Finance Administrative Technician at Charlottesville City Schools

Job Title: Finance Administrative TechnicianLocation: Division Administration OfficeReports to: Director of FinanceFLSA Status: Non-ExemptSummary:The Finance Administrative Technician is responsible for providing clerical accounting duties including processing invoices generating payments reconciling purchasing card (P-Card) transactions digitizing accounts payable documents and entering data revenue transactions. This position requires regular interaction with internal staff and vendors while maintaining confidentiality and compliance with Charlottesville City Schools (CCS) policies and procedures. Work is performed under the supervision of the Director of Finance.Essential Functions:GeneralGreet screen and assist customers and visitors in a professional and courteous manner.Responds to and resolves customer inquiries and issues promptly and effectively.Maintain prompt regular in-person attendance during standard office hours.Communicate and collaborate effectively both verbally and in writing with a variety of stakeholders including vendors departments and management levels.Support the annual financial audit through the timely provision of documentation and reports.Performs other duties as assigned by the Director of FinanceInvoices Payments and Document ManagementMaintain and manage the vendor database by periodically sending W-9 forms updating vendor information inactivating outdated vendors and removing duplicate vendors.Ensure compliance with applicable accounting principles regulations and CCSs policies and procedures.Receive and review vendor invoices to ensure accuracy proper authorization and alignment with purchase orders.Enter invoice details into the financial system and assign expenses to appropriate general ledger accounts.Process timely payments to vendors via checks e-payable P-Card or ACH.Monitor the virtual payment system to ensure vendors complete payments in a timely manner. Work with the virtual payables system provider to troubleshoot and resolve issues related to vendor accounts or payment processing.Review and process employee expense reports verifying all receipts comply with CCS policies and procedures.Review process and follow up on purchase orders (POs) invoices travel authorizations and P-Card transactions.Research and resolve discrepancies or issues related to invoices payments and vendor accounts.Reconcile P-Card transactions to ensure receipt of documentation for payment.Prepare and process annual IRS Form 1099 reporting for vendors.Scan code and electronically file documents to support grant reimbursement requests providing information to auditors and reducing paper storage.Enter revenue data from State EDIs and weekly cash and checks receipts into the financial system ensuring accuracy and verifying all information.Note: This job description in no way states or implies that these are the only duties to be performed by this employee. The Finance Administrative Technician-Accounts Payable will be required to follow any other instructions and to perform any other duties as assigned by the Director of Finance. CCS reserves the right to update revise or change this job description and related duties at any time.Education and/or Experience:An Associates degree or an equivalent combination of education and experience is required along with a minimum of five years of progressively responsible experience in financial accounting. Possession of a valid drivers license.Knowledge Skills and Abilities:KnowledgeGeneral knowledge of accounting and bookkeeping principles and practicesProficiency in office automation technology and its application in accounting and office operations.Proficiency in business English spelling and mathematicsSkillsProficiency in operating computer equipment and relevant software applications.Strong oral and written communication skills.Effective problem-solving and organizational skillsAbilitiesEnter data accurately and perform mathematical computations proficientlyDemonstrate a high level of attention to detailEstablish and maintain effective working relationships with diverse groups of peopleWork independently to meet deadlines and manage multiple tasks.Analyze organize and prioritize tasks efficiency.Adapt to changing priorities and frequent interruptions.Learn and master various software systems including Microsoft Office products Google Suite and financial/accounting software.Physical Conditions and Nature of Work:The usual and customary methods of performing the jobs functions require the following physical demands: some lifting carrying pushing and/or pulling; and significant manual dexterity. Generally the job requires 75% sitting 10% walking and 15% standing.The job is performed in a generally clean and healthy environment.Evaluation:Performance of this job will be evaluated in accordance with the school board policy and administrative regulations on the evaluation of support staff personnel.Contract Length:12 months/260 unless specified for a different length and will be discussed during the hiring processRequired Experience:IC Key Skills Business Intelligence,Car Driving,Analysis,Android,Fireworks Employment Type : Full-Time Experience: years Vacancy: 1