Fiscal Assistant

PURPOSE STATEMENT

The fiscal assistant is responsible for a wide variety of activities in support of the District and Business Office including purchase orders accounts payable purchasing and executive secretarial duties.

ESSENTIAL FUNCTIONS

1. Maintain accounts payable and vendor records for the District both electronic and paper.
2. Prepare and process invoices for payment: gather organize and input district bills; ensure proper documentation is retained for audit purposes; follow up with staff as needed; complete final review prior to printing warrants.
3. Process district warrants bi-monthly including transmitting warrant registers to county treasurer and uploading warrant information.
4. Maintain relevant knowledge to keep the district accountable to federal and state laws policies and procedures.
5. Print distribute and track purchase orders.
6. Process monthly compensating tax reports and file with the Department of Revenue.
7. Reconcile vendor statements- follow up with vendors and district staff as needed.
8. Receipt funds received by the business office including making daily bank deposits.
9. Support district staff with interpretation and compliance with district policies procedures and state laws.
10. Serve as the main point of contact for district postage machines including maintaining postage records and district fleet of machines.
11. Support department in future financial software conversion.
12. Liaison between the Director of Fiscal Services and other district staff; support the Director in a variety of activities including for collective bargaining and other confidential matters.
13. Provide effective customer service and conflict resolution when answering questions from district staff vendors community and other stakeholders concerning all matters of the business office.
14. Maintain good communication with all departments and buildings.
15. Model appropriate and cooperative behavior including protecting confidential information consistent with district ethical guidelines.

OTHER FUNCTIONS

1. Maintain current knowledge of school district fiscal rules regulations laws and procedures by attending conferences workshops and reading current publications.
2. May serve on various district committees and/or departmental work teams.
3. Perform related duties consistent with the scope and intent of the position and other duties as assigned by the Director of Fiscal Services.

REPORTING RELATIONSHIPS

• Reports to the Director of Fiscal Services

MENTAL DEMANDS

• Experiences frequent interruptions; requires concentration and attention to detail.
• Required to meet inflexible deadlines.
• May deal with distraught or difficult individuals.

PHYSICAL DEMANDS

• Ability to lift and/or move up to ten (10) pounds.

MINIMUM QUALIFICATIONS

Education and Experience

• Associate degree or higher in accounting or related field.

OR

• Education training skills and experience necessary to carry out the assignment including a minimum of four (4) years successful accounting or payroll processing.

Required Knowledge Skills and Abilities

• Skill in effective oral and written communication; highly effective customer service skills.
• Ability to plan organize prioritize and complete tasks; exceptional organizational skills.
• Confidence with meeting with staff flexibility to handle numerous interruptions and strong telephone skills.
• High level computer skills and ability to learn a variety of software including Microsoft Word and Excel; WesPaC experience or equivalent.
• Knowledge of accounting/bookkeeping principles; knowledge of budget and expenditure monitoring; ability to produce accurate records and reports.
• Ability to format and compose complex correspondence and documents.
• Ability to establish and maintain effective working relationships with co-workers other district staff administrative team and the public.
• Required to maintain confidentiality.
• Ability to work with minimum supervision and provide guidance and direction to other staff.
• Ability to multi-task and work with frequent interruptions.

Licenses/Special Requirements

• Requires fingerprinting and background check to determine that there have been no convictions involving physical molestation abuse injury or neglect of a minor.
• Must complete Walla Walla Public Schools Risk Management and Bloodborne Pathogens Training upon hire.

TERMS OF EMPLOYMENT

Non-represented. Eight (8) hours per day five (5) days per week 260 days per year;Retirement SEBB Benefits13 Holidays Paid Sick Leave Paid Vacation

CONDITIONS

The preceding list of essential functions is not exhaustive and may be supplemented as necessary.

The Walla Walla School District does not discriminate in any programs or activities on the basis of sex race creed religion color national origin age veteran or military status sexual orientation gender expression gender identity disability or the use of a trained dog guide or service animal and provides equal access to the Boy Scouts and other designated youth groups. The Walla Walla School District will also take steps to assure that national origin persons who lack English language skills can participate in all education programs services and activities. For information regarding translation services or transitional bilingual education programs contact . The following employees have been designated to handle questions and complaints of alleged discrimination:

Civil Rights Compliance Coordinator

Title IX Coordinator

Dr. Mindy Meyer Director of HR

364 S. Park Street

Walla Walla WA 99362

Section 504/ADA Coordinator

Barb Casey Director of Special Education

364 S. Park Street

Walla Walla WA 99362