correspondence and maintain appropriate files for each assigned fund. 2

3 12. Type, process and mail out purchase orders. 13. Open invoice mail, stamp the date received, and file all invoices/correspondence regarding billings or purchase orders. Research inquires about invoices, orders, past-due accounts, etc. 14. Compare each invoice against the corresponding purchase order, code each expenditure to the appropriate budget category, and forward the invoice to the District department or employee for approval of payment. 15. Process each invoice that is not correlated to a purchase order, code each expenditure to the appropriate budget category, and forward the invoice to the District department or employee for approval of payment. 16. Correspond with vendors as necessary regarding purchase orders, invoices, returns of merchandise, etc. 17. Assemble fund vouchers for payment, and prepare computerized checks with authorized signatures of Board officers as per Wyoming statues. 18. Mail checks to vendors after approval by the Board of Trustees. 19. Maintain appropriate files for all processed invoices, closed purchase orders, and paid warrants. 20. Prepare quarterly sales tax report as required by the State. 21. Maintain a current list of students eligible for free or reducedpriced lunches and forward copies of this information to each building secretary as appropriate. Inform the building secretary as quickly as possible after approval of a student for this program. Maintain accurate files for the District s Free and Reduced-Price Lunch Program. 22. Maintain detailed individual records for each state and Federal grant account under the direction of the Coordinator of Business Services. Prepare approved purchase orders, write checks to pay authorized bills, deposit money, and keep track of the balances of each individual grant. Order money as needed from grantors at the State level according to estimating monthly needs. Prepare quarterly statements for each grant as required by the State of Wyoming or Federal agencies. 23. Maintain and track fixed assets for district that meets GASB 34 requirements. 3

4 24. Prepare monthly payroll checks, payroll accounting reports, and State/Federal payroll reports such as Federal withholding tax, Social Security, Wyoming Retirement System, U.S. Department of Labor, Worker s Compensation, Unemployment Compensation, and the Internal Revenue Service. This will be done using approved time sheets for hourly employees and/or adjustments for salaried employees. All work will be reconciled and cross-checked for accuracy. 25. From the payroll information outlined in #21 above, forward authorized payments to insurance companies and to authorized payroll deduction companies for tax-sheltered annuities, credit unions, and dues to teacher associations. Maintain signed employee payroll deduction forms and employee pre-tax insurance information and arrange for an annual update by each employee. 26. Prepare State and Federal quarterly and annual payroll reports. Prepare annual W-2 forms for all District employees who are not contractors. Prepare annual 1099 forms for employees who are contractors. 27. Maintain on a monthly basis a cumulative record for each employee tracking all leave taken and/or earned. 28. Collect summer health/dental/vision life insurance premiums by the end of the school year from the school-term employees. 29. Report to local newspaper information on employee salaries/wages as required by Wyoming statue. 30. Maintain a record of all employee injuries for reporting requirements to Worker s Compensation, State of Wyoming and insurance company (ies). 31. Account for the Student Activity Fund by maintaining individual records for each fund account. This includes depositing receipts, writing authorized checks, entering transactions into the accounting software, and issuing monthly reports to the Board of Trustees and Coordinator of Business Services. 32. Attend special meetings for accountants sponsored by the State Department of Education, Social Security Administration, etc., as directed by the Coordinator of Business Services. 33. Maintain appropriate confidentiality when entrusted with personal information pertaining to staff members or students. 34. Maintain and orderly and organized office, labeled filing system and assembled report books to assist other who may need to find information in his/her absence. 35. Knowledge of and being prepared to act in accordance to district and school emergency procedures. 4

5 36. Participate in training and in-service programs as requested. 37. Follow District policies and procedures. 38.Perform such other duties as may be assigned by the Coordinator of Business Services. TERMS OF EMPLOYMENT: Employed at-will. Full-time twelve (12) months per year. Salary established annually by the Board of Trustees. Eligible for benefits as provided in Administrative Regulations/Operational Procedures. EVALUATION: Performance of this job will be evaluated annually Coordinator of Business Services. 5