Fiscal and Grant Management Support

Columbia Gorge Educational Service District
Job Description – Account Specialist II
Title: Account Specialist
Department: Business Department
Classification: Confidential
Supervised by: Superintendent
Work Year: 230 Days (1.0FTE) or as Assigned by Superintendent

Job Purpose Statement:

The job of Assistant Bookkeeper is established for the purposes of preparing, reporting, reviewing and/or processing employee payroll and benefits; providing technical assistance and support to department staff; coordinating assigned projects; providing information to new and current employees, providers and/or administrators; resolving payroll, employee benefits, retirement reporting and reconciliation issues; and maintaining a wide variety of confidential employee records as well as preparing salary, benefit and data collection for collective bargaining and personnel budgeting. This position will also provide support and backup to Human Resource Services.

Job Qualifications: Education and Experience:

• High School Diploma or equivalent required, and
• Associate Degree/Bachelor’s Degree in business or accounting field preferred or
• Vocational or technical training in an accredited program specializing in business or accounting principles, and
• At least four years of experience in working in payroll specialty field of service preferred.
Licenses, Certifications, Bonding, and/or Testing Required:
• Criminal Justice Fingerprint Clearance
• Valid Driver’s License and evidence of insurability
• Successfully pass district background screening

Knowledge, Skills, and Abilities:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. ·
• Ability to work effectively and cooperatively with staff, local district personnel and constituent agencies.
• Demonstrated effectiveness in organizational and coordination skills.
• Maintains professional and technical knowledge by participating in professional development activities.
• Ability to undertake responsibilities and complete assignments with minimum supervision.
• Knowledge of federal and state laws governing salary and benefits administration and follows and supports ESD policies, procedures and collective bargaining agreements.
• Knowledge of financial accounting systems.
• Demonstrates written, verbal (in person and by phone) and interpersonal communication skills.
• Demonstrates computer skills, including word processing, database, spreadsheet applications, web design, and maintenance skills.
• Ability to exercise independent judgment and aptitude for handling and processing privileged information with professional integrity.
• Completes projects in an accurate and timely manner.
• Demonstrates flexibility and adaptability when acquiring new tasks and learning new skills.
• Knowledge of department specific program areas including policies and procedures.
• Collaborates with department director/coworkers to design and produce program specific documents.
• Makes independent decisions within limits of agency policies and procedures in the absence of a supervisor.

Essential Job Functions:

1. Processes monthly payroll and associated tasks for all employees and special payroll for summer school program. Maintains and updates employee information.
2. Processes and submits annual W-2 information to employees and reporting agencies.
3. Processes monthly payroll liabilities and fringe benefits including tax payments, Public Employee Retirement System (PERS) reports, vendor reporting, etc.
4. Processes accounts payables; calculates mathematical accuracy of items received versus billed; and applies ESD policies towards purchases. Two accounts payable runs are done each month.
5. Process and submit annual 1099-Misc information to vendors and reporting agencies.
6. Maintains current fixed asset inventory records for the agency.
7. Assists in the preparation for the annual audit of financial statements.
8. Prepares banking deposits and transfers funds to cover expenses.
9. Assists with human resources by preparing recruitment notices; onboarding; processing personnel documents; and maintaining personnel information in the computer financial system.
10. Assists with administration and regulation of department’s budgets. Monitor revenue, expenditures, and reconcile year-end balances.
11. Provides assistance and follow through to questions and inquiries; when necessary, directs questions and concerns to appropriate ESD staff.
12. Assists department staff in meeting agency system requirements (travel, reimbursements, payroll, etc.).
13. Completes and processes department purchase orders. Verifies receipt of purchases; direct merchandise to appropriate programs; bill program budgets as appropriate.
14. Payroll preparation for department staff (track staff calendars, leave, exchange forms and timesheets).
15. Organizes workshops/events. Produce related programs and training materials. Procure necessary supplies. Coordinate and schedule meeting rooms.
16. Completes and submits referrals/reports/plans as required by program area.
17. Maintains database/lists in accordance with agency and/or program needs as appropriate.
18. Perform other related duties, as assigned, to support the success of the agency

Educational Skills:

Language & Communication:

• Ability to comprehend, interpret and explain pertinent laws, rules, regulations, policies and procedures.
• Ability to read and comprehend instructions, correspondence and memos.
• Ability to speak effectively with other employees and/or students
• Ability to effectively present information and respond to questions from groups of administrators, managers, employees, clients, customers, and/or the general public
• Ability to write reports and business correspondence.
• Ability to effectively present information and respond to questions from individuals or groups.

Mathematical:

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to compute rate, ratio, and percent and to draw and interpret graphs.
• Ability to apply concepts of basic algebra and geometry.
• Ability to make accurate mathematical computations or apply standardized statistical procedures.

Reasoning Ability:

• Ability to solve practical problems and deals with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.

Workplace Expectations:

• Work effectively with and respond to people from diverse cultures or backgrounds.
• Demonstrate professionalism and appropriate judgment in behavior, speech and dress in a neat, clean and appropriate professional manner for the assignment and work setting.
• Have regular and punctual attendance.
• Confer regularly with other ESD staff, ESD Districts, and immediate supervisor.
• Follow all District policies, work procedures and reasonable requests by proper authority.
• Maintain the integrity of confidential information relating to a student, family, colleague or District patron.
• Demonstrates professional character in all job responsibilities. Displays courteous, polite disposition, exercising tact and diplomacy. Maintains confidentiality in all aspects of the agency.
• Attend trainings related to professional growth to stay current on best practices.

Physical Requirements:

1. In an eight-hour day employee may:
a. Stand/Walk { }None { }1-4 hrs {x}4-6 hrs { }6-8 hrs
b. Sit { }None { }1-3 hrs { }3-5 hrs {x}5-8 hrs
c. Drive { }None {x}1-3 hrs { }3-5 hrs { }5-8 hrs
2. Employee may use hands for repetitive:
{x} Single Grasping {x} Pushing and Pulling { } Fine Manipulation
3. Employee may use feet for repetitive movement as in operating foot controls:
{ }Yes {x}No
4. Employee may need to:
a. Bend { }Frequently {x}Occasionally { }Not at all
b. Squat { }Frequently {x}Occasionally { }Not at all
c. Climb Stairs { }Frequently {x}Occasionally { }Not at all
d. Lift { }Frequently {x}Occasionally { }Not at all
5. Lifting:
{x} Sedentary Work: Lifting 10 pounds occasionally with frequent sitting and occasional standing/walking.
{ } Light Work: Lifting 25 pounds occasionally with frequent sitting and occasional standing/walking.
{ } Medium Work: Lifting 50 occasionally, 25 pounds frequently with occasional sitting and frequent standing/walking.
{ } Medium Heavy Work: Lifting 75 pounds occasionally, 35 pounds frequently with occasional sitting and frequent standing/walking.
{ } Heavy Work: Lifting 100 pounds occasionally, 50 pounds frequently with occasional sitting and frequent standing/walking.

Mandatory Child Abuse Reporting

As mandatory reporter (ORS.419b.010) you are required to immediately report to Law Enforcement and or Department of Human Services, any instances of suspected child abuse.

Agreement

I have reviewed the requirements and expectations for the above position and understand its content. I am aware that my position description may be revised or updated at any time and once notified of changes, I remain responsible for the knowledge of its contents.
The statements contained herein reflect general details necessary to describe the principle functions required of this position, the level of knowledge and the skill typically required and the scope of responsibility.
I, ____________________________________ have read and received a copy of this job description. I understand the expectations required for this position and that a copy of this job description will become part of my personnel file.

______________________________________ _______________________________________
Employee Signature Date

Salary : $36 - $42