FINANCE SPEC II - Cares Funded Temporary Position for 2 Years
Under general supervision, the purpose of the position is to provide specialized support and compliance oversight relative to federal programs and perform district-based duties associated with managing, reconciling, and reporting of accounts in addition to developing and maintaining organizational budgeted funds. Employees in this classification function at a complex financial/budget level capacity. Responsibilities include producing and reviewing financial reports and documents; analyzing data and processing requests; monitoring policy implementation in accordance with local, state, and federal guidelines; performing reconciliations; and researching financial issues. This position also serves as technical and procedural expert for all district personnel providing training related to financial/budget matters, as well as serving as a liaison between the district and various outside financial entities and vendors. Duties may be finance, accounting, and budget related.
EXAMPLES OF ESSENTIAL FUNCTIONS
Responds to internal and external customers in a timely, accurate, courteous and empathetic manner representing OCPS in a positive light.
Prepares, monitors, and evaluates budgets related to federal programs. Reviews district Title I budgets for balances to ensure adequate budget to cover all expenditures including payroll and charter school invoices to allow for processing of payments.
Files financial data on a daily basis, ensuring all documentation is complete and accurate. Maintains budget files from beginning of fiscal year to end of fiscal year and keeps records of all changes. Creates binders for federal/state grant documentation.
Performs reconciliation of budgeted positions based on what was bought by school/department and what is listed in computer system.
Researches problem/questions concerning budget issues, positions, accounts payables, revenue, supplements, etc.
Provides financial assistance relative to distributing expenditures to various funds, split coding positions, budget transfers, and the reconciliation and reclassification of expenses. Coordinates expenditure reclassifications and account pay processes with the finance department.
Assists with policy implementation in compliance with federal and state regulations regarding proper use and coding of funds.
Coordinates the daily, weekly, monthly, and year-end activities of the accounts payable function to facilitate in the timely payment to vendors in an efficient manner.
Approves requisitions for supplies and equipment to assure proper coding and adequate budget from assigned schools and departments. Reviews for cost center/coding and approves shopping carts for all Title I schools.
Reviews budget and federal application documentation for out of county travel documents for Title I school approval. Reconciles department travel card expenses; ensures adequate funds for travel; moves funds as necessary and coordinates payments.
Provides technical assistance and support regarding customer service issues with both internal and external customers as well as confidential matters to local, state, and federal agencies.
Assists school secretaries and department staff with questions regarding federal and state budget and personnel allocations. Provides one-on-one training to school bookkeepers and secretaries, to include updating all federal forms and budget books.
Initiates critical thinking in problem solving and decision making as necessary, and exercises good judgment in resolving substitute payments and chargebacks according to federal program standards while identifying records for correction.
Responsible for maintaining department inventory and completing annual audit of inventory for district.
Keeps the immediate supervisor and department head informed of critical issues and incidents which upper management should be made aware of.
Generates and analyzes critical accounts payable, financial, and technical reports to include such things as budgets and positions; verifies for completeness while identifying problems for corrections (e.g. monthly spend, payroll projections, and staff reports) utilizing advanced Excel skills (e.g., exporting data into spreadsheet, building and utilizing formulas, creating pivot tables). Through report analysis, creates budget transfers and clears deficits to facilitate required maintenance of federally funded budgets; calculates poverty levels.
Processes payments via credit card, and check for vendors, Payroll, and travel reimbursements.
Keeps up-to-date on current trends, regulatory changes, and technology used at OCPS by attending workshops, webinars, and conferences as needed.
Coordinates with applicable department within OCPS, prepares, and submits the lost or stolen property information in accordance with the State of Florida and other states, when necessary.
Prepares Excel spreadsheets, audits for completeness, questions discrepancies, requests credits, and submits to Finance to chargeback activity (i.e. Copiers, etc.).
Prepares an Excel spreadsheet from utility vendor invoices, audits for completeness, questions discrepancies, requests credits, submits to immediate supervisor for approval via the “Record of Charge Card Use” form.
Performs the reconciliation of liability accounts that are overseen by Accounts Payable.
Creates, analyzes, troubleshoots, and prepares various reports via OCPS's ERP system of Accounts Payable exporting into Excel for immediate supervisor or department head, when necessary.
Serves as a liaison between the various departments within the district such as Finance, Payroll, Accounts Payable, and Budget; serves as a liaison between the district and financial institutions and other outside entities.
Assists with state audits; reviews materials and documentation, redacts information as appropriate, scans and uploads information into a secured site.
Creates and edits content in monthly budget newsletter, keeping others informed of vital information and important dates.
Creates and updates informational lists as required (e.g., email distributions by program with updates as principal changes occur; Title I by work location, learning community, and poverty level).
Maintains knowledge of standard accounting principles relevant to recording and maintaining accounting information.
Operates a computer to enter, retrieve, review, or modify data; utilizes word processing, database, and software programs.
Responsible for keeping up to date on current technology, as job appropriate, being used by OCPS. With the support of the district, attends training to ensure skill level in various technologies is at the level required to perform in current position.
Responsible for timely and accurate information they maintain as part of their job responsibilities.
The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.
While the following tasks are necessary for the work of the unit, they are not an essential part of the purpose of this position and may also be performed by other unit members.
Answers district phone for six federal programs.
Maintains two departmental copiers.
Distributes faxes to team members.
Coordinates room reservations.
Files/scans departmental documents.
Performs related duties as directed by the immediate supervisor or department head.
MINIMUM TRAINING AND EXPERIENCE
Associate's degree with course work emphasis in accounting; supplemented by three (3) years previous experience and/or training involving accounting, and analyzing data, or any equivalent combination of related education, training and experience which provides the required knowledge, skills and abilities to perform the essential job functions. Proficiency in Excel preferred.
Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data and/or information. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others on how to apply procedures and standards to specific situations.
Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; ability to calculate decimals and percentages; may require ability to utilize principles of fractions and/or interpret graphs.
Functional Reasoning: Requires ability to apply principles of rational systems. Ability to interpret instructions furnished in written, oral, diagrammatic, or schedule form. Ability to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
Situational Reasoning: Requires the ability to exercise the judgment, decisiveness and creativity required in situations involving evaluation of information against measurable or verifiable criteria.
Physical Ability: Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station.
Sensory Requirements: Some tasks require visual perception and discrimination. Some tasks require oral communications ability.
Environmental Factors: Tasks are regularly performed without exposure to adverse environmental conditions, such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, animals/wildlife, toxic/poisonous agents, violence, disease, or pathogenic substances.
The Orange County School District will provide reasonable accommodations to qualified individuals with disabilities to allow them to perform the essential functions of the job when such individuals request an accommodation.