Doyle - Student Services Accounting Specialist - 1.0 Fte

Doyle - Student Services Accounting Specialist - 1.0 FTE 

Doyle Administration Building 

Purpose of Position:

The purpose of this position is to assist the Associate Superintendent of Student Services to maintain financial and staffing records for the Student Services Department.

Supervisory Responsibilities:

None

Essential Duties and Responsibilities:

• Plan and carry out budget procedures/systems for Student Services Department including routine monitoring of department expenditures and revenues and communicate monitoring status to department administrators; assists department in the preparation of department budgets and budget materials; reviews and makes recommendations on department budget proposals; assists in the development of multi-year forecast estimates for department budget/allocation.

• Manage financial records, reconciliation, reporting and auditing for all Student Services internal, State, Federal and grant related funds.  This includes ADA 504 supported programs and services IDEA preschool entitlement, IDEA flow through, and miscellaneous special education discretionary grants.

• Produce all documents for data collection and monitoring reports for all special education district programs.  Compile and organize all data elements for special education programs

• Prepare all budget worksheets for all special education related programs and services.  Monitor and prepare revisions as necessary.

• Manage grant applications and revisions for IDEA preschool entitlement, IDEA flow through, and miscellaneous special education discretionary grants.  Coordinate completion of Time and Effort Reporting requirements.

• Calculate the district's IDEA proportionate share expenditure and requirements.  Maintain tracking of students parentally placed in private or parochial schools for reporting purposes.  Work with staff for completion of Personnel Activity Reports and costing of expenditures.

• Maintain all Student Services allocation/staff data from Human Resources, Budget/Planning, and Student Services administrators with information gathered from schools.  Communicate and problem-solve all discrepancies.

• Process all Student Services hiring documents, to include:  vacancy notices, recommendations to hire, etc.

• Complete and verify all student and staff information supporting enrollment/allocation snapshots for students enrolled in Special Education programs.  Maintain hearing impaired interpreter allocation grids.  Set up and maintain OT/PT allocation excel spreadsheet.  Communicate all employment to Human Resources.  Update BAM allocations with Budget/Planning.

• Process payrolls for all administrative, teaching, BRS, and clerical staff assigned to the Student Services central office.  Process payrolls for itinerant special education staff.

• Maintain leave status of Student Services staff and process "Specialty Sub" (OT/PT/SL/Psych/SW/Counselor) payrolls.

• Assist Executive Director in coordination of office management functions, including office space modifications, phone service, etc.

• Coordinate and monitor department procurement cards.

• Prepare and submit the High Cost Student data reporting.

• Prepare and submit Transfer of Services financial requirements submitted to Budget/Planning.

• Monitor/process all documents processed through Board.docs for Student Services.

• Provide back-up support to Additive Duties Payroll.

• Facilitate Quality Improvement/Project Task Forces at the directive of the Executive Director.

• Provide training and technical support on data management/student information systems.

• Assist/support Executive Director with district-wide duties and or projects.

Employees with disabilities must meet qualification standards that are job-related and consistent with business necessity and must be able to perform the "essential functions" of the position, with or without reasonable accommodation.

 

Qualifications:

• Four year degree in accounting, finance or related field; or two year degree and equivalent work experience.

• Three years successful administrative support, budgeting/accounting and auditing experience or a combination of experience and formal training.

• Advanced knowledge of and proficiency with databases.

• Ability to proficiently use a computer with strong technology skills, proficient with Microsoft Office programs, (Word, Excel), Gmail, Google Drive, and personnel management platforms (e.g. Munis and Kronos)

• Ability to work independently with minimal supervision.

• Ability to work with multiple supervisors and adapt to different work styles.

• Ability to communicate effectively in a positive culturally responsive manner with district staff, students, and community/family members both verbally and in writing.

• Ability to respect highly sensitive student and family information in a confidential and professional manner.

• Ability to follow FERPA and MMSD policy requirements regarding student confidentiality.

• Proficiency and skill in accounting/bookkeeping/record keeping practices and procedures.

• Ability to create/maintain highly organized systems, establish priorities to complete work tasks/projects on time and at a high level of quality.

• Ability to perform a variety of duties and set priorities to meet multiple deadlines.

• Ability to make reasonable independent judgement and decisions.

• Ability to work independently and to be a self-starter.

License Requirements: 

 None.

Length of Work:

Number of days in the assignment or contract.

Working Conditions:

• Work involves frequent deadlines under pressure.

• Work requires frequent use of computer programs and data analysis.

• Plans with others and determines how organizationally to best meet the needs of those served.

• Flexibility to adjusting to continuously changing situations.

• Ability to work in a safe and comfortable environment where exposure to environmental factors is minimal and poses little risk of injury.

Physical Requirements:

• Ability to operate a computer terminal/PC and other office equipment.

• Ability to exert very light physical effort in sedentary to light work.

• Ability to sit, stand, type or use the keyboard for extended periods of time.