What are the responsibilities and job description for the Office Specialist position at Carlsbad Municipal Schools?
MINIMUM QUALIFICATIONS:
JOB GOAL: To assure the smooth and efficient operation of the District Level Site or Department Office.
ESSENTIAL JOB FUNCTIONS:
- High School Diploma or GED with post-secondary coursework in a business related field of study. A degree from an accredited college or university in a business-related field is preferred.
- Five years’ experience in a business/finance office setting; experience in public school finance is preferred.
- Proficiency in the operation of various financial systems and the use of software applications and web-based systems.
- Ability to interpret and apply Federal, State and Local regulation, policies and procedures.
- Working knowledge of the fundamentals of accounting and internal control systems.
- Ability to represent the District in a professional and responsible manner in all communications and interactions with District employees, customers and the public.
- Ability to demonstrate initiative in investigating and resolving problems, addressing customer concerns and meeting the demands of heavy workloads, strict timelines and deadlines.
- Ability to manage assigned units with minimal supervision, while keeping supervisors informed.
- Ability to communicate facts and processes in a clear, accurate, respectful and effective manner; verbally and in writing.
- Ability to manage time, organize and prioritize assigned workload.
JOB GOAL: To assure the smooth and efficient operation of the District Level Site or Department Office.
ESSENTIAL JOB FUNCTIONS:
- Manage all assigned Finance Units and other areas of responsibility.
- Process financial transactions by designated deadlines.
- Audit transactions for compliance with regulatory and procedural requirements.
- Maintain program/financial documentation for assigned Units at a standard that meets audit requirements.
- Prepare account reconciliations and initiate transaction corrections, as needed.
- Prepare and submit reports to oversight agencies by designated due dates; troubleshoot and correct reporting discrepancies.
- Assist District employees with pay and benefit issues and Control Agents with budget and account issues.
- Research and resolve vendor account issues.
- Maintain calendars, schedules, web page and equipment maintenance files.
- Prepare Board Agenda items and supporting reports.
- Safeguard cash and other District assets.
- Provide training and support to District staff and Control Agents in assigned areas of responsibility.
- Use and manage the operation of various financial systems used in the District (Visions, Chalk School, PAW, online banking, Federal and State reporting web portals, etc.)
- Utilize software platforms to complete job duties (Outlook, Excel, Word, Power Point, survey monkey, etc.)
- Apply Federal, State and Local regulation, District policy and procedures; investigate and report compliance exceptions.
- Other duties as assigned.
