PRIMARY FUNCTION: Manages the districts accounting records and supervises the accounts payable and receivable department. Coordinates districts procurement procedures and assists in the preparation of all financial reports for the Board of Education. Maintains a complete set of records of district financial reports. Prepare the Annual Statement of Affairs for publication and monitor Economic Interest reporting to Lake County. Assists the Associate Superintendent to plan, initiate and carry to completion routine administrative activities related to the efficient everyday operations of the Business Office, and become familiar with all aspects of the operations of the school district.
ESSENTIAL PERFORMANCE RESPONSIBILITIES:
Maintains a complete and systematic set of accounting records of all financial transactions of the district.
Prepares monthly financial reports for distribution to the Board of Education. This includes but is not limited to; monthly summary of all cash receipts; monthly summary of all local, state, and federal revenues; monthly summary of all property tax distributions and bond payments; reconciliation to Treasurer’s report, report of Summary of Fund Balances, Revenue and Expenditure Report and a Monthly Financial Summary; review, process and reconcile all board approved budget transfers; and post all applicable data to district website upon approval by the Board of Education
Coordinates with the district treasurer on the following: reconciliation of Payroll and Accounts Payable bank statements; reconcile district monthly transactions from treasurer’s “Schedule of Fund Activity” worksheet; record Personal Property tax distributions from treasurer’s “Schedule of Fund Activity” worksheet; record monthly investment income earned from treasurers Schedule of Fund Activity worksheet; record and track all district inter-fund transfers as approved by the Board of Education; and reconcile monthly with district treasurer
Monitors fixed asset-reporting procedures. Updates depreciation schedule for district auditors.
Records all district cash receipts which includes, but is not limited to: Federal and State Aid payments; Real Estate tax disbursements; Bond principal and interest payments; developer donation payments; private transportation payments (create and send annual invoice for private transportation done by the district); building usage payments; Medicaid Fees for Service and Medicaid Matching payments; registration fees and lunch payments; all additional revenues received by the district; prepare cash receipt deposits; and track all outstanding receivable payments due the district.
Coordinates the district purchasing procedures. This includes but is not limited to: oversees purchasing; coordinates online ordering procedures with vendor and staff; staff training on the district’s financial software system for on line ordering; staff training on the district’s financial software system for purchase order entry; and works with district vendors to coordinate on line purchases.
Oversees the student activity and staff convenience account for district Activity Fund. This includes but is not limited to: monitors use of all purchase order numbers; enter all check requests and purchase orders for payment; prepares all checks, and make all deposits; reconciles monthly bank statements; creates and archives documentation of each new fund requested by Associate Superintendent of Business Services; enters and tracks all grants received by staff; records all extracurricular district activities; creates cash flow summary for yearly audit; and balances monthly bank statements.
Supervises, directs, trains and evaluates the Accounts Payable Assistants. This includes but is not limited to: recommending hiring, transfer or discipline; prepare written evaluations on a yearly basis; and works with staff to maintain and adhere to the Internal Controls manual.
Manages the Accounts Payable/Accounts Receivable department, which includes: compiles monthly bill list for Board of Education, including checking for correct payments and account numbers; organizes and prepares documentation for the annual audit to insure a timely review and preparation of all documents and all needed reconciliations; maintain, update and test proper Accounts Payable internal controls and accounting procedures; acts as collection agent in reference to NSF checks; monitors account receivables as required; insures timely receipt of all funds due the district; and oversee 1099 processing.
Oversees the Woodland Educational Foundation accounting which includes: tracks spending for proper audit trail; oversees district spending guidelines; assists grant recipients with any questions or concerns; and serves as liaison between the foundation and the district.
Oversees the Woodland PTA donation accounting which includes: liaison between PTA and district; oversees proper district procedures for purchasing; and oversees proper recording of expenditures.
Assists in various district registration and committee events. This includes but is not limited to annual Proof of Residency event; and Finance Committee meetings.
Assists in the preparation, publication and maintenance of a complete set of records of all district financial reports. This includes, but is not limited to: a state and federal reports; tax levy; Annual Financial Report; Budget form; prepare Annual Financial Report for publication; and Economic Interest reporting to Lake County.
Assists the Associate Superintendent of Business Services in preparing bids and Request for Proposals as required in compliance with the School Code of Illinois. Post all other required public notices to the proper publication .
Maintains the district wide filing system and records as it applies to the business operation of the district.
Assists the Associate Superintendent of Business Services with FOIA requests. This includes, but is not limited to: logs date received and due date on each request; prepares receipt / response for each request within the 5-day limit; prepares additional response time as needed; coordinates with other departments for documentation being requested; provides log for BOE for each month FOIA requests are received; posts FOIA log to district website each month; plus another requirements under FOIA.
District Insurance; oversees the process of all incoming Certificates of Insurance and Insurance policies for District; works with district insurance company on all new Certificates of Liability Insurance requested by outside vendors from the district; oversees completion of all insurance claims for the district; keeps files on all transportation and building related accident claims; and assists parents of injured children if needed on the steps of filing the secondary insurance provided by the District.
Becomes familiar with responsibilities of office staff in order to perform such other duties if needed; provides extra support in Accounts Payable when needed.
Follows to completion all requirements necessary for new/renewal of district notaries.
Follows to completion all requirements necessary for new/renewal of district notaries.
Sets up credit card receivables outside of food service and registration. This may include fundraisers from buildings payments for clubs and others as needed.
Oversees the districts credit card holders this includes but is not limited to: presenting comparison of credit card companies to the Board of Education as needed; follows up on all fraud activity of district card holders which may include issuance of a new card; and supports all administration card holders as needed with day to day usage.
Oversees the Business Office records retention and archive, which includes pulling all records once a year for destruction.
Prepares and completes the annual Accounts Payable roll over into the district’s financial software system.
Manages and prepares all district bond payments. Updates the Board financials as needed.
Prepares annual computer lease budget for Associate Superintendent of Business Services and follows up on IRS communications as needed.
OTHER PERFORMANCE RESPONSIBILITIES
Assists in other areas as needed.
Completes other duties as needed.
KNOWLEDGE, SKILLS AND ABILITIES:
Technical: Must be proficient in the use of Microsoft Office, must be able to utilize networking, printers to perform work, etc. Must have the technical ability to utilize a financial software system. Must be able to use the district email system, Google platforms, Microsoft Office, and the district’s attendance system.
Interpersonal: Must be able to work collaboratively within a team, must be able to make difficult decisions that impact the district, must be able to work harmoniously with community, staff, administration, etc. Ability to develop and maintain positive relationships with staff, parents, students, businesses and community. Must have strong organization, communication and interpersonal skills; and a strong sense of teamwork. Must be able to cope with deadline pressures; make difficult decisions that impact the organization in a positive sense; communicate effectively with community, parents and staff; exhibit sound judgment in dealing with people; and follow directives given by Administration. Must also be a creative problem solver; and empathetic, humanistic and open-minded.
DISTRICT CORE COMPENTENCIES:
Support the establishment of mutual respect and equal human dignity across the entire school community.
Welcomes inclusion, equity and diversity.
Have an unwavering commitment to the success of all students.
Understanding that your identity may be different than students, parents, and staff. You are willing to put those differences aside for the success of all students.
Regardless of the identities of students, staff, or parents, works collaboratively to build a successful relationship with them.
Willingly anticipate, identify and adopt change.
Engage in all job-related interactions and activities, with contacts from within and outside the District, in a courteous and professional manner.
Communicate with styles that are approachable and respectful.
Participate in professional development and training to become more effective and efficient.
Take initiative to manage multiple tasks.
Effectively organize work to be as productive as possible.
Manual Dexterity: Work requires definite skilled and accurate physical operations requiring some closely coordination performance.
Physical Effort: Work requires handling average weight materials or equipment, but not for sustained periods. Travels to schools and seminars as needed.
Working Conditions: Some exposure to definitely disagreeable elements may exist, i.e., temperature changes, use of steps/stairs, walking long distances throughout the building, etc.
QUALIFICATIONS: 1. License/Certification:
Required – N/A
Preferred – N/A
Required – Associate’s or Bachelor’s Degree in finance, accounting, or equivalent work experience
Preferred – Bachelor’s Degree in Accounting
Required – Two-Five (2-5) years of financial accounting, accounts payable and accounts receivable work experience. Strong proficiency in Microsoft Excel, Word, Power Point, and financial software system.
Preferred – Two-Five (2-5) years of financial accounting, accounts payable and accounts receivable work experience in a public school setting, plus experience in Skyward (financial software system).
Internal Number: 1708
About Woodland School District 50
Woodland School District 50 is an Equal Opportunity Educator/Employer. We are committed to building a culturally diverse workforce and educational environment by hiring individuals who support and contribute to the diversity and excellence of our student and academic programs through their teaching and service to our students, parents and the community we serve.
If you welcome inclusion, equity and diversity, have an unwavering commitment to the success of all students, embrace and celebrate the individuality of our student population with respect to race, ethnicity, and economic status, and seek to celebrate the cultures that contribute to making our district so rich, please join our team! Minority candidates encouraged to apply.