Accounting Associate

7 days ago

Williamsburg, Virginia, United States Williamsburg-James City County Public Schools Full time

Job Summary

This position is responsible for assisting the Child Nutrition Services Supervisor in preparing, maintaining and issuing Food Serve official financial records and financial reports.

Duties and Responsibilities

Facilitates with the set-up, installation, training, retraining, implementation, and problems of the computerized point of sale system. Updates the computerized system periodically with the new prices and free/reduced lunch information. Prepares State and Federal reimbursement claims and supporting documents. Keys in data from the SL-12's, as submitted monthly by the Child Nutrition Services Cafeteria Managers, after checking for accuracy. Monitors all cafeteria manager paperwork for accuracy and makes corrections. Keeps track of errors and generates a monthly, as well as, cumulative report on the numbers and kinds of errors by individual manager. Develops a punch list of common errors discovered. Includes the number of bank errors on this report. Generates and distributes monthly financial reports to cafeteria managers. Collates, sorts, compiles and files various fiscal data and related documents or information in accordance with procedures. Operates calculator, computer, and other standard office equipment. Enters data into spreadsheet format. Creates spreadsheets when needed. Schedules and coordinates all catering activities. Prepares invoices for all catering events and distributes to appropriate personnel. Monitors monthly, the number of free/reduced students purchasing meals versus those who are eligible. Monitors production sheets on a weekly basis and records any missing sheets. Generates a monthly and cumulative report which indicates the dollar amount of waste by school. Analyzes this information and discusses it with the cafeteria managers at quarterly meetings. Processes electronic food supply orders from school cafeteria managers and submits to vendors. Communicates with vendor representatives and reconciles orders if managers receive shortages, incorrect items, etc. Reviews source documents, such as invoices, for completeness and accuracy. Inputs items such as expenses into computer, assigning debits or credits to appropriate accounts. Processes accounts payable received from CNS vendors and maintains file copies of payments. Communicates with vendors on problem accounts. Processes purchase orders for Child Nutrition Services, establishes and maintains vendor files as needed. Orders and maintains office supplies for CNS. Distributes incoming CNS mail on a daily basis. Monitors encumbrances and alerts the Child Nutrition Services Supervisor when an adjustment to the purchase order is necessary. Manages all uniform issues. Generates monthly overtime spreadsheets for Child Nutrition Services. These spreadsheets would be maintained by person, site, and quantity of hours worked. Receives and processes USDA donated foods; calculates value, allocates to each school, and arranges for storage and delivery of food to each kitchen. Maintains on-going summary of USDA foods received including reconciliation with USDA generated reports. Generates monthly menus for all grade levels from the cycle menu information. Ensures monthly menus are posted on the Child Nutrition Services web page by the 20thof each month. Assists with in-house catering including preparation, delivery, cleanup and billing. Models the WJCC Strategic Plan Values: Individualism, Integrity, Innovation, Accountability and Collaboration. Performs other duties as assigned.

Minimum Qualifications (Knowledge, Skills and/or Abilities Required)

Graduation from high school, including or supplemented by course work in bookkeeping or accounting; experience in bookkeeping or related office work. One or two years of advanced accounting courses preferred. Associate's Degree preferred or, at minimum, an advanced accounting course. Knowledge of bookkeeping terminology and methods. Knowledge of routine accounting principles and practices. Knowledge of standard office procedures, practices and equipment, including computers. Ability to post accounts and to perform mathematical computations with speed and accuracy. Ability to apply bookkeeping knowledge to specific assignments and to learn procedures and regulations involved in the area of assignment during a reasonable period of training. Ability to establish and maintain effective working relationships with other employees, school officials, and the public.

Supervision Exercised

None.

Supervision Received

Performs duties under the supervision of the Child Nutrition Services Supervisor. Supervisor provides instructions as to the objective of the assignment and the expected results. Work is reviewed for compliance with instructions and results achieved. Continuing assignments are made in specific areas, but employee receives cross-training to gain a working familiarity with other accounting areas. Employee assists others in this training and in providing other advice and assistance.

Working Conditions and Physical Requirements

Busy office environment with deadlines and interruptions. Work requires establishing priorities. Work performed is of moderate difficulty involving preparation and maintenance of financial or related records.

This job description in no way states or implies that these are the only duties to be performed by this employee. The incumbent will be required to follow any other instructions and to perform any other related duties as assigned by the principal or appropriate administrator. WJCC Public Schools reserves the right to update, revise or change this job description and related duties at any time.

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