ACCOUNTING TECHNICIAN

LOCATION:  Crook County School District Administration Office

HOURS/DAYS:  260-day contract; 8 hours per day

START DATE:  February 24, 2025

APPLICATION DEADLINE:  Open Until Filled

COMPLETE JOB DESCRIPTION:

JOB SUMMARY

General Description: The Accounting Technician is responsible for performing elements of the District’s Accounts Payable and Accounts Receivable processes.  This includes the coordination, collection, entry, and management of invoices, checks, requisitions, and purchase orders.  This position relies upon structured procedural methods to ensure proper and timely payment to vendors and from customers, as well as performing reconciliation functions to verify accuracy. This position also serves as a backup for other staff members.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Accounts Payable:

1.      Receive, verify, process, and reconcile invoices before processing for payment.

2.      Scrutinize account codes used on Purchase Orders for accuracy and appropriateness.

3.      Coordinate and communicate deadlines and timelines to various departments.

4.      Ensure all appropriate authorizations are obtained in relation to invoice processing.

5.      Make payments to vendors by check, direct deposit or other methods within specified deadlines.

6.      Post credit card statements in an accurate and timely manner

7.      Keep informed about changes in laws and regulations affecting 1099s, taxable payments, and district policies.

8.      Provide information to employees and managers regarding Purchase Orders, invoices, expenditures, and budget.

9.      Develop and improve the systems used to process the entire Accounts Payable cycle.

10.     Prepare and file annual 1099s; obtaining necessary W-9s prior to payment.

11.     Verify vendor accounts by reviewing monthly statements and related transactions.

12.     Disburse and track petty cash, verifying documentation for purchases.

13.     Answer vendor inquiries in a timely and responsible manner.

14.     Manage storage of invoice records, following the District’s record retention policies.

15.     Distributes district credit cards; monitor authorizations, employee agreements, and credit card limits for       individual users.

16.     Track energy usage and provide reports for outside agencies and internal departments.

Accounts Receivable and Cash Receipting:

1.   Receive payments by cash, check, EFT, and credit card.

2.   Verify, process, and reconcile receipts before processing for deposit; locate and attach proper supporting documentation.

3.   Post payments to appropriate invoices, manage overpayments and underpayments, and request refunds if appropriate.

4.   Research unexpected payments when necessary.

5.   Post cash receipts for non-invoiced amounts, including GL interfaces and spreadsheet templates.

6.   Prepare and deliver bank deposits as consistently and timely.

Accounting:

1.      Create and post journal entries.

2.      Reconcile General Ledger balance sheet accounts and fund balances according to schedule.

3.      Prepare information and schedules requested by auditors and various review agencies.

4.      Monitor expenditures for reasonableness and alignment with account coding structure.

5.      Maintain accounting information in order to generate reports to compare actual expenditure to budget.

6.      Reconcile general ledger accounts and investigate any potential accounting errors or irregularities.

7.      Provide reports to a wide variety of audiences.

8.      Serve as an information resource about encumbrances and available funds for non-labor budget sources.

OTHER FUNCTIONS

1.      Perform other work related duties as assigned.

2.      Work cooperatively and harmoniously with clients, co-workers, and supervisors.

3.      Maintain professional and technical knowledge by participating in professional development activities.

4.      Provide backup support to other positions in case of absence or work overload.

5.      Display good personal hygiene, punctuality, professionalism, and appropriate attire in an office setting.

6.      Maintain task lists and directions as guides for backup assistance when such assistance becomes necessary.

7.      Compose and process correspondence, memos, and reports.

8.      Perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, providing information to callers, and providing support for the Director of Business & Finance as needed.

QUALIFICATIONS

Knowledge and experience:

1.      Professional office communication, practices, procedures, and equipment.

2.      Microsoft Office applications including Outlook, Access, Excel, Power Point, and Word.

3.      Fund accounting, General Ledger basics, Accounts Receivable, and Accounts Payable concepts.

Skills and Abilities:

1.      Intermediate to advanced spreadsheet knowledge.

2.      Interpersonal skills and the ability to build strong relationships.

3.      Timely response to inquiries from employees or other customers.

4.      Understand accounting concepts such as journal entries, reconciliations, accounts payable, and accounts receivable.

5.      Managing multiple tasks simultaneously with interruptions.

6.      Apply principles of logical or scientific thinking to a wide range of intellectual and practical problems.

7.      Manage electronic documents in an organized and efficient manner.

8.      Consistently apply rules and regulations to varying situations.

9.      Understand and apply methods to timely detect and correct discrepancies in data.

EDUCATION:

High School diploma or equivalent required; college level courses or advanced experience in bookkeeping or accounting preferred.

PHYSICAL REQUIREMENTS:

Work in a sometimes chaotic environment and still maintain task organization, and strategic direction.  May involve exposure to noisy work areas. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.  While performing the duties of this job, the employee is regularly required to talk and hear.  The employee is required to frequently walk (occasionally on an uneven surface), occasionally sit and reach with hands and arms (frequently reaching above the shoulders), stoop, kneel, or crouch.  Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and the ability to adjust focus.

Tasks require extreme accuracy and concentration; the employee works with continual interruptions.  Must be able to sit for prolonged periods, with attention to detail and with minimal supervision.

Note:  This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties, requirements, efforts, functions, or working conditions associated with the job.  This job description is not a contract of employment or a promise or guarantee of any specific terms or conditions of employment.  The school district may add to, modify, or delete any aspect of this job description (or the position itself) at any time as it deems advisable.