Budgetary Officer

Title: Budgetary Officer

Reports to: Treasurer

Description: Assists the Treasurer with the timely payment of authorized financial obligations.

• Two years of college level training in accounting or equivalent combination of training/work experience is required.
• Congenial telephone etiquette.
• Proficient in office protocol and the use of business equipment.
• Proficiency in accurate manual arithmetic calculations and use of Microsoft Office and Google.
• Proficiency in automated financial data processing systems.
• Proficient in data entry, spelling, proofreading, and the correct use of grammar.
• Bookkeeping skills and ability to apply advanced mathematical concepts.
• Multitasking ability and strong interpersonal skills.
• Experience with governmental fiscal operating procedures.
• Training in ALICE school safety process.
• Documented evidence of a clear criminal record (FBI and BCI).

The following duties are representative of performance expectations. A reasonable accommodation may be made to enable a qualified individual with a disability to

Perform Essential Functions.

• Performs secretarial and administrative support functions. Organizes and maintains functional filing systems (electronic and hard copy) that ensures the safe retention of office records. Keeps materials properly filed to maintain an orderly office.
• Uses the computerized accounting system (USAS) and electronic purchase requisitions/purchase orders system (SC View) to prepare complete, accurate and systematic financial records.
• Upholds and follows Board policies and administrative procedures in handling and calculating employee reimbursements and all parent refunds.
• Refers inquiries requiring policy interpretation to administrative staff.
• Maintains the confidentiality of and with privileged information.
• Prepares requisitions for the Treasurer's office. Prepares requisitions for other departments in the district as needed and when directed by supervisor.
• Creates and maintains vendor files.
• Converts and electronically disburses purchase orders after being approved by the Treasurer.
• Accurately and timely processes invoices for payment for weekly check runs.
• Processes and mails checks for the payment of authorized invoices.
• Reports to bank via web all checks issued/voided (Positive Pay).
• Issues refund checks due to over payment of fees and other miscellaneous items.
• Creates vendor list and issues "payment in lieu of" checks for transportation reimbursement for students attending out of district schools.
• Reviews/calculates and processes reimbursements for authorized staff expenses.
• Completes bank deposit slips and delivers deposits to bank twice weekly or as needed.
• Contacts vendors for W-9 Forms and records required information for tax reporting purposes.
• Prepares 1099 Forms at calendar year end. Mails forms to vendors and submits reports to the IRS.
• Files miscellaneous 1099 reporting as required such as RITA Form 17 or any other as required.
• Reports to IRS, new hire independent contractors, which are paid $2500 or more in a calendar year.
• Keeps up with materials for storage/electronic filing.
• Works with the Treasurer to periodically discard archived records following the records retention and disposal schedule adopted by the Board.
• Scans records and processes paperwork for reimbursable district expenses.
• Tracks student activity account expenditures. Informs the Treasurer about spending variances over/under budget.
• Works cooperatively with auditors in providing all accounts payable related materials during the audit process.
• Reconciles petty cash accounts for central office and all district buildings.
• Assists building principals and administrative assistants as well as departments with financial reports such as how to run a Budget Summary, Financial Detail Report, look up available budgets, cash, revenue and expense accounts.
• Distributes office and interdepartmental mail and faxes for the Treasurer's office. Helps prepare special mailings.
• Serves as a backup to Payroll Officer and Assistant Treasurer as needed.
• Monitors changes in the regulations that govern the manner in which data is collected, recorded, and reported. Attends training…