Business Services Specialist (Finance & Accounting)

This position is 8 hours a day / 260 days a year. 

Purpose Statement

The job of Business Services Specialist is done for the purpose/s of overseeing assigned business or payroll services and activities; developing reporting procedures and internal controls; implementing procedures and processes; ensuring the accuracy of business-related or payroll-related data and compliance with district and regulatory agency requirements; supporting/administering information database systems; providing instruction and advice to system users; and provides direction and training to assigned personnel and district personnel.

This job reports to the Director-Business Services

Essential Functions

• Authorizes transactions for the purpose of meeting compensation requirements and/or special accounting needs, and ensuring accuracy.
• Collaborates with a variety of internal and external stakeholders for the purpose of coordinating the implementation and maintenance of services and/or programs.
• Compiles data from a wide variety of sources (e.g. payroll records, salary adjustments, tax deposits, vendor records, receivables, payables, cash deposits, etc.) for the purpose of analyzing issues, ensuring compliance with
• mandated requirements, and/or monitoring program components.
• Develops reporting procedures, internal controls, and user materials for the purpose of maintaining accurate records and providing instruction and reference.
• Facilitates assigned activities and/or projects for the purpose of complying with administrative, state, and/or federal regulatory requirements and established guidelines.
• Facilitates in workshops and seminars for the purpose of conveying and/or gathering information required to perform functions.
• Identifies issues related to district payroll systems, financial information systems, and related software applications for the purpose of responding to user problems and ensuring functionality of the financial system.
• Leads continuous improvement efforts in assigned area (e.g. engaging personnel, performing needs assessments, identifying improvements, recommending and implementing changes, etc.) for the purpose of meeting department goals.
• Maintains strict (or complete) confidentiality on personnel and student issues (e.g. personnel records, medical records, surveillance videos and images, student data, confidential communication, etc.) for the purpose of protecting personal information for staff and students.
• Maintains a variety of electronic and manual documents, files and records (e.g. payroll reports and records, statistical/financial reports and records, budgets, business forms, etc.) for the purpose of providing accurate and current information and ensuring confidentiality.
• Monitors fund and account 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/or fiscal practices are followed.
• Oversees assigned personnel and department functions (e.g. including integration of financial information system with other systems, merging/adding data fields, populating other databases, orienting staff on electronic systems, etc.) for the purpose of maximizing the efficiency of the work force and department functions, meeting legal and district requirements and providing excellent customer service.
• Performs various system administration functions (e.g. including routine and special updates to the financial system, etc.) for the purpose of controlling systems and attaining maximum utilization and efficiency.
• Prepares a variety of external and internal reports and summaries related to assigned area (e.g. accounts payable/receivable, general fund and federal grants, taxes, tax-sheltered annuities, deductions, banking reports, insurance premium payments, leave accrual, retirement, etc.) for the purpose of documenting activities and issues, meeting federal, state, and district compliance requirements, and/or providing reference materials.
• Prepares required local, state and federal reports for the purpose of ensuring allocations are accurate, related revenues are generated, expenses are within budget limits, and fiscal practices are followed in compliance with mandatory filings.
• Recommends policies, regulations, and guidelines in assigned area/s for the purpose of meeting the district's goals and objectives in compliance with federal and state legal requirements.
• Reconciles a variety of payroll and/or accounting-related information (e.g. time sheets versus contracts, direct deposits, wage attachments, benefits, receivables, payables, cash deposits, vendor records, etc.) for the purpose of ensuring accurate production and distribution of funds and payroll.
• Researches discrepancies of business or payroll information and/or documentation (e.g. accounts payable/receivable, general fund and federal grants, incorrect paychecks, tax reports and compliance documents, etc.) for the purpose of resolving discrepancy and identifying procedural problems.
• Resolves with the Director and/or the Assistant Director of Business Services in providing auditors with requested business or payroll information (e.g. accounting records, contract requirements, time sheets, wages paid, etc.) for the purpose of providing required information and coordinating necessary project activities.
• Responds to inquiries from a variety of internal and external stakeholders (e.g. business and/or payroll procedures, recordkeeping requirements, financial account activity, wage garnishments, contributions, direct deposits, etc.) for the purpose of providing information and/or resolving problems.

Other Functions

• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Education:  High school graduation or GED, prefer experience working with accounting or payroll technology and/or Community College and/or Vocational School degree.