Position Title	Finance Specialist
Classification	Classified; FLSA Status: Exempt
Immediate Supervisor	Executive Director of Business Services
Terms of Employment	Twelve-months, At-Will, Classified; Benefits in accordance with Governing Board policy
Governing Board Approval	November 19, 2020

 

Position Overview

Under the direction of the Executive Director of Business Services, the Finance Specialist performs professional and technical accounting work in support of the District’s financial operations. Responsibilities include accounts payable, accounts receivable, cash management, general ledger accounting, account reconciliations, grant reporting, budget monitoring, fixed assets, payroll support, audit support, and financial systems administration. The position reviews financial transactions and records for accuracy, completeness, proper authorization, and compliance with applicable federal and state requirements, the Uniform System of Financial Records (USFR), Governing Board policies, and District procedures. The Finance Specialist also provides technical assistance and training to District staff regarding financial processes and internal controls.

 

This is a nonsupervisory position. The Finance Specialist is responsible for assigned finance functions and may provide technical guidance, training, and backup support to Business Services staff.

 

Essential Duties & Responsibilities

 

Finance Specialist

1. Perform and review financial and accounting activities for accuracy, completeness, proper authorization, and timely completion.
2. Prepare, record, review, and reconcile journal entries, general ledger accounts, and account reconciliation reports.
3. Prepare financial and accounting reports in accordance with applicable federal and state requirements, the USFR, Governing Board policies, and District procedures.
4. Generate and maintain financial transaction records for collections, invoices, payments, expenditures, revenues, and other accounting activities.
5. Provide assistance to District staff regarding accounting practices, financial procedures, account coding, and recordkeeping requirements.
6. Maintain accurate financial data and prepare reports for submission to the District’s executive team and other authorized parties.
7. Perform monthly and year-end closing activities, including revenue and expenditure accounting, account reconciliations, and review of outstanding transactions.
8. Perform and coordinate assigned accounts payable and accounts receivable activities.
9. Assist with receivable monitoring, collection activities, and resolution of outstanding balances.
10. Prepare required forms and supporting records and coordinate deposits with the County Treasurer.
11. Record County and other revenues accurately and timely in the District’s financial system.
12. Reconcile District financial records, including student activity funds, revolving funds, County Treasurer reports, bank statements, subsidiary records, and the general ledger.
13. Provide guidance, training, and backup support to Business Services staff under the direction of the Executive Director of Business Services; this responsibility does not include formal supervision.
14. Compile and prepare financial reports and statements for federal programs and other District funds, including grant cash management reports, completion reports, expenditure reports, and school budget reports.
15. Monitor and analyze budget accounts and advise the appropriate administrator regarding account status, variances, and the causes of significant deviations.
16. Coordinate required publication and posting of notices related to the District’s adopted budget, Annual Financial Report, procurement activities, and other financial matters in accordance with applicable requirements and District procedures.
17. Conduct internal reviews of financial records, transactions, and processes as directed, and recommend improvements to internal controls and procedures.
18. Coordinate and provide training to departments and school sites to promote compliance with established financial procedures, internal controls, and recordkeeping practices.
19. Research and reconcile overpayments, reversals, voids, refunds, and other transaction adjustments.
20. Investigate and respond to accounting inquiries from vendors, employees, school sites, administrators, auditors, financial institutions, and governmental agencies.
21. Prepare annual vendor tax reporting, including applicable Forms 1099-NEC and 1099-MISC, quarterly expenditure schedules, and other required financial reports.
22. Collaborate with District staff, the Maricopa County School Superintendent’s Office, the County Treasurer, banks, and other agencies regarding financial transactions and reporting.
23. Compile and prepare financial data, reconciliations, schedules, and supporting documentation for auditors and other reviewers.
24. Complete special projects related to finance, accounting, budget, grants, and business operations as assigned by the Executive Team.
25. Review, prepare, post, and adjust budget transfers and journal entries within delegated authority.
26. Evaluate financial and accounting software processes; assist with testing, implementation, documentation, and training related to system changes and enhancements.
27. Assist the Executive Director of Business Services in evaluating District and state expenditure and revenue formulas and analyzing their impact on the District’s budget and financial position.
28. Organize, coordinate, participate in, and implement special projects related to budget, finance, accounting, internal controls, and financial information systems.
29. Perform any duties and responsibilities as assigned by immediate supervisor or district administration.

 

Accounts Payable

1. Review invoices and payment requests for proper authorization, supporting documentation, mathematical accuracy, account coding, and compliance with District procedures; maintain complete payment records.
2. Generate, review, and submit accounts payable warrant vouchers to the Maricopa County School Superintendent’s Office for processing.
3. Serve as a liaison to vendors regarding accounts payable procedures; research payment issues and resolve discrepancies in a timely and professional manner.
4. Respond to questions from District staff and administrators regarding accounts payable requirements, procedures, documentation, and payment status.
5. Review and record information and account coding for employee reimbursement claims and other non-purchase-order expenditures.
6. Monitor account balances and related financial activity to ensure allocations and coding are accurate and transactions comply with established financial practices.
7. Prepare accounts payable reports and reconciliations as directed by the Executive Director of Business Services.
8. Coordinate the timely distribution of vendor payments and related remittance information.
9. Perform any duties and responsibilities as assigned by immediate supervisor or district administration.

 

Licenses or Certifications

• Valid Arizona Identity Verified Prints (IVP) Fingerprint Clearance Card, or the ability to obtain and maintain one as required by District policy.
• Valid Arizona Notary Public commission, or the ability to obtain and maintain one within the timeframe established by the District.
• Associate degree in accounting, finance, business administration, or a closely related field.
• Bachelor’s degree in accounting, finance, business administration, or a closely related field preferred.

Experience

• Three years of progressively responsible accounting, finance, or related experience; Arizona school finance experience preferred. An equivalent combination of education and relevant experience may be considered.
• Experience providing technical training, guidance, or cross-functional support preferred.

Skills, Knowledge & Abilities

• Working knowledge of Arizona school finance, governmental or fund accounting, and applicable legal and regulatory requirements.
• Knowledge of federal, state, local, and school system fiscal regulations, policies, procedures, and internal controls.
• Ability to read, interpret, and prepare correspondence, reports, forms, financial statements, invoices, payment documentation, journal entries, and related records.
• Proficiency with financial information systems, spreadsheets, databases, word processing applications, and standard office equipment, with a high degree of accuracy.
• Ability to provide backup support and assist with Business Services functions as operational needs arise.
• Ability to adapt to new assignments, systems, procedures, and process improvements that increase efficiency and strengthen internal controls.
• Ability to cross-train in related Business Services functions to support continuity of operations and team flexibility.
• Ability to work effectively with administrators, employees, parents, the Governing Board, governmental agencies, vendors, auditors, and community organizations.

• Ability to establish and maintain effective working relationships with individuals and organizations encountered in the course of work.
• Demonstrates professional, responsive, and solution-oriented customer service.
• Strong time-management and organizational skills, including the ability to meet recurring deadlines and maintain complete and accurate records.

• Self-motivated and self-directed, with the ability to exercise initiative and sound professional judgment within assigned authority.
• Ability to manage competing priorities and perform accurately during peak workloads, urgent requests, and time-sensitive reporting periods.

• Ability to exercise sound judgment, discretion, and confidentiality when handling sensitive financial, employee, student, and vendor information.
• Strong oral and written communication skills and the ability to explain financial information to individuals with varying levels of technical knowledge.
• Ability to provide training and make presentations to employees, administrators, or the Governing Board, as assigned.

 

Working Environment

• Work is primarily performed in an office environment and requires extended periods of sitting and computer use, frequent use of standard office equipment, and occasional lifting or moving of files, records, or supplies weighing up to 20 pounds.
• The position may require work beyond the standard workweek during payroll, budget, audit, fiscal year-end, or other peak processing periods.

Evaluation

• Performance to be evaluated in accordance with Governing Board policy on evaluation of classified staff.

Acknowledgment, Mission & Vision

RESD believes that every individual makes a significant contribution to our success.  An employee’s contribution is not limited to the above assigned duties and responsibilities.  Therefore, this position description is designed to describe the general nature and level of work performed by employees assigned to this classification.  It is not intended to be an exhaustive list of all duties, responsibilities and skills required of employees who hold this position.  It is our expectation that every employee will offer his/her services wherever and whenever necessary to ensure the success of the district’s mission, vision and goals.

 

District Mission

Preparing Students for College and Advanced Careers Through Rigorous STEM² Academic Programs

District Vision

To create a high-caliber and rigorous private school education within a public school setting.