Job Details

Job Title: Special Education Bookkeeper

Reports to: Director of Special Education

Work Calendar: 260 days - 12 month

Work Hours: 7:30am - 4:00 pm Monday - Friday (8 hours)

Classification: IIIC

Job Summary: Under the direction of the Director of Special Education, the Special Education Bookkeeper performs various bookkeeping and financial reporting duties, based on established district policies and procedures, generally accepted accounting principles, and Oregon Purchasing Law. The job is done for the purpose/s of providing support to financial functions for multiple grant funds and a portion of the general fund of the school district's budget; conveying and updating fiscal information; ensuring revenues are generated; and expenses are within the defined revenue limits and fiscally proactive according to funding source requirements.

Essential Job Functions:

1. Implements reporting procedures and internal controls for the purpose of maintaining accurate records, meeting deadlines, and complying with District, State and Federal guidelines.
2. Prepares documentation (e.g. reports, schedules, correspondences, etc.) for the purpose of providing written support and/or conveying information.
3. Reviews Employee Time Cards and Employee Reimbursement/Expenses Worksheets from District personnel for completeness, and evaluates requests for compliance with Federal Grant requirements.
4. Monitors fund balances of assigned programs and related financial activity for the purpose of ensuring that allocations are accurate, related revenues are generated, expenses are within budget limits and fiscal practices are followed.
5. Researches discrepancies of financial information and/or documentation (e.g. purchase orders, invoices, etc.) for the purpose of ensuring accuracy and adherence to procedures prior to processing for action.
6. Reconciles account balances for the purpose of maintaining accurate account balances and complying with related policies, practices and/or regulations.
7. Endeavors to obtain the best possible price, considering all factors, for needed materials, supplies, and equipment; makes price and quality comparisons.
8. Creates purchase orders, submits them for approval, places orders with vendors, receives items in the online purchase order system, and sends items to staff.
9. Posts, assembles, tabulates and compares financial data, requisitions, purchase orders, contracts and agreements, and other similar fiscal documents.
10. Verifies budget to actuals and performs budget transfers.
11. Verifies staffing in Human Resources and budget information systems (iVisions).
12. Reviews monthly financial reports in the web portal.

1. Coordinates Medicaid Administrative Claiming. Promotes activity to bring in maximum funds available to the District including running surveys, creating cost pools, and monitoring online training completion.
2. Prepares and submits annual application for ODE/IDEA Special Education grant funds.
3. Maintains positive open lines of communication with all management, staff and others in order to contribute to the smooth flow of information and efficient operation of the District.
4. Communicates with Supervisor to identify business risks and resolve issues.
5. Communicates with Principals regarding Special Education budget and expenditures.
6. Attends meetings and assumes all other reasonable duties and responsibilities as assigned.

Qualifications:

Experience Required:

• Two years' progressive accounting experience in accounting and/or purchasing, or any combination of education and experience which would provide the applicant with the desired knowledge, skills, and abilities required to perform the job.

Skills, Knowledge and/or Abilities Required:

Skills to: Use standard office equipment including computer, telephone, printer, and copier; effectively use Microsoft Office computer applications including Word and Outlook with advanced level Excel skills; communicate effectively both orally in person and by phone and in writing.

Knowledge of: Sources of purchasing information; budgets, revenues, and expenditures control; complex integrated accounting software such as Infinite Visions; general accounting concepts relating to accounts payable, accounts receivable, and cash receipts.

Ability to: Make mathematical computations quickly and accuratelyPerform double entry accounting functions, including the preparation of journal entries and summarization of transaction for year-end accrual of payables/receivables. Communicate effectively with other employees and suppliers using tact, courtesy, and good judgment. Understand and execute oral and written instructions, policies, and procedures. Analyze and interpret budget and financial data, agreements and contracts and develop recommendations to improve routines and procedures in area of assignment. Maintain complex data using advanced skills in spreadsheet, database, and word processing. Perform designated duties under high stress conditions and maintain multiple priorities to meet established deadlines while maintaining accuracy and attention to detail and with minimal supervision. Demonstrate interest in professional growth and development. Travel among district facilities as needed.

Significant physical abilities include sitting for extended periods of time with extended periods of working on the computer and the telephone. Work activities may include bending, stooping, kneeling and occasional lifting of items weighing 20 to 50 pounds. Reaching/handling/manual dexterity, talking/hearing conversations, visual acuity/depth perception with or without visual accommodation. Some travel may be involved in this work.

Education Required: Associate degree with an emphasis in accounting, finance, business, or related field or any combination of education and experience which would provide the applicant with the desired knowledge, skills, and abilities required to perform the job.

Licensing/Special Requirements: Oregon Fingerprint and Criminal Check clearance prior to beginning employment