Accounting Specialist

ACCOUNTING SPECIALIST JOB DESCRIPTION

Department: Treasurer/CFO

Reports To: Treasurer/CFO or Designee

Employment Status: As established by Board of Education policy

FLSA Status: As determined by the District

Board Approved: __________________

POSITION SUMMARY:

The Accounting Specialist performs accounting, financial, and administrative functions necessary to support the accurate, timely, and efficient operation of the District’s financial activities. The position is responsible for processing financial transactions, maintaining accounting records, performing reconciliations, supporting budget and audit functions, and providing financial information and customer service to District employees, administrators, vendors, and other stakeholders.

The Accounting Specialist works under the direction of the Treasurer/CFO or designee and performs assigned duties in accordance with applicable laws and regulations, Board policies, District procedures, accounting principles, and established internal controls.

ESSENTIAL FUNCTIONS

1. Accounting and Financial Operations

• Processes, records, and maintains assigned financial transactions, including accounts payable, accounts receivable, revenues, deposits, receipts, refunds, transfers, adjustments, and general ledger activity.

• Enters and maintains accurate financial information in District accounting and financial management systems.

• Reviews transactions for appropriate coding, supporting documentation, approvals, and compliance with established procedures and available appropriations.

• Maintains organized and accurate financial records and supporting documentation.

• Researches and resolves routine accounting discrepancies and refers unusual or complex matters to the appropriate supervisor.

2. Reconciliation, Revenue, and Budget Support

• Performs assigned bank, cash, revenue, general ledger, and other account reconciliations and maintains appropriate supporting documentation.

• Processes and records assigned District revenues, prepares deposits, monitors receivables, and follows established collection procedures.

• Assists with monitoring assigned revenues and expenditures, identifying discrepancies or unusual activity, and providing information for budget monitoring.

• Prepares routine financial reports, spreadsheets, schedules, and other information as assigned.

• Assists with month-end and fiscal year-end closing activities.

3. Accounts Payable, Purchasing, and Vendor Services

• Processes invoices and purchase orders in accordance with District procedures.

• Verifies documentation, coding, approvals, and available appropriations prior to processing payments.

• Maintains accurate accounts payable records and supporting documentation.

• Communicates with vendors regarding routine invoices, payments, and account questions.

• Assists District employees and administrators with routine purchasing, payment, coding, and account-balance questions.

4. Payroll and Benefits Support

• Performs assigned payroll-related accounting functions.

• Processes or reconciles employee deductions, benefits, and other payroll-related financial information as assigned.

• Maintains supporting documentation and responds to routine payroll-related inquiries.

• Identifies and communicates payroll or benefit discrepancies to the appropriate supervisor.

5. Audit, Compliance, and Internal Controls

• Maintains financial records and documentation necessary for internal and external audits.

• Provides financial information and supporting documentation to supervisors and auditors as requested.

• Assists with routine audit research and requests.

• Performs assigned duties in compliance with applicable laws, regulations, Board policies, District procedures, and established internal controls.

• Promptly communicates potential control concerns, unusual transactions, or unresolved discrepancies to the appropriate supervisor.

6. Customer Service, Communication, and Team Support

• Provides professional, timely, and courteous service to District employees, administrators, vendors, and other stakeholders.

• Provides accurate information regarding assigned financial functions within the scope of the position.

• Maintains confidentiality of employee, student, vendor, and District financial information.

• Provides backup support for other Treasurer/CFO Office functions as assigned.

• Participates in cross-training and assists with maintaining continuity of financial operations.

• Adjusts priorities and responsibilities as necessary to meet operational needs.

7. Process Improvement

• Identifies recurring errors, inefficiencies, or opportunities to improve assigned financial processes.

• Communicates recommendations to the Treasurer/CFO or designee.

• Assists with implementation of approved process improvements designed to increase accuracy, efficiency, organization, and customer service.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of basic accounting principles, financial recordkeeping, and reconciliation procedures.

• Ability to accurately process financial information and perform mathematical calculations.

• Strong attention to detail and commitment to accuracy.

• Ability to identify routine errors and discrepancies and follow established procedures and internal controls.

• Ability to organize work, prioritize responsibilities, and meet established deadlines.

• Ability to maintain confidentiality and exercise sound judgment.

• Effective written, verbal, and interpersonal communication skills.

• Ability to establish and maintain effective working relationships with District employees, administrators, vendors, and the public.

• Proficiency with Microsoft Office applications, particularly Excel.

• Ability to learn and effectively use District accounting and financial management systems.

• Ability to work independently while contributing effectively as a member of a team.

MINIMUM QUALIFICATIONS

• High school diploma or equivalent.

• Experience in accounting, bookkeeping, accounts payable, accounts receivable, payroll, or a related field preferred.

PREFERRED QUALIFICATIONS

• Associate degree in accounting, finance, business administration, or a related field.

• Experience with Ohio public school district or governmental accounting.

• Experience with school district financial management software.

• Experience performing bank and account reconciliations.

• Experience with accounts payable, accounts receivable, payroll, purchasing, or revenue processing.

• Demonstrated proficiency with Microsoft Excel and financial spreadsheets.

WORKING CONDITIONS

• Work is primarily performed in an office environment with regular use of computers, telephones, calculators, and other office equipment.

• May require extended or adjusted work hours during month-end, fiscal year-end, audit, budget, payroll, or other critical financial periods.

• Regular and reliable attendance is an essential function of the position.

ACCOUNTABILITY

The Accounting Specialist is accountable to the Treasurer/CFO or designee for the accurate, timely, organized, and confidential completion of assigned responsibilities and for compliance with applicable laws, regulations, Board policies, District procedures, and established internal controls.

DISCLAIMER

The duties and responsibilities described in this job description are representative of the position and are not intended to constitute an exhaustive list of all duties, responsibilities, knowledge, skills, or working conditions. The Treasurer/CFO or designee may assign additional duties consistent with the position, qualifications of the employee, and operational needs of the District.