FINANCE SPEC II

Salary Schedule

Under general supervision, the purpose of the position is to perform district-based duties associated with managing, reconciling, investing, and reporting of accounts and budgeted funds. Employees in this classification function at complex accounting level capacity and produce and review financial reports and documents in accordance with local, state, and federal guidelines. This position also serves as technical and procedural expert for all district personnel, as well as serving as a liaison between the district and various outside financial entities and vendors. Duties are accounting, and/or accounts payable 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.

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.

Assist the leadership team in supporting daily Accounts Payable processes including invoice processing, performing research, and resolving payment and remittance issues.

Review, validate and process all receipts and expenditures by automated method accurately and in accordance with established procedures to initiate vendor payments.

Processes electronic Winshuttle spreadsheet for invoices from vendors or departments prepared by Senior Finance Payroll Specialist. Manipulates data, identifies information roll-ups, and utilizes formulas for purchase order based and non-purchase order based items to ensure proper payment.

Reviews, processes incoming direct pays utilizing manual entry transaction and validation process.

Understands and communicates direct pay errors to end-users for resolution. Creates customized references as needed.

Analyzes, validates and processes all travel reimbursement expense reports for payment to employees, applying knowledge of schema types, associated checklists, cost strip differences, split funding, workflow processes, payment research, and related district policies, procedures and management directives.

Returns incomplete expense reports with clearly communicated corrective action details.

Provides backup services for Senior Finance Payroll Specialist regarding all travel payables and vendor payables troubleshooting and compliance matters.

Handles vendor payable and travel payable issues; escalates those that need facilitated through online testing for resolution.

Prepares incoming mail by date stamping, scanning to appropriate email/s, logging paper mail then sending electronic communication to vendors on district “green” procedures for Accounts Payable.

Reviews Accounts Payable email inboxes to identify invoices that need routed to end-users, credits and statements that need routed to Sr. Specialist and Senior Finance Payroll Specialist, reviewing all other emails, including the handling and researching of more complex situations, to determine resolution.

Maintains department voicemail, returns calls to vendors/end-users, answers incoming calls; assists in resolving matters for vendors and/or end-users while promoting positivity.

Checks backing for all utilities, IT and Food & Nutrition Services (FNS) spreadsheets; ensures payment matches what has been processed utilizing knowledge of direct pays, travel payables, and items to reference.

Analyzes and resolves daily duplicates received by Senior. Specialist to determine if actual duplicates posted or if reference detail needs to be revised as unique data; changes references for non-duplicates to be unique. Assists with statement review and communication prepared by Senior Finance Specialist.

Reverses and clears actual duplicates to avoid postings errors, budget issues, reporting issues.

Advises district staff of applicable procedures to ensure GRs and direct pays are captured and recorded accurately; applies knowledge of outside end user processes.

Performs secondary review of Winshuttle spreadsheets (e.g., Good Receipts Invoice Receipts, utility vendor invoices, FNS, Information Technology vendors) for completeness, questions discrepancies, requests credits, and processes. Returns any errors to submitter.

Provides technical assistance and support for end-users, vendors and management pertaining to vendor payables, travel payables, testing and reporting.

Initiates critical thinking in problem solving and decision making, and exercises good judgment in resolving payment issues with both internal and external customers. Researches problem areas and determines appropriate resolution within guidelines. Serves as a problem solver and resource for staff and consultants, escalating to higher level as needed.

Performs the reconciliation of vendor liability accounts that are overseen by Accounts Payable.

Creates, analyzes, troubleshoots, and prepares various report via OCPS’s ERP system of Accounts Payable activity for immediate supervisor or department head, when necessary.

Serves as a liaison between district personnel, vendors and upper management related to departmental function to ensure accurate results.

Assists with annual support pack testing prepared and submitted by department Administration and provides feedback and proof of results. Performs testing, analysis, and documentation for accounts payable system upgrades and process improvements.

Keep 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 reports to verify for completeness while identifying problems for corrections.

Performs cross-check validation, construction payment processing, and recording of document number in document manager.

Crosschecks and validates vendor information to ensure compliance with vendor records. Ensures overall compliance with local, state, and federal guidelines and regulations.

Keeps up-to-date on current trends, regulatory changes, and technology used at OCPS by attending workshops, webinars, and conferences as needed.

Maintains knowledge of standard accounting principles relevant to recording and maintaining governmental funds through all aspects of the ERP system, federal and state laws, ordinances, rules and regulations.

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.

Performs related duties as directed.

MARGINAL FUNCTIONS
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.

Watches check pickup email throughout the day and processes incoming request associated Goods Receipt (GR). Communicates all completions to the payment team, requestor and additional email personnel listed.

Communicates GR issues for check pickup request immediately to requestor for prompt resolution.

Attends to in person check pickups. Follows check pickup process while promoting positivity.

MINIMUM TRAINING AND EXPERIENCE
Associate’s degree from an accredited institution with course work emphasis in business, accounts payable finance, accounting or related area; and three (3) years of previous experience and/or training involving business, bookkeeping, and/or accounts payable finance/accounting and analyzing data, to include specific experience in MS Excel (i.e., utilizing spreadsheets, sorting data, application of formulas) or any equivalent combination of related education, training and/or experience which provides the required knowledge, skills and abilities to perform the essential job functions. Knowledge of Department of Education Red Book preferred.

PERFORMANCE APTITUDES

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.

ADA COMPLIANCE

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.