ESSENTIAL FUNCTIONS
ACCOUNTING
Monitors account balances and related financial activity (e.g. open purchase orders, grants, encumbrances, etc.) for
the purpose of ensuring that allocation are accurate, expenses are within contract limits, and/or fiscal practices are
followed
Performs all necessary financial activities for the agency as assigned (e.g. documenting district payments, monitoring
outstanding invoices, etc.)
Processes and analyzes a variety of fiscal information (e.g. purchase orders, requisitions, reimbursements, grant
payables, etc.) for the purpose of updating information and/or verifying/initiating final action in compliance with
accounting procedures and agency policies
Reconciles account balances for the purpose of maintaining accurate records and complying with fiscal policy and
practice
Monitor Clark County warrant reports for the purpose of maintaining accurate balances and complying with district
accounting practices
Prepares and maintains accounts receivable records to include billings, adjustments, and receipts
Assist Director of Business Services with all district treasury functions for the purpose of ensuring accurate and up-to
date financial records, including reconciliation of third-party software transactions (Brightwheel, InTouch, Go Fan and
Square)
Support Director of Business Services in the reconciliation of the F197 financial report
Assist with internal audits as directed by the Director of Business Services for the purpose of providing information
Assist with the preparation of School Board reports as directed by the Director of Business Services
ACCOUNTS PAYABLE
Acts as liaison to district personnel (e.g. building/department secretaries, operations, purchasing, etc.) and/or vendors
regarding required documentation and/or procedures for the purpose of conveying information necessary to complete
transactions and ensure that proper accounting procedures are followed
Compile, analyze, and maintain a variety of fiscal information, files and records (e.g. pending/paid invoices, warrants,
documentation, reimbursements, reports, vendor lists/files, receipts, etc.) for the purpose of providing an up-to-date
reference and audit trail for compliance following state and district policy, procedure and guidelines
Review and process a variety of fiscal information (e.g. incoming invoices, purchase orders/requisitions) for the
purpose of updating information and/or authorizing payment of district expenditures in compliance with accounting
requirements
Reconcile vendor statements, and contract payments, for the purpose of maintaining accurate balances and
complying with district accounting standards
Monitor the usage of district credit cards to ensure adequate funds are available and work with personnel and bank to
resolve errors and discrepancies: maintains all related files for the purpose of accurate billing
Research discrepancies of financial information and/or documentation (e.g. purchase orders, invoices, etc.) for the
purpose of conveying information necessary to complete transactions and ensure that proper accounting procedures
are followed
Prepare state and federal reports for the purpose of documenting activities, providing written reference and/or
conveying information (e.g. cyclical and special reports, rosters, excise tax, memos, letters, 1099s)
Provide support as needed to school principals, district departments, administrative assistants, and secretaries
concerning related accounts, budget, transactions, records, reports, data, practices, policies and procedures for the
purpose of ensuring accuracy to adhere to procedures prior to processing
Assist in developing, enhancing, implementing accounting procedures (e.g. contract verification, retainage tracking,
prevailing wage, etc.) for the purpose of ensuring best practices
Review and verify approved Statements of Intent to Pay Prevailing Wages and Affidavits of Wages Paid via the Dept
of L&I portal prior to releasing contract payments or final retainage
Inspect contractor and subcontractor certified payroll reports to ensure worker classifications, hourly rates, and fringe
benefits match state/federal prevailing wage determinations
Verify contractor registration, active Unified Business Identifier (UBI), L&I industrial insurance compliance, and verify
non-debarment status before processing public works project invoices
Monitor project retainage accounts and process release of funds in compliance with statutory public works holdback
requirements and L&I/Department of Revenue clearances
Perform three-way matching (purchase order, receiving documents, and vendor invoice) to ensure billing accuracy,
contract rate compliance, and appropriate general ledger account coding
Prepare, balance, and process bi-monthly accounts payable warrant runs (for each fund), electronic funds transfers,
and credit card reconciliations
Review all invoices for applicable state and local sales tax, calculating and accruing municipal/state use tax when
purchasing untaxed out-of-state goods or services
Collect and maintain W-9 forms, set up new vendor profiles, and process annual 1099s and report to government
Compile detailed expenditure reports and voucher packages for School Board Review and approval prior to check
issuance
Maintain organized digital and physical financial records in accordance with state public records retention schedules;
provide documentation for annual State Auditor’s Office (SAO) audits
Assist with the enforcement of district purchasing policies, competitive bidding thresholds, and internal authorization
limits to prevent fraudulent or improper payments
GENERAL
Provides specific, general and confidential support for the Director of Business Services through various tasks for the
purpose of ensuring that the department runs in an efficient manner
Completes assigned activities and/or projects for the purpose of ensuring department and program activities comply
with established financial, legal, state, federal, and/or administrative requirements
Maintains a wide variety of fiscal information, files, and records (manual and computerized) for the purpose of
documenting activities, providing information, and an up-to-date reference and audit trail (e.g. purchase orders,
receipts, bank statements, journal entries, etc.)
Researches discrepancies of financial information and/or documentation for the purpose of ensuring accuracy and
complying with mandated requirements
Prepares a variety of written materials (e.g. reconciliations, reports, procedures, transmittals, rosters, etc.) for the
purpose of documenting and analyzing activities, providing written references, conveying information, and/or
complying with mandated requirements.
Respond to inquiries (verbal and written) from a variety of sources (e.g. vendors, employees, patrons, auditors, other
administrative staff, etc.) for the purpose of resolving problems, providing information and /or referring to appropriate
personnel
Participates in meetings, workshops, and seminars for the purpose of conveying and/or gathering information required
to perform functions
Assists other personnel as may be required for the purpose of ensuring an efficient and effective work environment
Maintains a positive working relationship with employees, students, and public, with courtesy & efficiency.
Ability to work well independently with minimal supervision
Takes notes and produces various documents, including correspondence, agenda items, memoranda, meeting
minutes, etc. Obtains and organizes information for Director of Business Services. Schedules trainings and meeting.
