Budget/Finance & Accounting Specialist FY2425_134

Job Title:       Budget/Finance & Accounting Specialist FY2425_134

Department:  Business & Finance

Report To:    Finance Director

Effective Date:   ASAP

Class Non Exempt:   .5 to 1.0 FTE Flexible

Pay Table/Range:   $25-$35 /hour

Job Summary:

Under the supervision of the Finance Director, the incumbent performs a variety of comprehensive accounting principles and serves the entire Belgrade School District.  The incumbent shall value and promote the mission and vision of the district.  Assisting the District’s Finance Director with day-to-day operations. This position will support the business operations of the District in the areas of budget and finance by performing a variety of financial activities including processing, recording, updating and reconciling fiscal information; providing instructions, recommendations and/or accounting support to other personnel; and analyzing expenditures against budget. Only minimum duties are listed.  Other duties and functions may be assigned.

Essential Functions Duties/Responsibilities:

• Budget Control
  • Assist the Finance Director with the development of the annual operating budget and line-item budgets. This includes account control and budget entry.
    • Building level block grant calculations
    • Maintenance and Operation budget, including Building and Building Reserve
    • Special Services
    • Human Resources
    • Custodial
    • Athletics and Activities
    • Curriculum and Staff Development
    • Travel and Training
    • IT/Technology
    • Federal and state grants
  • Coordinate with Human Resources and Payroll Supervisor to gather the annual wage and benefit budget details for the ensuing fiscal year. (zero based personnel budgeting)
  • Maintaining a record of utility usage (water/sewer, gas and electric)
  • Assist the Finance Director, as needed, with data needed for wage and benefit negotiations with the various bargaining units in the District
  • When requested by the Finance Director, assist and review Accounts Payable to ensure the coding of all invoices to the correct budgetary account
  • Assists in managing district budget and monitoring line items and reporting on significant variances
  • Oversees district cash flow analyzing revenues and expenditures and recommends investment alternatives to Finance Director
  • Assists with analyzing data for future budget projections, cost analysis, and long-term forecasting.
  • Assist with state, local and federal budget reports

• Financial Management and Reporting
  • Assumes lead role in preparation of annual financial statements
  • Ensures proper and timely reconciliation of all district bank accounts
  • Communicates with Gallatin County offices regarding ACH’s (taxes, retirement, transportation and interest)
  • Prepares external reports for federal, state, and regional governmental entities.
  • Oversees fixed asset accounting and maintains capital asset depreciation schedule
  • Assists the Finance Director with the financial year end close of the District.
  • Prepares and analyzes financial information to assist with district-level decision making.
  • Assist the Finance Director with preparation of reports and information for annual audit, board/finance meetings, and others as requested.
  • Prepares and submits journal entries as needed
  • Prepares GL system for annual rollover
  • Assist with creating updating and maintaining software system, including user rights
  • Perform internal audits as deemed necessary by Director of Finance

• Grants and Misc Accounts (Fund 15)
  • Update the District’s accounting system for all grant funds maintained in Fund 115 and 215. This includes all OPI egrants.    (Part B, Title, Perkins)
  • Assist with OPI egrants budget submission and amendments. Maintain an accurate record of current PRC (Project Reporter Codes) and report balances to the Finance Director monthly.
  • Keep a current budget of all local, State and Federal grants.
  • Provide expenditure data monthly to the Finance Director for cash request purposes as well as providing the Finance Director with the status of each grant.
  • Assist staff with information for grant writing and submit new grant applications on behalf of the District when opportunities exist.

• Credit Card and/or Purchasing Cards
  • Assist Finance Director in developing and implementing policies and procedures.
  • Reconcile all transactions and assign all general ledger accounting codes to each transaction.
  • Monitor credit card/purchasing card system for efficiency and effectiveness and compliance with District Policies and Procedures and communicate any deficiencies and/or areas to improve efficiency to the Director of Finance.

• Oversee Student Accounting System
  • Account Set up
  • Review disbursement log
  • Work with the MS and HS Activities Secretaries on activity and athletic budgets.
  • Provide training and assistance to MS and HS activities secretaries as needed.
  • Review and report on the Accounting System used by the MS and HS Activities Secretaries.
  • Review credit card/pcard usage at the Activity Fund level for compliance with District policy and procedures and communicate review findings to the Finance Director

• Community Relations
  • As needed, coordinate with the website coordinator to ensure school board and financial information is up-to-date and accurate on the district website.
  • Attend School Board meetings and other meetings as requested by the Finance Director
  • Receive and provide district business/finance operations related information over the telephone, in-person, and during community meetings as needed.
• Performs other duties as assigned.

Required Knowledge/Skills/Abilities

• Knowledge and background using Generally Accepted Accounting Principles.
• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. 
• Ability to write reports, business correspondence, and procedure manuals. 
• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
• Ability to work with statistics and data analysis.
• Ability to apply concepts such as fractions, percentages, ratios and proportions to practical situations. 
• Ability to apply financial concepts such as compound interest, time value of money, tax rates and discounts.
• Ability to solve practical problems and deal 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.
• Personal computer and spreadsheet skills. (Excel, Google Sheets, MS Work, MS PowerPoint)
• Ability to organize and set priorities to work effectively under pressure and meet deadlines.
• Ability to apply knowledge of current research and theory in a specific field.  “Best Practices”
• Ability to establish and maintain effective working relationships with students, staff and the school community. 
• Ability to speak clearly and concisely both in oral and written communication. 
• Ability to perform duties with a high degree of independence.
• Ability to perform duties with awareness of all district requirements and Board of Trustee policies.

Education and Experience:

• Bachelor in Business Administration, Accounting, or related field preferred. 
• Three years’ experience in full charge school or other local government accounting capacity with reporting experience
• Experience with budget production and control

Preferred Qualifications: 

• CPA
• Montana School Accounting Experience

Working Conditions:

• Duties are primarily performed in an office environment at a desk or at a computer.
• The incumbent will experience interruptions while performing normal duties during the regular workday.
• The incumbent will have contact, in person. via email, or on the telephone, with faculty, management, staff and the general public.

The Belgrade School District does not discriminate on the basis of race, color, religion, sex, citizenship, ethnic or national origin, age, disability, medical status, military status, veteran status, marital status, sexual orientation, gender identity or expression, genetic information, ancestry, or any legally protected status in any of its employment practices, educational programs, services or activities.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential duties.  

This job description is intended to accurately reflect the duties, responsibilities and requirements of the position.  It is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, or working conditions associated with the position.  Management and administration reserve the right to modify, add, or remove duties and assign other duties as necessary.

Salary : $25 - $35