SR FINANCE/PAYROLL SPEC

Salary Schedule

About the Role

Under administrative direction, this position performs district-based duties associated with coordinating and prioritizing departmental tasks for the Finance, Accounting, or Accounts Payable departments. Responsibilities include reconciling master accounts, processing off-cycle vendor payments, and managing general funds expenditure reclassification requests. Employees in this role act in a coordinator or lead capacity, assigning and reviewing the work of others while interpreting and implementing proper procedures in adherence to district and governmental agency guidelines. The position involves analyzing and monitoring project expenditures.

Responsibilities

• Respond to internal and external customers in a timely, accurate, courteous, and empathetic manner, representing OCPS positively.
• Provide technical assistance and support on confidential matters to local, state, and federal agencies, including the Internal Revenue Service, ensuring compliance with reporting requirements and board policies.
• Serve as the point of contact for general funds expenditure reclassification requests.
• Create vendor numbers for reimbursements (e.g., travel, beneficiary, teacher supply debit, one-time vendors, grants, and internal accounts).
• Assign travel privileges as needed.
• Assist staff by verifying information, researching errors, and resolving discrepancies to ensure timely and accurate payments.
• Analyze, review, and advise on supporting documentation and correct accounting/general ledger codes for expenditure reclassification requests.
• Evaluate data accuracy; approve or reject requests in the portal.
• Ensure all expenditure reclassifications are corrected and parked before the year-end deadline with minimal supervision.
• Conduct one-on-one training with district staff on expenditure reclassification processes and the use of the online portal system, including guidance on proper accounting codes and required documentation.
• Monitor, test, and troubleshoot online portal system issues related to expenditure reclassification requests.
• Check transaction batches for errors; provide follow-up, investigation, and coordination to resolve issues and ensure appropriate processing.
• Oversee department purchase requirements, purchase order procedures, and payment processes as needed.
• Confirm and provide documentation to the property accounting department to ensure reclassification requests for fixed asset expenditures comply with district policy.
• Advise district staff on applicable procedures to ensure accurate and timely recording of expenditure reclassifications, including reviewing budgets to confirm sufficient funds.
• Research expenditure reclassification problems within budget and accounting areas, determine resolutions within guidelines, and communicate solutions to end users efficiently.
• Identify and correct critical errors regarding expenditures to ensure accuracy, serving as a problem solver and resource for internal and external customers.
• Interpret the code of accounts (e.g., Redbook) as mandated by the state, maintaining knowledge of standard accounting principles for recording and maintaining accounting information.
• Provide knowledge and assistance to schools and departments on using correct accounting and general ledger codes in accordance with the Red Book.
• Serve as a liaison between various district departments, financial institutions, and other outside entities.
• Assist in preparing and coordinating communication correspondence with internal and external customers.
• Prepare manual journal entries (e.g., Food Service catering invoices, construction, donations) ensuring compliance with Department of Education accounting principles.
• Review weekly payroll reports from the Finance, Accounts Payable, and Property departments to ensure accurate and timely time reporting before submission to the payroll department.
• Analyze and research pay leave history to resolve discrepancies in payroll records.
• Maintain accurate payroll files for each fiscal year and keep records of changes for auditing purposes.
• Prepare Excel spreadsheets, audit for completeness, question discrepancies, and assist with chargeback journal entries.
• Troubleshoot error messages received during processing.
• Coordinate and prioritize departmental duties, working closely with district staff to ensure efficiency and high productivity.
• Act as a resource for sensitive information and maintain a filing system for audit review.
• Create and maintain department process and procedure manuals pertaining to expenditure reclassification requests.
• Perform testing, analysis, and documentation for system upgrades and process improvements.
• Stay updated on current trends, regulatory changes, and technology relevant to the role, attending workshops, webinars, and conferences as needed.
• Ensure timely and accurate maintenance of information as part of job responsibilities.

Marginal Functions

• Mail certified Medicaid financial reports to the state.
• Answer phone calls to the main department phone line.
• Serve as backup to secure cash and checks and lock them in a safe.
• File and store financial records.
• Request department supplies to be ordered.
• Perform all related duties as directed by the immediate supervisor or department head.

Requirements

• Associate’s degree from an accredited institution with coursework emphasis in accounting, finance, or a related area, supplemented by five (5) years of progressively complex work experience in accounting or finance; or any equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities.

Skills

• Data Utilization: Ability to evaluate, audit, deduce, and assess data using established criteria, including exercising discretion to determine consequences and select alternatives.
• Human Interaction: Ability to apply principles of persuasion and influence, providing guidance and assistance on applying procedures and standards to specific situations.
• Equipment, Machinery, Tools, and Materials Utilization: Ability to operate and control equipment, machinery, tools, and materials used in performing essential functions.
• Verbal Aptitude: Ability to utilize a wide variety of reference, descriptive, and advisory data and information.
• Mathematical Aptitude: Ability to perform addition, subtraction, multiplication, division, calculate decimals, percentages, and fractions; may include computing discounts, interest, profit and loss, ratios, proportions, surface areas, volumes, weights, and measures.
• Functional Reasoning: Ability to apply principles of rational systems, interpret instructions in written, oral, diagrammatic, or schedule form, and exercise independent judgment to adapt methods and standards to meet objectives.
• Situational Reasoning: Ability to exercise judgment, decisiveness, and creativity in evaluating information against measurable or verifiable criteria.

ADA Compliance

• Physical Ability: Tasks involve light physical effort in sedentary to light work, including lifting, carrying, pushing, or pulling objects and materials up to 10 pounds. Tasks may involve extended periods at a keyboard or workstation.
• Sensory Requirements: Tasks require the ability to perceive and discriminate, including visual perception and oral communication.
• Environmental Factors: Tasks are regularly performed without exposure to adverse environmental conditions such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature extremes, machinery, vibrations, electric currents, traffic hazards, animals/wildlife, toxic agents, violence, disease, or pathogenic substances.