TITLE: BUSINESS OFFICE SUPPORT SPECIALIST

JOB SUMMARY: The business office support specialist must maintain a working knowledge The specialist will ensure accurate processing and recording of District monies, provide timely and accurate financial information, participate in data entry for processing, and work with other personnel to support business office and District functions. The specialist will provide support for monies and grants related to Federal Programs and Child Nutrition. Provide leadership and support related to OCAS coding.

ESSENTIAL FUNCTIONS:

Oklahoma Cost Accounting System (OCAS), Accounting, Treasury

• Coordinate OCAS coding of program expenditures; foster OCAS coding integrity in purchasing, budgeting, and reporting; maintain in depth knowledge of OCAS coding

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  Collaborate with the Assistant Treasurer to accomplish activity fund duties

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  Provide support to accounts payable and assistant treasurer on a seasonal/demand basis (e.g. 1099 distribution; audit preparation, etc.)
• Complete and file timely reports as required by IRS, State Department of Education (SDE), and all other agencies of local, state, or federal government
• Collaborate with the CFO to provide up to date budget information and support to site and district leaders
• Communicate with outside agencies (e.g. state auditors, Child Nutrition, Grants Management) for documenting activities and complying with established financial, legal and administrative requirements; maintain financial documents, files, and records for ensuring the availability of information that is in compliance with established policies and regulatory guidelines.
• Fulfill support level responsibilities as lead purchasing agent for district furniture and equipment (coordination, competitive pricing, invoicing, receipt, and distribution)
• Coordinate with Chief Financial Officer and other personnel to complete required SDE reports (OCAS reports)

Federal Programs (Title Programs, IDEA, Carl Perkins, Awards Based Grants, etc)

• Provide monthly budget reports to the facilitator of each grant; maintain historical financial information related to grant expenditures
• Responsible for submitting budget, expenditures, claims, and all required financial reporting within the parameters established by the facilitator of each grant
• Responsible for collection and input of data and information related to grant programs, such as expenditures, salary information, student populations, etc.
• Serve as Liaison between YPS and SDE for federal programs claims and reports; support District personnel in fulfilling reporting requirements and meeting timelines/deadlines.
• Coordinate OCAS coding of federal program expenditures with accounts payable, payroll, and SPR reporting; track grant expenditures during the year.
• Submit federal expenditure reimbursement claims (along with necessary documentation) to the SDE and other funding agencies; troubleshoot any issues and verify YPS receipt of funds.
• Providing support with general level business office functions such as OCAS coding; account reconciliation; budget setup, etc.
• Provide support, as needed or requested, with the purchasing process related to grants, to include but not limited to, pricing, invoicing, etc.

Child Nutrition

• Serve as the administrative liaison for Yukon Public Schools for the purpose of monthly claims, report verification, etc.); responsible for accuracy and certification of monthly child nutrition claims & state applications (NSLP & SFSP)
• Provide support, as needed or requested, with the purchasing process related to child nutrition, to include but not limited to, pricing, invoicing, etc.
• Ensures yearly monitoring of all Child Nutrition sites (due by February 1 of each year)
• Assists in processing of Free/Reduced Applications & Verification
• Collaborate with Vendor (Sodexo) and Assistant Treasurer to make monthly deposit reconciliation from all schools
• Assist with processing and communication of negative student account balances

EDUCATIONAL/TRAINING REQUIREMENTS:

• High School Diploma or GED equivalency required; Associate’s Degree or equivalent job specific training preferred
• 2 or more years of experience working with accounts payable, treasury, or related experience preferred
• Demonstrate working knowledge of basic office procedures, basic accounting principles, data entry, and a variety of computer applications (e.g. Word, Excel, payroll software, etc.).
• Command of math calculations, as they relate to finance (fractions, percents, ratios, addition, subtraction, multiplication, division, whole numbers, decimals, rates).
• Maintain extensive knowledge of District software used to support accounts payable and treasury functions (e.g. IVisions, etc.); maintain working knowledge of Microsoft Office Documents (e.g. Word, Excel, etc.); ability to learn and maintain knowledge of a variety of local, state, and federal reporting.

WORKING CONDITIONS:

• Generally, the job requires 80% sitting, 10% walking, and 10% standing.
• Requires fine finger dexterity to use office equipment, office technology, and maintain accurate filing systems.
• Must regularly lift and/or move objects up to 10 pounds and occasionally lift and/or move objects up to 50 pounds.
• May experience constant interruptions, inflexible deadlines, and changes to normal routines; ability to work a flexible schedule as needed to meet production deadlines; ability to use problem-solving and analytical skills to identify concerns and solutions with data, software, and procedures; must complete a high volume of computer use and input a high volume of data with speed and accuracy, including confidential data.
• Ability to communicate and coordinate with a diverse range of personnel (e.g. support staff, administrators, co-workers); must maintain strict confidentiality.
• Ability to respond to all business office employee and vendor inquiries with a customer-focused demeanor

TERMS OF EMPLOYMENT:

• 237 day contract (8 hours per day, 7:30 am-4:30 pm)
• Generous Leave Program: 12 days of sick leave; 3 days of personal leave; 3 days of annual leave; 10 days of vacation leave (opportunity to increase to 15 within 10 years); summer flex schedule; sick leave sharing program; and 5 days of bereavement.
• Health Insurance for the employee; Vision insurance for the employee; and $10,000 life insurance policy for the employee.
• Pay Scale (based on like experience with similar level of responsibilities and functions):
• Step 0 33,375.76
• Step 1 33,620.97
• Step 2 33,947.92
• Step 3 34,383.85
• Step 4 34,819.77
• Step 5 35,255.70
• Step 6 35,691.63
• Step 7 36,154.81
• Step 8 36,617.98
• Step 9 37,081.15
• Step 10 37,544.33

STATUS: Non-exempt Support; This position is funded 75% from state and local funds and 25% federal funds.

EVALUATION: This job description is not designed to cover or contain comprehensive listings of activities, duties or responsibilities that are required of the employee of this job. Duties, responsibilities and activities may change at any time with or without notice. Performance of this job will be evaluated annually in accordance with the provisions of the Board’s policy of evaluation for support personnel.