Accounting Assistant II

Job Title: Career and Technical Education Accounting Assistant II

Location: Academic Programs

Pay Grade: Clerical Scale Grade C11

Work Calendar: All 12 Month Staff

FLSA Status: Non-Exempt

GENERAL PURPOSE

Reporting to the Director of Career and Technical Education, the Career and Technical Education Accounting Assistant II is responsible for preparation and maintenance of fiscal records and related document, administering the financial components of the Perkins V federal grant, and supporting teachers with instructional purchases. The successful candidate will demonstrate excellent time management and records documentation, enabling the office/department to meet its goal in service of the mission of Stafford County Public Schools ("SCPS") to enable students to succeed.

MAIN JOB TASKS AND RESPONSIBILITIES

Ensure timely payments

• Enter requisitions and prepare purchase orders in the accounting system.
• Process invoices for payments, ensuring proper coding to budget accounts.
• Manage procurement cards in accordance with SCPS policies, regulations, and Finance Manual procedures.
• Follow differentiated procedures as directed by the Department of Financial Services for vendors requiring unique processing (e.g., service providers and consultants).
• Serve as the office/department/school finance expert and coordinate procurement and payment procedures with other offices in the division when necessary.

Maintain appropriate fiscal records

• Maintain records of the office/department/school budget and prepare reports for supervisor as requested.
• Manage multiple deadlines and track purchases so all Virginia Department of Education reimbursements are filed accurately and within by the required deadline.
• Prepare other financial reports as requested by supervisor or the Department of Financial Services.
• Prepare and maintain all other necessary fiscal records and related documents.

Support and demonstrate core values of Stafford Schools

• Engage in ongoing professional development relevant to position.
• Respond to written and oral requests for information promptly and thoroughly.
• Maintain a clean, neat appearance, appropriate to position.
• Maintain a record of appropriate attendance and punctuality.
• Serve as a role model for students, colleagues, and the general public.
• Work in close harmony with colleagues, supervisors, and co-workers.
• Comply with all District and School policies and regulations, including but not limited to guidelines for confidentiality.
• Perform other related duties as required/assigned.

EDUCATION AND EXPERIENCE

• High school degree or equivalent required; associate's degree from an accredited institution or other coursework demonstrating preparation for accounting-related work preferred. Work experience will be considered in lieu of this requirement.
• Two (2) years of job-related experience required.
• Fluency with MS Office products (Word and Excel) and Google Suite (Docs, Sheets, and Drive), or the ability to quickly acquire such fluency, required.
• Prior experience using Enterprise ERP, enterprise financial software preferred.
• Prior experience with federal grant reimbursement processes preferred.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge
  • Standard office procedures, practices and equipment
  • Stafford County Public Schools Board policies, regulations and Finance Manual procedures
  • Standard accounting principles and bookkeeping terminology and methods
• Skills
  • Effective time management and organizational skills
  • Appropriate written and verbal communication and thorough knowledge of English grammar and usage
• Abilities
  • Establish and follow detailed work procedures
  • Post accounts with accuracy
  • Work cooperatively in a team environment to meet goals
  • Organize and perform work independently
  • Meet deadlines for all work even when working on multiple projects
  • Show sustained effort and enthusiasm in quality and quantity of work

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS

• Work environment is primarily inside, with moderate noise, temperatures that are moderate and no exposure to chemicals or other negative air quality elements.
• The work is moderate work, requiring exertion of up to 50 pounds of force to move or lift objects.
• The following physical and mental abilities are representative of those expected to complete the essential functions of the job: standing for prolonged periods; sitting for prolonged periods; operating motor vehicles or heavy equipment; moving the hands, wrists, or fingers repetitively; moving with force on the back or lower body repetitively; feeling, grasping, or holding objections by hand; identifying colors visually; identifying objects in low light or distant conditions; communicating via spoken language; communicating via written language; perceiving sounds; making decisions using logic and rational thinking.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations shall be made, as required by law, to enable individuals with disabilities to perform the primary job functions herein described.

Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties, just as though they were actually written out in this job description.

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