Accountant II/Secretary III

JEFFERSON COUNTY SCHOOLS

Job Description

POSITION:                  Accountant II/Secretary III – Child Nutrition

Posting Notes: M- F, 8 AM - 4 PM, 240 days

IMMEDIATE            

SUPERVISOR:           Child Nutrition Coordinator

FLSA STATUS:          Non-exempt

EMPLOYMENT        240 days annually, pursuant to WV Code

TERM:                                   §18A-4-8

SALARY:                    Pursuant to WV Code §18A-4-8a, in accordance with

Jefferson County Salary Scale, Pay Grade F

Commensurate with experience and education level

EVALUATION:          Performance in this position will be evaluated annually by

the immediate supervisor(s) and in

Accordance with WV State Code §18A-2-12, WV State Board

Policy 5314, and JCBOE’s Evaluation Policy for Service Personnel

JOB SUMMARY:       The Accountant II/Secretary III position requires performance of varied and Complex accounting and clerical work in the Office of Child Nutrition

PERFORMANCE RESPONSIBILITIES: Additional Duties may be assigned.

• Maintain confidentiality, unquestionable integrity.
• Provide secretarial, bookkeeping and administrative support.
• Receive, process, file and notify parents of all free and reduced applications
• Process Verification Procedure for Free and Reduced
• Complete Report to the State Department for Verification of Free and Reduced Process
• Reconcile and prepare credit card statements for all accounts via WVEIS/Primero
• Utilize the ACES system to track payments made by the State of WV for Child Nutrition
• Receive, Process, Track all accounts payables for Child Nutrition
• Assist with annual budget preparation
• Enter monthly recurring budget and adjusting journal entries to include proper approval for Child Nutrition
• Look up student information in WVEIS/Primero
• Board packet preparation for Child Nutrition
• Update account codes on professional leave forms, as needed for Child Nutrition
• Match account codes to appropriate budget line items
• Create and Maintain spreadsheets as needed for Child Nutrition
• Create and Maintain spreadsheets for all accounts payable
• Process all purchase orders for Child Nutrition
• Facilitate purchase order questions and assistance for compliance with purchasing policy
• Assign vendor numbers in WVEIS, as needed, and assist with vendor information requirements for Child Nutrition
• Monitor monthly and year end submission of financial reports for child nutrition.
• Assist with fraud investigation for child nutrition
• Assist with annual audit preparation and reconciliations
• Assist with gathering and organizing of all files and information for State and Federal reviews for Child Nutrition.  
• File and Track all County Health Inspections for Child Nutrition
• Maintain current and accurate knowledge of  WV laws and regulations as they relate to the accounting practices and procedures performed by the Office of Child Nutrition
• Ensure concise end-of-year financial reports from Cafeteria Managers
• Observe assigned work schedule, maintain punctuality and accuracy for all work in the department, comply with and review county/school policies, proper accounting practices, and complete tasks assigned with minimum supervision
• Maintain, update and administer reports from the WVEIS/Primero as required
• Adhere to confidentiality in all aspects of work environment
• Demonstrate tact and self-control in addressing issues brought to the Office of Child Nutrition
• Adhere to all Federal, State and County regulations for Child Nutrition
• Exhibit an unbiased attitude toward fulfillment of the goal/initiatives of the Jefferson County Board of Education and the Superintendent of Schools
• Act as an agent of the school system in all matters of communications and services provided by the Office of Finance
• Answer Child Nutrition phones, assist parents, staff as needed on phone calls
• Process phone or walk in Child Nutrition Payments
• Call Cafeteria Managers as needed
• Assist County delivery driver with phone calls, etc., as needed
• Assist with meetings, workshops for Child Nutrition Staff
• Adjust work hours to meet the needs of the department, the assigned duties of the job or the direction requested by the Superintendent
• Monitor Front Door Access

QUALIFICATIONS:

High School diploma or equivalent, pursuant to WV Code §18A-2-5; Criminal

background check conducted pursuant to WV Code §18-5-15c; Meet the definition of

“Qualifications” in WV Code §18A-4-8b; demonstrated competency, pursuant to

WV Code §18A-4-8e (state-approved competency test(s)), as required.

To perform this job successfully, an individual must be able to perform each essential

duty satisfactorily. The requirements listed below are representative of the knowledge,

skills, and/or ability required. Reasonable accommodations may be made to enable

individuals with disabilities to perform the essential functions.

Accountant II means a person employed to maintain accounting records and to be responsible for the accounting process associated with billing, budgets, purchasing, and related operations.   Secretary III means personnel assigned to the county board office administrators in charge of various instructional maintenance, transportation, food services, operations and health departments, federal programs or departments with

particular responsibilities of purchasing and financial control or any person who has

served for eight years in a position which meets the definition of ‘secretary II’ or

‘secretary III.’” (Pursuant to WV Code §18A-4-8)

PHYSICAL DEMANDS:

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.

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee frequently is required to walk, use fingers, tools and/or controls. The employee is occasionally required to stand and reach with hands and arms. Specific vision abilities required by this job include close vision, color vision, and depth perception. Occasionally the employee will lift up to 50 pounds such as to lift files and paper.

Additional Job Information:

A successful work history and a minimum of three supervisory references required for consideration. Jefferson County Schools is bound by statute to recommend the most qualified applicants for position vacancies. In order to determine those qualifications as set forth by the West Virginia Code, we require all applicants to fill out an application, Page 4 of 4 which includes supervisory references, and, in many instances, participate in interviews. Failure to provide references, negative references, and failing to participate in requested interviews may impact negatively a candidate's qualifications. Applicants who have been dismissed or have had their contracts non-renewed for cause are not eligible for consideration. Applicants who receive unfavorable reference recommendations will not be eligible for consideration. Applicants must complete the entire application and provide all documents required. Failure to complete the application, provide requested items, or falsification of information will result in the application not being considered.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an

employee encounters while performing the essential functions of this job. Reasonable

accommodations may be made to enable individuals with disabilities to perform the

essential functions. The noise level in this work environment is usually quiet to loud (40-

90 dB) depending on the assignment of the position. The employee continuously is

interacting with the public, students and staff.

The information contained in the job description is for compliance with the Americans with Disabilities Act (ADA) and is not an exhaustive list of duties performed by this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned by the Superintendent or his/her designee.