Description

JOB SUMMARY: Lead, direct, and supervise the administration of multiple complex Financial Services responsibilities, including: Funds Management, General Ledger, Payroll, Depreciation Schedules, Building Use Calculation & Records, Indirect Cost, Grant Funds Management, Data Entry, and the Time Accounting System. Supervise assigned staff.

POSITION REQUIREMENTS:

JOB KNOWLEDGE, SKILLS/ABILITIES

Knowledge
• Bachelor's degree from an accredited university; major in accounting, finance, or other related field required.
• Valid Certified Public Accountant (CPA) credential required.
• Five years of relevant experience in a school business office or an Education Service Center business office required.
• Demonstrated competency in management; formal training or demonstrated competency in supervision.
• Comprehensive knowledge of state and federal funding guidelines.
• Experience with compliance requirements in federal/state programs.
• Experience with the Texas Education Agency Financial Accountability System Resource Guide preferred.
• Working knowledge of technology with the ability to prepare spreadsheets and create documents.

Skills/Abilities
• Ability to develop a working knowledge of the Center's policies and procedures.
• Strong organizational and project management skills.
• Strong attention to detail and proofreading skills.
• Demonstrated ability to prioritize workloads, manage multiple projects simultaneously, and meet deadlines in a fast-paced environment.
• Demonstrated high level of oral and written communication and presentation skills.
• Proficiency with standard functions within applications such as Microsoft 365/Google, (word processing, spreadsheets, presentation software), e-mail, web browsers, and databases.
• Proficiency with computers (PCs and/or MACs) to include file and desktop management and operations, and working in a cloud-based and/or networked environment.
• Exceptions to these requirements will be considered based on exemplary skills, training, and record of success.

PRODUCTS/OUTCOMES

Accounting/General Ledger
• Ensure the general ledger is balanced and that the account codes conform to the Resource Guide.
• Ensure bank reconciliations are done monthly.
• Serve as custodian of all accounting and payroll records.
• Ensure maintenance of data and timely posting of billable hours' Time Accounting System (TAS) to the general ledger.
• Ensure all data is entered into the general ledger in a timely manner.
• Supervise and assist in preparing year-end entries, close the general ledger and run the required reports for the auditors.
• Provide for a sound internal control system.
• Ensure policy and procedures for internal controls are followed in daily financial operations of the Center.
• Work with the finance team to develop, revise, or delete procedures used in entering finance data.
• Communicate needs for system improvements to the Systems Integration and Data Services team.
• Ensure all budgetary and grant data is entered into the general ledger in a timely manner.
• Monitor the addition of new projects and ensure budgets are assigned and input into the general ledger and budget information sheet, accurately and timely as approval is received.
• Assist in month end and year end closing process.
• Supervise preparation of bank reconciliations.
• Supervise unclaimed property management.

Funds Management
• Prepare all necessary schedules, notes and other documents required for the Annual Financial and Compliance Audit Report.
• Prepare and amend the Center's official budget.
• Prepare Board Agenda items for required budget changes.
• Develop and maintain spreadsheets as needed for special projects.
• Review and establish rates to be charged by all internal service funds including building use and indirect cost rate.
• Provide technical assistance and training to ensure that Center and district staff members are informed about accounting and payroll requirements.
• Assist the Chief Operations Officer of Business Operations Services with Centerwide budgets and on usage of Centerwide funds for various programs and/or projects.
• Provide guidance to budget managers for developing, monitoring, and managing multiple unrelated or complex assigned budgets.
• Provide guidance to budget managers for monitoring program expenditures to ensure use of funds in accordance with program guidelines and Center policies and procedures.

Payroll
• Ensure the payroll and all related reports are accurate and timely.
• Develop, revise, or delete procedures used in entering payroll data.
• Communicate needs for system improvements to Systems Integration and Data Services team for payroll.

Investments
• Maintain a current record of bank deposits and ensure that the bank has adequate securities pledged.
• Maintain a daily cash balance and forecast cash needs to keep the maximum amount of money invested at the highest interest rates available.
• Prepare investment report for the board agenda.

Federal and State Requirements/Compliance
• Prepare the indirect cost rate request document for submission to Texas Education Agency (TEA).
• Prepare PEIMS reports and submit in timely fashion.
• Prepare all federal/state financial reports in a timely and accurate manner, including monthly, quarterly and final expenditure reports as required by each grant/contract.
• Monitor designated purpose budget amendments for compliance with state and federal grant regulations.
• Provide prompt and courteous assistance to Center staff regarding budgets and guidelines.
• Conduct annual desk reviews of sub grantees/contractors as required.
• Conduct site visits, if needed, of sub grantees/contractors and document results.
• Assist in development and maintenance of Center procedures for compliance with federal/state guidelines.
• Communicate needs for system improvements for compliance requirements.
• Test and document results of internal compliance with federal/state guidelines and Center procedures.

Grant Funds Management
• Review and approve Budget Change Requests (BCR) submitted by staff, insuring compliance with local policy and procedure as well as federal/state guidelines.
• Prepare and maintain grants and contracts files.
• Prepare closing entries for designated purpose projects/grants.

INITIATIVE
• Demonstrate initiative, persistence, and a proactive approach to assigned responsibilities.
• Demonstrate the use of sound judgement and ingenuity in problem solving to meet the needs of the Center and clients served.
• Seek, participate, and engage in job-related learning and development experiences that provide professional growth.
• Remain current with industry standards, developments, and applicable laws/regulations; implement accordingly.
• Demonstrate flexibility and adaptability to new situations and assignments.
• Set challenging goals and reach a high standard of performance despite barriers encountered.
• Perform duties with awareness of broader organizational impact, ensuring actions and decisions support department and organizational success.
• Promote and support continuous improvement and organizational change.
• Work under minimal supervision.

COMMUNICATIONS/HUMAN RELATIONS
• Model the Principles of Public Service (Policy AD LOCAL).
• Communicate in a timely and effective manner and interact professionally.
• Build professional relationships with colleagues and clients, maintaining regular interaction to meet shared outcomes.
• Demonstrate self-confidence, professionalism, and a high level of customer service skills (e.g., courtesy, patience, diplomacy, etc.) at all times and, in particular, when under stressful or unprecedented situations while working with colleagues and clients.
• Demonstrate professional-level written and oral communication skills.
• Work collaboratively in a team setting.
• Keep supervisors informed.
• Regularly handle and maintain confidentiality of sensitive communications and information at all times.

SUPERVISION AND ORGANIZATION OF STAFF
• Ensure that a comprehensive system of supervision, substantive performance evaluation, and staff development is provided to staff members.
• Recommend a staffing pattern for the department which ensures efficiency and effectiveness in all areas.
• Recruit individuals who best match he requirements for the position and the culture of the Center.
• Provide leadership, direction, and support to assigned staff to ensure timely achievement of department goals and outcomes.

BUDGET RESONSIBILITY
• Develop, monitor, and manage assigned budgets in a timely, efficient, and fiscally responsible manner.
• Monitor program expenditures to ensure use of funds in accordance with program guidelines and Center policies and procedures.
• Be aware of and follow Center guidelines of allowable costs when recommending use of public funds for expenditures for supplies, equipment, and facilities in area of assignment.

PHYSICAL/MENTAL DEMANDS & ENVIRONMENTAL FACTORS
• Tools/Equipment Used: Standard office equipment including personal computer, peripherals, copy machine, phone, etc.
• Posture: Prolonged sitting; occasional standing, bending/stooping, pushing/pulling, and twisting.
• Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching.
• Lifting: Light lifting and carrying (less than 15 pounds); occasional heavy lifting/carrying (15-50 pounds).
• Environment: This role primarily operates in an in-person, dynamic office setting, characterized by frequent verbal communication, movement, and collaboration among team members (small to large in-person gatherings/meetings); exposure to low or intense illumination; exposure to office equipment noise; may work prolonged or irregular hours; occasional travel; and, occasional remote work (after pre-determined length of employment).
• Mental Demands: Work with frequent interruptions; maintain emotional control under stress.

ADDITIONAL REQUIREMENTS
• Attend initial investment training, within 12 months of assuming duties, which must contain at least ten hours of instruction relating to responsibilities under the Public Funds Investment Act.
• Champion and model the Center's Mission, Vision, Core Values, and Service Standards.
• Function within the policies and procedures of ESC-20.
• Accept other responsibilities as assigned.
• Dress and groom appropriately for the ESC-20 work setting.
• Travel independently to fulfill responsibilities of the position.
• Maintain regular and reliable attendance, majority in-person/onsite.
• Serve at the will of the Executive Director.