What are the responsibilities and job description for the First Steps Program and Fiscal Assistant position at Lee County School District?
Program and Fiscal Assistant (SFP)
Salary Range : $32,000.00- $35,000.00
Benefits : Full Benefits Available
Position Type : Non-Exempt, Temporary
Days of Work : 240
Work Days and Hours : Monday- Friday; (Office Hours 9 : 00 AM until 5 : 00 PM), Hours will vary based upon needs; Occasional Evenings and Weekend Hours; Flexible Days and Hours as approved by Executive Director
Work Schedule : The position is a Temporary Full-time, full-year position (240 days), funded for 37.5 hours per week. Time sheets must be kept.
Education : Preferred Minimum Bachelor's Degree in Business or Finance, or in relevant subject area.
Supervisory Responsibility : Yes
Direct Report : Program Manager, Regional Advisor, Early Childhood Programs, Education, Protection & Resilience, and Lee County First Steps Executive Director.
Submit Resume and 3 References : lee1ststeps@gmail.com
GENERAL SUMMARY
Assists the Executive Director in administering the financial affairs of the Lee County First Steps including invoices, payments, procurement, accounting systems, budget, internal controls, special projects, grants, and auditing to provide maximum financial services to support Lee County First Steps. Reports to the Lee County First Steps Executive Director.
ESSENTIAL FUNCTIONS
Interacts with contractors, suppliers on a daily basis to resolve transactional issues and gather critical information, invoices, tracking information, tax documents, etc.
Responsible for appropriate supplier selection / bidding processes for selected purchase requests, and supplier and contract pricing validation for all purchase requests under category management responsibility.
Prepares, submit, and monitor invoice processing in SC First Steps Fiscal System- Blackbaud.
Generate and prepare reports from Blackbaud and submit to Executive Director.
Maintain local fiscal and audit files.
Maintain vendor, contract, and personnel files.
Manages projects to improve procurement processes.
Responsible for supplier communication to resolve transactional issues.
Resolves invoice price and term discrepancies to enable order processing.
Ensures the supply chain needs are met in a timely and cost-effective manner.
Review costs, develops relationships with vendors and suppliers, and offers suggestions for where and how much material and supplies to buy.
Negotiates contract renewals, places bids to obtain the business of new vendors, discusses pricing, and monitors all aspects of the terms of a contract.
Maintains an inventory of supplies and materials, deciding when to make purchases as needed.
Places and tracks orders with vendors and suppliers.
Trains department managers, supervisors, and bookkeepers of procurement procedures and requirements.
Prepares various records and reports as needed to assist in the development of budgets, financial statements, schedules, ledgers, journal entries, purchase orders, invoices, spreadsheets, letters of correspondence, etc.
Coordinates the project accounting for special projects grants, assists coordinators by preparing and maintaining all financial transactions pertaining to such, to include proper reporting to the State Department of Education.
Prepares and maintains all financial transactions related to the general ledger, project accounts, bond sales, and ensures proper reconciliation. Establishes proper classification of expenditures in order to stay within parameters of budgets and assists in any budget amendments.
Accurately maintains fixed-asset accounting records by establishing appropriate records and reconciling such accounts with general ledger. Assists with any problems and / or discrepancies.
Analyzes and submits to administrators a monthly budget status report in a timely manner.
Assists in the preparation of financial statements for review by external auditors, prepares schedules and work papers for support of financial statements, assists auditors and provides other information as required for interim and end-of-year audits. Conducts periodic audits of accounts to include entrance and exit interviews in relation to the audit.
Reviews all Lee County purchase orders for accuracy, ensuring all requested funds are available, and making proper corrections where necessary. Makes proper encumbrances for invoices and purchase orders and assigns vendor numbers appropriately.
Prepares and maintains all financial transactions which include revenue, interest and cash receipts, and journal entries to ensure a balanced general ledger with the SC First Steps and other funders to include the Children's Trust of SC, and Save the Children.
Ensures a balanced general ledger and prepares an accurate cash flow report to be used in a report to the Lee County First Steps Executive Director and Board on a monthly basis.
Reviews and monitors expense accounts to meet compliance requirements.
Coordinates and / or participates in special projects / studies as assigned.
Coordinates the logistics for various meetings, retreats, workshops, as requested.
Types, copies, files and mails various routine and confidential letters of correspondence, reports, records and other documents.
Performs computer data entry to record and retrieve information; generates computer reports as required.
Receives and responds to inquiries, requests for assistance, concerns and complaints from school personnel, parents, other districts and agencies, and the general public.
Answers the telephone; provides accurate information to callers and / or forwards calls to appropriate staff person. Greets office visitors and performs customer / public service duties as required.
Performs routine clerical duties, including copying and filing documents, collating materials, sending and receiving faxes, maintaining logs and lists, processing mail, etc.
Operates a variety of equipment, which include a computer, tablet or various devices, printer, typewriter, copier, fax machine, telephone, audio-visual equipment, calculator, etc.; uses clerical, computer and bookkeeping supplies.
Maintains the necessary technological skills to effectively perform responsibilities pertaining to the position.
Interacts and communicates with Lee County First Step Executive Director, staff, consultants, school administrators, Board members, parents, sales representatives, SC First Steps Finance Department, funders, various partnering agencies and professionals, and the general public.
Attends meetings, training, workshops, etc., as appropriate to enhance professional knowledge and skills, and to represent Lee County First Steps.
Prepares refreshments for meetings; including set-up, breakdown, and transportation.
Interacts with others in a respectful and cooperative manner at all times.
Willingly performs related duties as assigned or required.
JOB SPECIFICATIONS
Education and Experience :
Bachelor's degree in accounting or finance with a minimum of five years of experience in accounting and procurement; or any equivalent combination of training and experience which provides the required knowledge, skills and abilities. Must possess a valid state driver's license.
Knowledge :
Thorough knowledge of South Carolina First Steps and Lee County First Steps' policies and procedures pertinent to the duties of the job. Thorough knowledge of general and payable accounting practices and procedures. Knows of the reports and records which must be prepared, processed and maintained in order to meet federal, state and district requirements. Is knowledgeable and proficient in the use of computers for the entry and maintenance of data and the creation of necessary reports.
Skills / Effort :
Strong accounting, analytical, communication, organization, and mathematical skills. Ability to meet deadlines with accuracy. Ability to monitor expenditures and maintain accounts within budgetary limitations. Skill in the preparation and maintenance of various financial records and reports. Ability to keep abreast of current policies and procedures. Ability to maintain confidentiality of Lee County First Steps records and information. Ability to properly schedule workload and independently performs tasks. Ability to communicate in an effective and professional manner with supervisors, co-workers, and external auditors. Is capable of working under a degree of stress related to duties that require constant attention and / or tight deadlines.
Lee County First Steps provides equal employment opportunities (EEO) to all employees and qualified applicants for employment without regard to race, color, religion, gender, gender identity or expression, ancestry, sexual orientation, national origin, age, handicap, disability, marital status, or status as a veteran. Lee County First Steps complies with all applicable laws.
DISCLAIMER STATEMENT
This job description is not intended as a complete listing of job duties. The incumbent is responsible for die performance of other related duties as assigned / required.
Salary : $32,000 - $35,000
