Coordinator of Budget and Purchasing

Primary Purpose:
Coordinate the business operations of the district, including non-payroll budget accounting, purchasing, vendor payment, fixed assets, student activity fund accounting, the development of appropriate procedures in these areas, and assist in other business operations.

Qualifications:

Education/Certification:
Bachelor’s degree in accounting or related field or industry certification preferred

Special Knowledge/Skills:
Knowledge of governmental accounting with working knowledge of the Texas Education Agency
Financial Accountability System Resource Guide
Knowledge of governmental accounting principles
Knowledge of purchasing procedures
Strong communication and interpersonal skills
Ability to use personal computer and software to develop spreadsheets, perform data analysis, and do word processing
Ability to implement policy and procedures
Ability to interpret data
Ability to supervise personnel

Experience:
Two or more years of experience in school district accounting or auditing or other experience deemed comparable

Major Responsibilities and Duties:

Fiscal Management

1. Monitor the compliance of the accounting procedures with applicable laws and regulations, including the Texas Education Agency Financial Accountability System Resource Guide and all applicable GASB guidelines, and recommend improvements in their design, implementation, and maintenance.
2. Coordinate the accounts payable operations for the district.
3. Coordinate and review the entry of all budget adjustments, additions, and deletions.
4. Coordinate the review of all purchase orders and check requests to verify the availability of funds and maintain budget control.
5. Assist in the collection of data and training for the preparation of the budget, as assigned.
6. Coordinate the training of campus personnel on accounting procedures and cash handling procedures.
7. Coordinate accounting for campus and student activity funds, including training and revisions to manuals and guidelines.
8. Assist with annual or periodic financial audit(s).
9. Research transaction activity reports for principals and directors as needed and prepare journal entries for corrections.
10. Assist in the review of bank deposits for compliance and coding.

Policy, Reports, and Laws

1. Compile, maintain, and file all physical and computerized reports, records, and other documents required for the position.
2. Prepare sales tax reporting, including developing policies and procedures.
3. Assist with the preparation and review of IRS 1099 reporting.
4. Assisted with the preparation of monthly and quarterly reports for board meetings.
5. Assist in the preparation of School Nutrition reporting as assigned.

Purchasing and Inventory

1. Assist in the preparation of bidding documents, including notice and instructions to bidders, specifications, and form of proposal.
2. Assist in bid openings and tabulation of results.
3. Coordinate monitoring of purchase orders/ requisitions to determine the correctness of information, calculations, coding, and adherence to purchasing guidelines.
4. Coordinate the monitoring of commodity code usage and compliance with purchasing policies.
5. Coordinate the research of purchasing law and various purchasing options and monitor purchasing procedures consistent with laws and guidelines that provide for efficient management of the district’s purchasing operations.

Personnel Management

1. Assist in the review of department job descriptions.
2. Supervise personnel as assigned and make sound recommendations regarding personnel placement, assignment, retention, discipline, and dismissal.

Other

1. Communicate with all departments, campus secretaries, and employees to ensure the accuracy of the information reported; resolve accounting problems and inquiries.
2. Participate in professional development programs that lead to improved job performance.
3. Perform duties in a professional, ethical, and responsible manner and maintain confidentiality of information.
4. Perform other tasks and duties related to the position as assigned.
5. Maintains positive and cooperative working relationships with colleagues and others in the conduct of district business and demonstrates teamwork in daily activities.

Supervisory Responsibilities: 

Supervise, evaluate, and recommend the hiring and firing of purchasing and accounts payable staff.

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment, including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

This document describes the general purpose and responsibilities assigned to this job. It is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.