Fiscal Services & Procurement Technician

• Classified Confidential position
• 260 Days a year
• 8 hours per day
• $33.59/hour - $47.89/hour 

JOB TITLE:            Fiscal Services & Procurement Technician                           
 
JOB SUMMARY:
Under the direction and supervision of the Director of Fiscal Services or designee, plan organize, and participate in responsible and technical fiscal record management, audit, and reporting. Perform accounts payable, accounts receivable, budget monitoring and account reconciliation functions. Formulate reports and technical data to keep accurate accounting books and records of district operations. Manages the central purchasing function of the District, including contract preparation, review and administration; to develop and implement District-wide purchasing policies and procedures; work in conjunction in the coordination and operation of the District warehouse, mail service, duplicating services, courier and the personal property control system; and to perform other job-related duties as required.
 
REPORTS TO:
 
Director of Fiscal Services or designee
 
TERMS OF EMPLOYMENT:

• 260 work days contracted;
• Eight (8) hours per day, five (5) days per week
• Classified Management/Confidential Salary Schedule
• This position has a probationary period of six months or 130 days, whichever is longer.   

REQUIRED QUALIFICATIONS:
Knowledge of:

• Legal mandates, policies, regulations and guidelines pertaining to accounting, budget development, expenditure control, and fiscal record management and reporting
• Principles, methods, and procedures concerning financial record management & reporting systems
• Computer assisted accounting systems and data processing related equipment
• Basic office procedures and the operation of common office equipment and machines

Ability to:

• Analyze, interpret and apply laws, rules and regulations affecting school district purchasing operations
• Administer contracts
• Prepare clear specifications in accordance with established procedures and format
• Prepare written reports, correspondence, resolutions and other written materials
• Coordinate multiple projects and work to critical deadlines
• Establish and maintain cooperative working relationships with those contacted in the course of work
• Communicate successfully to perform the duties associated with the position
• Perform technical accounting, audit, and fiscal record management functions
• Effectively and efficiently review, monitor, audit, and verify general ledgers and budgets
• Prepare fiscal reports in a clear and concise manner
• Follow oral and written directions
• Determine and maintain confidential information

Experience:

• Minimum of one-year experience in fiscal operations or bookkeeping, preferably in an educational setting.

 Education:

• High School graduate or equivalent to completion of Twelfth Grade
• Graduation from an accredited two-year college with a major in computer science, information technologies, or a related field preferred

ESSENTIAL FUNCTIONS OF THIS POSITION:
Depending on the assignment, duties may include but are not limited to the following:

• Processing of purchase orders & purchase requisitions
• Procure by formal or informal bidding procedures in accordance with California law for K through12 Districts,
• equipment, supply services and other commodities and services
• Coordinate with appropriate personnel in finalizing the preparation of requests, proposals and bids
• Review requisitions and personally conduct or assure inquiries to establish the best sources of supply
• Prepare formal bid packages; determine pre-qualified bidders; analyzes bids, evaluate bidders according to
• financial capacity, bond ability, past performance and other related factors and recommends award of contracts
• Manage contracts after contract award
• Interview sales representatives and vendors regarding commodities, services and a variety of matters relating to
• purchasing operations
• Prepare technical legal resolutions, general conditions and specifications for furniture, equipment, public
• works materials and supplies and services purchased or leased by the District
• Maintain and supervise a personal property control system, including inventory, control and disposal of
• personal property
• Prepare periodic and special reports; prepares items and resolutions for Board approval
• Manage budget, inventory and distribution of adopted curriculum
• Compose correspondence, maintains files and prepares reports related to purchasing activities
• Implement and occasionally adjusts an on-going training program
• Work in conjunction in the coordination and operation of the District warehouse, mail service, duplicating services, courier and the personal property control system
• Ensure proper account coding and fiscal record management.
• Perform and are responsible for accounts receivable duties including:
  • Customer/district/COE invoicing and receipt of invoiced monies.
  • EROD processing, deposit postings in the financial system, proper account coding and fiscal record management.
• Perform journal entries, budget transfers, and cash transfers as assigned
• Assist the Migrant, ASES, & various grant programs with required budget and expenditure reporting
• Prepare, maintain and reconcile the District Revolving Fund
• Maintain service agreement records
• Assist with the yearly fiscal audit
• Assist with the year-end close process
• Frequent vendor interaction by letter, e-mail and telephone
• Prepare for the Director of Fiscal Services or designee review correspondence, memoranda, reports, and a variety of other communicative subject matter including material that may be privileged and highly sensitive in nature
• Gather confidential data and information for District Administration
• Prepare various forms for County Office as due or requested
• Prepare tax reports and other reports as required under state and federal mandate
• Work in cooperation with the Director of Fiscal Services or designee
• Incorporated within one or more of the previously mentioned essential functions of this job description are the following essential physical requirements:
   Percent 1-100
  • 30%         Ability to work at a desk, conference table or in meetings of various configurations.
  • 10%         Ability to stand and circulate for extended periods of time.
  • 10%         Ability to see for purposes of reading laws and codes, rules and policies and other printed matter and observing students.
  • 10%         Ability to hear and understand speech at normal levels.
  • 20%         Ability to communicate so others will be able to clearly understand normal conversation.
  • 5%           Ability to bend and twist, kneel and stoop, run and crawl.
  • 5%           Ability to lift 50 lbs.
  • 5%           Ability to carry 50 lbs.
  • 5%           Ability to reach in all directions.

                     100%       Total
 
Other related functions of this position:

• Other related duties as assigned. 

The above statements are intended to describe the general nature and level of work being performed.  They are not intended to be construed as an exhaustive list of all responsibilities, duties and skill required of personnel so classified.