Accounting Clerk, Food and Nutrition Services

ABOUT US

The Howard County Public School System (HCPSS) is one of the leading school systems in Maryland and the nation. To learn more about us and our 2024 -2029 Strategic Plan, please visit our website and our careers page. Join our award-winning workforce and make a difference in the lives of our students!

ABOUT THE APPLICATION PROCESS

Before you begin, please read the job posting below carefully including the Application Requirements specific to this position. Be sure your application reflects experience and education required to meet the minimum and any preferred qualifications listed. Our application guide includes detailed instructions to assist you. Once your application has been submitted, you will not be able to add documentation or make any changes.

Please note that application submission will be available only through 11:59 PM on the date prior to the indicated end date. If no end date is indicated, the posting will remain open indefinitely.

Job Posting End Date:

Reminder: Current permanent and temporary employees must apply through the Jobs Hub in Workday, not the external career site.

DESCRIPTION 

Under the direction of the  Director, Food and Nutrition Services, the clerk maintains the full lifecycle of accounts payable, from maintaining precise vendor records to processing invoices and reconciling accounts for timely payment. 

Beyond general bookkeeping, the role is responsible for technical data entry, including the integration of food and supply purchases into the department's inventory system to maintain resource oversight. The clerk also facilitates essential student-facing financial duties, such as processing applications for free and reduced-price meals and communicating directly with families regarding meal account balances. Collectively, these responsibilities ensure that the program remains solvent, organized, and capable of serving the community's nutritional needs efficiently. 

MINIMUM QUALIFICATIONS 

A combination of education and experience may be considered. 

Education:

• Possession of a high school diploma or GED equivalent. 

Experience:

• Three (3) years of accounting work experience including experience with general ledger accounting or accounts payable systems.    

PREFERRED QUALIFICATIONS 

The ideal candidate for this role will also possess a combination of the additional qualifications below. If you don’t meet every one of the preferred qualifications, we still encourage you to apply, as we welcome applications from candidates with diverse backgrounds and experiences. 

Education:

• Associate’s degree or higher from an accredited college or university in Accounting, Finance or related field. 

Experience:

• Accounts payable experience in a K-12 public education or government setting. 

• Experience utilizing accounts payable software/systems in processing invoices. 

ESSENTIAL POSITION RESPONSIBILITIES 

The below list is a summary of the functions of the job, not an exhaustive or comprehensive list of all possible job responsibilities, tasks, and duties. 

• Perform monthly accounts payable/receivable reconciliations for one or more balance sheet accounts including regular filing and maintenance of accounts payable and vendor files. 

• Review and process vendor invoices, purchase orders and other related documentation and collaborate with food services staff to ensure that accounting is correct for items/services being paid. 

• Provide administrative support by maintaining scheduling systems, including calendars for ordering and delivery of food and food-related supplies, movement and scheduling of floater positions to fill day-to-day staffing levels, and ensuring food delivery schedules are met.  Enter and maintain Health Department inspections and permit information into a database. 

• Maintain inventories, order supplies, uniforms as needed for kitchen operations, and school-base staff. 

• Process free/reduced applications and mail out letters to parents regards to student status. 

• Access the student information system to review meal account details and make adjustments or process refunds in accordance with established procedures. 

ESSENTIAL KNOWLEDGE, SKILLS, AND ABILITIES 

The below list is a summary of the knowledge, skills, and abilities  for success in this position, not an exhaustive or comprehensive list.  

Knowledge 

• Accounting Principles: Understanding of basic Accounts Payable (AP) and Accounts Receivable (AR) cycles, including ledger reconciliation and the "three-way match" (invoice, purchase order, and receiving report). 

• Regulatory Compliance: Familiarity with National School Lunch Program (NSLP) guidelines regarding free/reduced meal eligibility and Health Department safety/permit regulations. 

• Data Management: Knowledge of Student Information Systems (SIS) and database entry protocols to ensure data integrity and privacy (FERPA). 

• Logistics & Inventory: Understanding of supply chain flow, from ordering and delivery scheduling to inventory turnover and stock maintenance. 

Skills 

• Financial Reconciliation: Proficient in identifying discrepancies between balance sheet accounts and vendor statements to ensure 100% accuracy. 

• Administrative Coordination: Skilled in complex scheduling, including managing "floater" staff assignments and coordinating multi-vendor delivery timelines. 

• Technical Proficiency: Advanced use of Microsoft Excel for financial tracking and specialized databases for health inspections and student meal accounts. 

• Professional Communication: Experience drafting formal correspondence to parents/guardians regarding sensitive financial statuses (e.g., meal benefits). 

Abilities 

• Attention to Detail: Ability to process high volumes of invoices and applications while maintaining a zero-error rate in financial and compliance documentation. 

• Interdepartmental Collaboration: Ability to work effectively with food services staff and vendors to resolve billing discrepancies and operational bottlenecks. 

• Adaptability: Ability to manage shifting priorities, such as re-routing staff (floaters) at the last minute to meet daily operational needs. 

• Discretion & Integrity: Ability to handle confidential student financial data and health permit records with a high level of professionalism. 

ADDITIONAL REQUIREMENTS  

Working Hours 

• The duty day for this position is 8 hours including a one hour duty-free lunch.  

APPLICATION REQUIREMENTS 

Complete applications must be submitted, and once your application has been submitted, you will not be able to add documentation or make any changes. Incomplete applications will not be considered.  Resumes will not be accepted in lieu of a completed application.  
Supplemental Application Questions 

This position requires applicants to provide responses to the below supplemental application questions to determine whether you meet the minimum and preferred qualifications. Please upload your responses in a separate file to the supplemental application questions section of the application. 

1. Please describe your experience with general ledger accounting or accounts payable systems.    

2. Do you possess accounts payable experience in a K-12 public education or government setting? 

3. Please specify the software/systems you have used to process accounts payable. 

SELECTION CRITERIA 

Applicants who meet the minimum qualifications will be included in further evaluation. Interviews will be limited to those applicants who, in addition to meeting the basic requirements, have experience and education which most closely match the position qualifications and the needs of the school system.  

Applicants may be required to complete a skills assessment prior to or during the interview process. 

EMPLOYMENT INFORMATION 

Compensation

This is a 12-month per year position in the Howard County Education Association, Educational Support Professionals (HCEA-ESP) employee unit. The current salary range for this position is Grade XI on the Secretaries and Assistants salary scale. Step placement will be in accordance with the salary procedures of the Howard County Public School System and the HCEA-ESP Master Agreement which considers relevant prior experience. Under the Fair Labor Standards Act, this position is not exempt from overtime.   

Retirement 

Membership in the Maryland State Retirement Agency (MSRA) pension plan is a mandatory condition of employment for all employees who meet the eligibility and membership criteria defined in the State Personnel and Pensions Article and the Code of Maryland Regulations (COMAR). A qualifying employee cannot reject membership, nor can an ineligible employee elect membership. The annual contribution to the pension plan will be 7% of an employee’s annual salary.  

Benefits

HCPSS offers a comprehensive benefits package for eligible employees. Information about additional benefits such as paid time off can be found in the negotiated agreement for employees in this bargaining unit. 

Pre-Employment Requirements 

Professional references will be contacted prior to any offer of employment. Recommended candidates will be  to provide references from current and recent supervisors. 

All employees, regular and temporary, must be fingerprinted, have a criminal background investigation completed, and successfully complete the Maryland Employment History Review, pursuant to Section 6-113.2 of the Education Article, Annotated Code of Maryland. In addition, some positions will require completion of a physical examination and/or drug testing. 

Anyone offered employment is  to provide proper identification and documentation of eligibility for employment in the United States. HCPSS participates in E-Verify and does not offer employee sponsorship. 

For questions regarding this posting, please contact Philip Wentt (philip_wentt@hcpss.org) OR humanresources@hcpss.org. 

EQUAL OPPORTUNITY EMPLOYER

To request an accommodation during the application or interview process due to a documented disability, please email humanresources@hcpss.org.

HCPSS celebrates diversity and is committed to creating an inclusive environment for all employees and applicants and prohibits discrimination, harassment, and retaliation of any kind. HCPSS is committed to the principle of equal employment opportunity for all employees in providing them with a work environment free of discrimination and harassment. All employment decisions at HCPSS are based on organizational needs, job requirements and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability,  sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, veteran status or present military service, family medical history or genetic information, family or parental status, or any other characteristic protected by federal, state or local laws.