FLSA Status: Non-exempt

Grade: 11 (Educational Support)

Revision Date: April 9, 2021

Location: Central Office

Job Summary

This position is responsible for technical work performing varied and complex duties involved in the Finance Department, including purchasing, accounting, and accounts payable

Duties and Responsibilities

  • Processes purchase orders and processes contract change order requests; updates cancellation of orders in the system.
  • Assures integrity of the purchase order control system by establishing and maintaining databases including vendor database; ensures all new vendors receive a W-9 form.
  • Communicates professionally by telephone and in person; answers a wide variety of questions from school employees and vendors.
  • Maintains and creates purchasing files.
  • Serves as the liaison with the County Purchasing Department on daily issues.
  • Audits and prepares employee travel vouchers, employee tuition assistance requests and employee reimbursement requests for payment, ensuring required documentation has been received.  Enters and balances data.
  • Performs research for various issues; prepares spreadsheets, conducts comparative analysis, or special reports when directed.
  • Orders office supplies for the Finance Department.
  • Orders receipt books required by school auditors to meet required auditing procedures.  Maintains numerical log of distribution of receipt books to schools.
  • Audits weekly accounts payable check runs to ensure accuracy of payment.
  • Assists Accounts Payable Coordinator with auditing P-card transactions to ensure charges are legitimate and all supporting documentation is received.
  • Performs accounting data entry for cash receipts and journal entries.
  • Prepares and makes weekly bank deposits.
  • Assists Staff Accountant with managing the Federal Impact Aid program (form verification, etc.).
  • Assists Staff Accountant with managing and tracking school division inventory.
  • Assists Staff Accountant with the accounts receivable function by preparing and sending out routine invoices.
  • Models the WJCC Strategic Plan Values: Individualism, Integrity, Innovation, Accountability and Collaboration.
  • Performs other duties as assigned.

Minimum Qualifications (Knowledge, Skills and/or Abilities Required)

  • High school diploma or GED certificate required, supplemented by some coursework in basic accounting.
  • Must possess considerable knowledge of standard office practices, business English, and general office equipment including computers.
  • Typing experience and proficiency with word processing software to include Microsoft Office.
  • Considerable experience with data entry and spreadsheets.
  • Knowledge of state procurement process and best
  • Knowledge of accounting, bookkeeping, and office procedures and terminology.
  • Ability to maintain accurate records and databases, and perform reliable and accurate mathematical operations.
  • Ability to exercise good judgment, and follow complex verbal and written instructions.
  • Ability to communicate with people effectively, courteously, diplomatically, and tactfully.
  • Ability to establish and maintain effective working relationships with school employees, vendors, bidders, and the general public.

Supervision Exercised


Supervision Received

Performs duties under the supervision of the Chief Financial Officer.

Working Conditions and Physical Requirements

Busy office environment with constant deadlines and frequent interruptions.  High volume of work requiring establishment of priorities.  Must have the ability to sit for extended periods of time; exhibit manual dexterity to enter data into a computer terminal/typewriter; to see and read a computer screen and printed material with or without vision aids; hear and understand speech at normal levels and on the telephone; speak in audible tones so that others may understand clearly in person and on the telephone; ability to understand and follow oral and written instructions; physical agility to lift up to 25 pounds.

This job description in no way states or implies that these are the only duties to be performed by this employee.  The incumbent will be required to follow any other instructions and to perform any other related duties as assigned by the principal or appropriate administrator.  WJCC Public Schools reserves the right to update, revise or change this job description and related duties at any time.