Business Specialist

Primary Purpose:

Under general supervision, perform bookkeeping and maintain district financial records. Assist in the procurement of material and equipment for the district. In addition, works under close supervision and follows established purchasing procedures to process bids and purchase orders.

Qualifications:

Education/Certification:

Associate's or bachelor's degree in accounting, finance, business administration, public administration, or a related field preferred.

Special Knowledge/Skills:

• Knowledge of basic accounting and financial principles.
• Knowledge of budgeting, purchasing, accounts payable, and financial recordkeeping.
• Knowledge of school district business operations preferred.
• Strong organizational and time-management skills.
• Strong attention to detail and accuracy.
• Ability to analyze financial information and identify discrepancies.
• Ability to maintain accurate and confidential records.
• Ability to communicate effectively with employees, administrators, vendors, and the public.
• Ability to prioritize multiple tasks and meet established deadlines.
• Ability to work independently while also functioning effectively as part of a team.
• Proficiency with Microsoft Excel, Word, Outlook, and other office technology.
• Ability to learn and effectively use district software and financial systems.

Experience:

• Two or more years of experience in accounting, finance, business operations, purchasing, payroll, or a related field preferred.
• Experience working in a school district or governmental organization preferred.
• Experience with financial management software and Microsoft Office applications preferred.

Major Responsibilities and Duties:

Financial Operations

• Assist with the preparation, monitoring, and maintenance of district budgets.
• Monitor expenditures and assist departments and campuses with budget questions.
• Review financial transactions for accuracy, proper coding, and compliance with district procedures.
• Assist with account reconciliations and financial reporting.
• Maintain accurate financial records and documentation.
• Assist with year-end financial procedures and preparation for the annual audit.
• Prepare financial reports and information as requested by district administration.
• Identify discrepancies and work with appropriate staff to resolve them.

Purchasing and Accounts Payable

• Assist with the district purchasing process, including purchase orders, requisitions, invoices, and payments.
• Review purchase documentation for completeness and compliance with district policies.
• Process and maintain vendor invoices and supporting documentation.
• Assist with vendor setup and maintenance.
• Communicate with vendors regarding invoices, payments, orders, and account questions.
• Monitor outstanding purchase orders and invoices.
• Assist staff with purchasing procedures and requirements.
• Ensure purchases are properly documented and coded.

Payroll and Employee Support

• Provide support to the payroll process as assigned.
• Assist with verifying payroll-related information and documentation.
• Work with Human Resources and payroll personnel to resolve discrepancies.
• Assist employees with routine questions related to business office processes.
• Maintain confidentiality of employee and financial information.

Compliance and Records

• Maintain organized and accurate financial and business records.
• Assist with compliance requirements related to district financial operations.
• Assist with preparing documentation requested by auditors, state agencies, or district administration.
• Maintain records in accordance with district retention requirements.
• Ensure business office procedures are followed consistently across the district.
• Assist in monitoring compliance with applicable laws, regulations, Board policies, and administrative procedures.

District Operations

• Assist the Superintendent and district administrators with business-related projects and initiatives.
• Develop and maintain spreadsheets, reports, tracking systems, and other business office tools.
• Assist with budget planning and forecasting.
• Assist with grants, special projects, and other funding sources as assigned.
• Coordinate with campuses and departments regarding business processes.
• Provide training or guidance to staff regarding purchasing, budgeting, and other business procedures.
• Assist with improving business office systems and processes to increase efficiency and accountability.
• Perform other duties as assigned by the Superintendent or designee.

Supervisory Responsibilities:

None.

Mental Demands/Physical Demands/Environmental Factors:

Working Conditions

• Maintain emotional control under stress.
• Work with frequent interruptions.
• Maintain confidentiality of sensitive financial and personnel information.
• Work occasional extended hours as needed to meet deadlines, particularly during budget development, fiscal year-end, audits, and other critical business periods.
• Regular attendance and punctuality are required.

Physical Requirements

• Ability to sit, stand, walk, bend, reach, and perform routine office activities for extended periods.
• Ability to use a computer and other office equipment for extended periods.
• Ability to lift and carry supplies, files, or equipment weighing up to 25 pounds as needed.