What are the responsibilities and job description for the Technician - Cashier-Accounts Payable position at Jeffco Public Schools?
SUMMARY: Receive, deposit and disburse central District funds utilizing cash management techniques and proper internal controls. Maintain deposit and disbursement information on People Soft, maintain files for District vehicle titles, school safe combinations, payroll voided checks, payroll check control series and District petty cash accounts. Process journal entries to record receipt of monies to the District. Import utility data from Utility Management System and distribute District wide vendor payments for utilities. Coordinate and communicate armored car pickup schedules district wide.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Receive, research, deposit, balance and book District funds, including ACH payments/transfers. Maintain a system for documenting, identifying and properly processing checks sent for deposit with no documentation for direction. Prepare weekly deposit for pickup by armored car service. Communicate and coordinate with Financial Services team members regarding deposits, reconciliation and discrepancies. Insure proper cash handling practices and compliance with Jefferson County Public Schools and/or district accounting policies in the cashier office.
Process journal entries to record District ACH deposits, deposits from schools, departments and outside entities and to facilitate the movement/distribution of funds within Jeffco. Maintain documentation related to all deposit transactionsand the ability to research archived deposits if necessary.
Provide support to Property Management in the form of receiving, researching and processing the receipt of property management receivables generated by the building use program. Provide reports back to Property Management for research, reconciliation and posting purposes. Process cash and credit card payments that come to the cashiers office.
Communicate and coordinate with armored car service regarding district wide pickup schedules. Communicate with both Jeffco personal and armored car service provider regarding issues, schedules, building accessibility, changes due to weather conditions, etc. Assist purchasing in review and reconciliation of monthly charges based on knowledge of daily routes, issues, changes, etc. Utilize armored car service provider data base for reconciliation of issues and verification of service.
Process selected Accounts Payable transactions, i.e. all utility payments for the district. Proficient use of Utility Management System (UMS) to enter data (usage and payment) for review by Jeffco Energy Management department Manager. Coordinate with Energy Management in regards to the processing and validation of the data. Export data from UMS and import to PeopleSoft AP for payment processing. Process manual payments for utilities submitted by charter schools. Research and resolve all discrepancies in utility billings..
Verify/distribute Accounts Payable checks to appropriate schools/departments and vendors. Maintain/monitor check pickup log for timeliness. Ensure that proper internal control procedures are followed for check distribution.
Maintain/distribute and reconcile funds for petty cash at the district level and Food Service change funds for the lobby cart.
Provide customer service and maintain relationships with District employees, vendors and the public. Communicate with schools/departments in regards to status of accounts payable, payroll checks, deposits, armored car pickups and accounts receivable. Provide clerical assistance to departments as needed.
Perform other duties as assigned.
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.
EDUCATION AND TRAINING: Associates Degree Business/Accounting preferred. Equivalent experience and post secondary course work from a recognized business, vocational or community college equivalent to two (2) years of college or specialized knowledge/skills related to the position will be considered.
EXPERIENCE: 2 - 3 years experience relevant to the position preferred. One year experience with computerized financial systems.
SKILLS, KNOWLEDGE, & EQUIPMENT: Must have excellent customer service and communication skills, both oral and written. Must have the ability to review a situation, apply District policies/ procedures, seek assistance if needed and take appropriate action. Requires interaction with customers and problem solving abilities on a regular basis. Requires mathematics, voice mail, spreadsheet (Excel preferred) word processing (Word preferred) interactive accounts payable software, accounting skills, ability to operate a 10-keycalculator, and keyboarding/typing by touch. May be required to take the District Skills Assessment Test as part of the application process.
CERTIFICATES, LICENSES, & REGISTRATIONS None required.
SUPERVISION/TECHNICAL RESPONSIBILITY: This job has no supervisory responsibilities. This position serves as a technical resource on a specific functional area such as curriculum, technology, or a business application. This position is recognized as a departmental resource in a specialty area, operational process, field, or program.
CONTACTS: Daily contact with persons within/outside department/building, students, parents, vendors/suppliers, general public, applicants, and/or District advisory committees to resolve problems and maintain harmonious relationships. Contacts are regarding routine matters and somewhat sensitive matters involving problems and confidential information or data.
SAFETY TO SELF AND OTHERS: High exposure to self to repetitive motion injuries due to key boarding. Low exposure to self to cuts and bruises due to typical office accidents.
The physical demands, work environment characteristics, and mental functions 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.
PHYSICAL DEMANDS: While performing the duties of this job, the employee is regularly required to use hands to finger, handle, and feel; reach with hands and arms; and talk and hear. The employee frequently is required to stand, walk, and sit. The employee is occasionally required to climb or balance and stoop, kneel, or crouch. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.
WORK ENVIRONMENT: The noise level in the work environment is usually quiet.
MENTAL FUNCTIONS: While performing the duties of this job, the employee is regularly required to communicate and use interpersonal skills. The employee is frequently required to analyze, coordinate, compile, evaluate, synthesize, and compute. The employee is occasionally required to copy, instruct, and negotiate.
JUDGMENT AND DECISION MAKING: Work is more varied and may involve modifying guidelines. Requires judgment to determine practical courses of action involving corrections or adjustments. Choices fall within the range of specified, acceptable standards, alternatives, and practices. Decision making is guided by Board, District, department, and/or school policies and procedures. Standards and practices are not as well defined, and deviations are not as easily noticed. Errors in decision making could lead to loss of confidence in or impact the image of the District or division. Supervisor is not always present.
DIVERSITY OF DUTIES: Duties are somewhat diversified and may cross several technical areas or fields within the department. Work requires some cross training in operational procedures or fundamental technical applications. Duties and actions require teamwork and sometimes consultation with other departments.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Receive, research, deposit, balance and book District funds, including ACH payments/transfers. Maintain a system for documenting, identifying and properly processing checks sent for deposit with no documentation for direction. Prepare weekly deposit for pickup by armored car service. Communicate and coordinate with Financial Services team members regarding deposits, reconciliation and discrepancies. Insure proper cash handling practices and compliance with Jefferson County Public Schools and/or district accounting policies in the cashier office.
Process journal entries to record District ACH deposits, deposits from schools, departments and outside entities and to facilitate the movement/distribution of funds within Jeffco. Maintain documentation related to all deposit transactionsand the ability to research archived deposits if necessary.
Provide support to Property Management in the form of receiving, researching and processing the receipt of property management receivables generated by the building use program. Provide reports back to Property Management for research, reconciliation and posting purposes. Process cash and credit card payments that come to the cashiers office.
Communicate and coordinate with armored car service regarding district wide pickup schedules. Communicate with both Jeffco personal and armored car service provider regarding issues, schedules, building accessibility, changes due to weather conditions, etc. Assist purchasing in review and reconciliation of monthly charges based on knowledge of daily routes, issues, changes, etc. Utilize armored car service provider data base for reconciliation of issues and verification of service.
Process selected Accounts Payable transactions, i.e. all utility payments for the district. Proficient use of Utility Management System (UMS) to enter data (usage and payment) for review by Jeffco Energy Management department Manager. Coordinate with Energy Management in regards to the processing and validation of the data. Export data from UMS and import to PeopleSoft AP for payment processing. Process manual payments for utilities submitted by charter schools. Research and resolve all discrepancies in utility billings..
Verify/distribute Accounts Payable checks to appropriate schools/departments and vendors. Maintain/monitor check pickup log for timeliness. Ensure that proper internal control procedures are followed for check distribution.
Maintain/distribute and reconcile funds for petty cash at the district level and Food Service change funds for the lobby cart.
Provide customer service and maintain relationships with District employees, vendors and the public. Communicate with schools/departments in regards to status of accounts payable, payroll checks, deposits, armored car pickups and accounts receivable. Provide clerical assistance to departments as needed.
Perform other duties as assigned.
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.
EDUCATION AND TRAINING: Associates Degree Business/Accounting preferred. Equivalent experience and post secondary course work from a recognized business, vocational or community college equivalent to two (2) years of college or specialized knowledge/skills related to the position will be considered.
EXPERIENCE: 2 - 3 years experience relevant to the position preferred. One year experience with computerized financial systems.
SKILLS, KNOWLEDGE, & EQUIPMENT: Must have excellent customer service and communication skills, both oral and written. Must have the ability to review a situation, apply District policies/ procedures, seek assistance if needed and take appropriate action. Requires interaction with customers and problem solving abilities on a regular basis. Requires mathematics, voice mail, spreadsheet (Excel preferred) word processing (Word preferred) interactive accounts payable software, accounting skills, ability to operate a 10-keycalculator, and keyboarding/typing by touch. May be required to take the District Skills Assessment Test as part of the application process.
CERTIFICATES, LICENSES, & REGISTRATIONS None required.
SUPERVISION/TECHNICAL RESPONSIBILITY: This job has no supervisory responsibilities. This position serves as a technical resource on a specific functional area such as curriculum, technology, or a business application. This position is recognized as a departmental resource in a specialty area, operational process, field, or program.
CONTACTS: Daily contact with persons within/outside department/building, students, parents, vendors/suppliers, general public, applicants, and/or District advisory committees to resolve problems and maintain harmonious relationships. Contacts are regarding routine matters and somewhat sensitive matters involving problems and confidential information or data.
SAFETY TO SELF AND OTHERS: High exposure to self to repetitive motion injuries due to key boarding. Low exposure to self to cuts and bruises due to typical office accidents.
The physical demands, work environment characteristics, and mental functions 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.
PHYSICAL DEMANDS: While performing the duties of this job, the employee is regularly required to use hands to finger, handle, and feel; reach with hands and arms; and talk and hear. The employee frequently is required to stand, walk, and sit. The employee is occasionally required to climb or balance and stoop, kneel, or crouch. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.
WORK ENVIRONMENT: The noise level in the work environment is usually quiet.
MENTAL FUNCTIONS: While performing the duties of this job, the employee is regularly required to communicate and use interpersonal skills. The employee is frequently required to analyze, coordinate, compile, evaluate, synthesize, and compute. The employee is occasionally required to copy, instruct, and negotiate.
JUDGMENT AND DECISION MAKING: Work is more varied and may involve modifying guidelines. Requires judgment to determine practical courses of action involving corrections or adjustments. Choices fall within the range of specified, acceptable standards, alternatives, and practices. Decision making is guided by Board, District, department, and/or school policies and procedures. Standards and practices are not as well defined, and deviations are not as easily noticed. Errors in decision making could lead to loss of confidence in or impact the image of the District or division. Supervisor is not always present.
DIVERSITY OF DUTIES: Duties are somewhat diversified and may cross several technical areas or fields within the department. Work requires some cross training in operational procedures or fundamental technical applications. Duties and actions require teamwork and sometimes consultation with other departments.
