Bookkeeper (State & Federal Programs Department)

PRIMARY PURPOSE:

To provide bookkeeping and assistance in budget tracking, preparation, budget transfer requests, and generation of related reports to provide equitable learning opportunities for the economically disadvantaged student population and the child at risk of dropping out.

QUALIFICATIONS:

Education/Certification:

High School Diploma or GED, required

Twelve (12) college hours and/or business courses, preferred

Special Knowledge/Skills:

A high level of English proficiency, required

Strong oral and written communication skills, required

Use 10-key calculator with a high degree of accuracy, and to use a computer for data input.

Ability to work with a high degree of accuracy and attention to detail.

Ability to work independently, and within a collaborative team environment.

Ability to use independent judgment in setting priorities and making decisions.

Ability to use discretion in handling confidential information.

Experience:

Two (2) years’ experience in bookkeeping, preferred

Experience with budgets, reconciliation of expenditures, required

Workdays:  226

Pay Date:  Monthly

Clerical/Technical Pay Structure: Pay Grade CT-04

Hourly Pay Range:

Minimum:   $18.00

Midpoint:    $21.43

Maximum:  $24.86

Note:  Starting pay for a new hire in a pay range plan will be determined individually based on each person's job-related experience and salaries paid to peer employees in the same position with similar experience.

MAJOR RESPONSIBILITIES AND DUTIES/ESSENTIAL FUNCTIONS: 

1. Maintain records according to established procedures and timelines.

2. Enter and maintain financial accounting logs and reports.

3. Assist with answering general inquiries and/or interpret records and documents.

4. Assist with answering correspondence by preparing documents, retrieving records, and accessing confidential files.

5. Maintain current records and files for reporting and processing purposes.

6. Assist with creating individual, consolidated, and current year-to-date reports using the district budget system.

7. Verify forms, orders, and authorizations and resolve discrepancies.

8. Generate purchase requisitions and verify purchase orders for procurement compliance as requested for State and Federal Programs.

9. Match and process purchasing documents including purchase orders, packing slips, and invoices in preparation for payment.

10. File processed invoices, purchase orders, requisitions, and packing slips, and/or filing follow-ups for open purchase orders.

11. Support department in regard to compliance procedures for state and federal funds.

12. Assist with the development and maintenance of compliance documentation library for evidence of appropriate expenditures of State and Federal Funds.

13. Assist Director for State and Federal Programs in preparing and typing budgets for State Compensatory Education Program (193); Title I – Improving Basic Programs; Title II, Part A - Teacher & Principal Training & Recruiting Program; Title IV – ISTE and any other state or federal funds awarded to the District.

14. Review and adjust budget computer printouts on a monthly basis and update the Director of State and Federal Programs of the following programs State Compensatory Education Program (193); Title I – Improving Basic Programs; Title II, Part A - Teacher & Principal Training & Recruiting Program; Title IV – ISTE and any other state or federal funds awarded to the District.

15. Maintain thorough and accurate financial accounts and execute contractual obligations that involve State Compensatory Education Program (193) such as PDAP and Plato.

16. Verify purchase requisitions and payroll request forms for supplemental programs implemented at campuses and/or district level through state and/or federal funded programs.

17. Work with campus bookkeepers/secretaries regarding the status of the State Compensatory Education Program and Title I – Improving Basic Program allocations.

18. Assist in the preparation and submission of all necessary reports as required by the Texas Education Agency such as the quarterly and final report of project; expenditures and cash available for the following programs: State Compensatory Education Program (193); Title I – Improving Basic Programs; Title II, Part A - Teacher & Principal Training & Recruiting Program; Title IV – ISTE and any other state or federal funds awarded to the District.

19. Keep Director of State and Federal Programs informed on the approximate amount of state funds available and provide information as to how funds are being expended. Maintain proper documentation of all information required for audit purposes.

20. Utilize the in-house computer system to retrieve pertinent funding information on program components.

21. Follow McAllen ISD customer service standards.

22. Perform other duties as assigned by immediate supervisor (primary evaluator) in accordance with funding source guidelines.

SUPERVISORY RESPONSIBILITIES: 

None 

EQUIPMENT USED: 

Uses computer, copier, adding machine and other office equipment

WORKING CONDITIONS: 

Mental Demands: 

Have strong initiative to work independently and meet deadlines

Maintain effective verbal and written communication

Maintain emotional control under stress

Physical Demands/Environmental Factors: 

Prolonged sitting; stooping; bending; kneeling; pushing and pulling; prolonged use of computer; and working with frequent interruptions.