Fiscal Operations Coordinator

Deer Lakes School District; Cheswick (Allegheny County); On-site; USD 40,000 - 60,000; Full time

Job summary

Deer Lakes School District is seeking an organized administrative accounting assistant to support the Business Manager in the district's business office. The role handles inquiries, maintains financial files, and supports tax and accounts payable functions.

The position requires a Bachelor’s in accounting or equivalent experience, familiarity with school finance, and ability to manage confidential information, with strong MS Office and Google Docs skills.

Qualifications

• Bachelor degree in accounting preferred.
• Experience in a school finance environment.
• Proficient with MS Office and Google Docs.
• Ability to handle confidential information.

Responsibilities

• Field and respond to inquiries from staff, families, business, and the public by mail, phone, and email.
• Maintain hardcopy and digital files for the Business Office and Business Manager including contracts, audits, insurance, certificates of insurance, invoices, purchase orders, and tax collections.
• Maintain all insurance policies and files on claims.
• Organize and maintain PlanCon files for large projects.
• Coordinate supply and paper ordering and bids by schools, update and publish instructions for all buildings.
• Develop working knowledge of Federal & State laws and district policies relating to accounts payable and tax collections.
• Prepare tax-exempt certificates and issue the district IRS Form W-9 as needed.
• Match purchase orders to invoices and receiving copies and verify for payment.
• Verify purchase orders for confirming and prepaid items.
• Assist in purchase order changes and resolve issues.
• Verify travel, mileage, and tuition reimbursements and prepare for payment.
• Enter data in software for payments and print checks and registers.
• Prepare bill list for board action.
• Perform vendor maintenance in financial software.
• Prepare 1099s for federal filing and distribution to vendors.
• Record payables on cafeteria, activity/trust, and capital reserve accounts.
• Maintain relationships with suppliers and resolve billing problems.
• Review and follow up on outstanding purchase orders and unpaid invoices.
• Contact schools with shipping issues and coordinate resolutions.
• Contact staff for delivery confirmations.
• Assist student activity accounts with deposits and ledger balances.
• Record budget transfers and maintain transfer files.
• Maintain all accounts payable and tax collection files.
• Maintain fixed assets and inventory control including accounting and disposal of assets.
• Record fixed assets purchases in software.
• Review tax collector reports and deposits and record in GL.
• Record cash receipts to GL.
• Assist in year-end audit.
• Cross-train with Payroll/Benefit Coordinator as needed.
• Perform other duties as assigned by the Business Manager.

Skills

Confidentiality

Customer service

Communication

Attention to detail

Time management

Professionalism

Education

Bachelor Degree in accounting

Tools

Microsoft Office

Google Docs

Job description

1. 1. Bachelor Degree in accounting preferred.
2. 2. At least two years’ experience in a business office environment.
3. 3. Knowledge of school finance and accounting procedures.
4. 4. Experience with basic software programs including Microsoft Office Suite and Google Docs.
5. 5. Demonstrate the ability to manage confidential information.
6. 6. Ability to deal effectively and courteously with associates and the public.
7. 7. Pass a medical exam, which is in accordance with the PA Department of Health.
8. 8. Have current Act 34, Act 151, and Act 114 Clearances.

REPORTS TO: Business Manager

GOALS: This position is responsible to assist and support the Business Manager with the duties and function of the business office.

ESSENTIAL FUNCTIONS:

1. 1. Field and respond to general inquiries and solicitations from staff, families, business, and the public by mail, phone, and email.
2. 2. Maintain hardcopy and digital files for the Business Office and Business Manager including contracts, audits, insurance, certificate of insurance, invoices, purchase orders, and real estate tax collections and Act 511 tax collections.
3. 3. Maintain all insurance policies and files on claims.
4. 4. Organize and maintain PlanCon files for large projects.
5. 5. Coordinate supply and paper ordering and bids by schools, update and publish instructions for all buildings.
6. 6. Develop a working knowledge of all relevant Federal & State laws and regulations, as well as district policies and procedures relating to functions relating to accounts payable and tax collections.
7. 7. Prepare tax-exempt certificates and issue the district IRS Form W-9 as needed.
8. 8. Match purchase order to invoices and receiving copies and verify for payment.
9. 9. Verify purchase orders for confirming and prepaid items.
10. 10. Assist in purchase order changes, resolving issues pertaining to outstanding and/or incomplete purchase orders.
11. 11. Verify all request for travel, mileage, and tuition reimbursements and prepare for payment.
12. 12. Enter data in software for payments, remitting ach file to bank, print checks and registers.
13. 13. Prepare bill list for board action.
14. 14. Perform vendor maintenance in financial software.
15. 15. Prepare 1099s for federal filing and distribution to vendors.
16. 16. Record payables on cafeteria, activity/trust accounts, and capital reserve accounts.
17. 17. Maintain relationship with supply and service vendor representatives: monitor account statements, contact companies with billing problems, respond to vendor inquiries for payment status, and facilitate resolutions of disputed AP matters.
18. 18. Review, follow-up, and resolve issues pertaining to outstanding purchase orders and unpaid invoices to assure the timely receipt of items ordered and payment of correspondences.
19. 19. Contact schools with shipping and receiving problems and coordinate resolutions.
20. 20. Contact staff by phone, email, and/or interoffice mail for delivery confirmations.
21. 21. Assist student activity account advisors with deposits, check requests, account guidelines, forms, and account ledger balances.
22. 22. Record budget transfers in the financial system and maintain budget transfer files.
23. 23. Maintain all accounts payable and tax collection files.
24. 24. Maintain district fixed assets and inventory control including accounting, acquisition and disposal of real property and surplus equipment in accordance with state and federal agencies and by procedures/polices of the school district.
25. 25. Record fixed assets purchase in software.
26. 26. Review tax collector reports and deposits for accuracy and record activity in the general ledger.
27. 27. Record cash receipts to the general ledger.
28. 28. Assist in year-end audit.
29. 29. When necessary, cross-train with Payroll/Benefit Coordinator and serve as back-up to payroll functions.
30. 30. Perform other duties as assigned by the Business Manager.