Supervisor of Accounting and Accounts Payable bei Caddo Parish School District

Caddo Parish Schools Job Description                            

Job Title:              Supervisor of Accounting and Accounts Payable

Job Code:             031

Grade:                  B

Department:         Finance

Prepared By:        Al Graham

Prepared Date:     October 6, 2015

Approved By:      James Lee

Approved Date:   October 6, 2015

SUMMARY

Supervises the operation of the accounting and accounts payable departments; observes the job performance of personnel; ensures the proper accounting and reporting of the parishes financial activities; advises the Director of Finance concerning vendor payment related matters; schedules vendor payments; responsible for the effective operation of both departments.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Essential duties and responsibilities include the following. Other duties may be assigned.

• Keeps abreast of appropriate State Contracts and Formal Bids concerning payment of discounts, freight charges and established unit prices.
• Keeps abreast of federal, state, and local statutes pertaining to the payment of sales and use taxes on purchases.
• Schedules vendor payment cycles in advance in order to provide workload guides for the Data Processing Department, the Accounting Department, and the Accounts Payable Department.
• Keeps abreast of changes in reporting requirements pertaining to the various retirement systems and state insurance reimbursement program
• Supervises coding school food service's requisitions to the appropriate accounts.
• Supervises and directs all the parish accounting functions.
• Directs preparation of financial reports for parish, state and federal purposes.
• Invests School Board funds.
• Reviews and approves invoices and billings for payments and ensures that expenditures comply with budgetary limitations.
• Supervises the preparation of accurate vendor payment records and reports.
• Supervises the preparation of accurate utility cost reports and personnel travel records.
• Examines outstanding purchase orders and initiates action necessary to have orders filled or cancelled.
• Performs other duties as assigned.
• Ensures accurate records and reports are developed, maintained, and forwarded to appropriate authorities upon request.
• Provides security for blank checks and payment-related documents filed in the department.
• Assists in the equitable solution of complaints, concerns and problems in the area of responsibility.
• Provides guidance and assistance to school personnel in resolving problems concerning back ordered items and the receipt of damaged or incomplete shipments.
• Informs the appropriate bookkeepers and Purchasing Department personnel of vendor invoice price increases that have a substantial effect on budget purchases.

SUPERVISORY RESPONSIBILITIES

Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring recommendations, and training employees; planning, assigning, and directing work; appraising performance; addressing complaints and resolving problems.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

Ability equal to that resulting from satisfactory completion of courses required for graduation from an accredited college or university with a bachelor’s degree in accounting or business.  Capability equivalent to that normally achieved through 5 to 7 years of progressive administrative, supervisory and management experience.

SKILL RELATED

Basic knowledge of administrative management methods, effective business writing techniques and leadership applications are desirable.

PERSONAL CHARACTERISTICS

• Ability to plan, organize, and supervise the work of assigned personnel.
• Ability to work tactfully and harmoniously with schools, staff, agencies, vendors, and the public.
• Physical stamina and emotional stability to work effectively under pressure and to keep all aspects of the job under control
• Ability to hold records, reports, and conversations in confidence.
• Neat, well groomed, appropriately dressed appearance.

LANGUAGE SKILLS

Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents. Ability to respond to inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to write speeches and articles for publication that conform to prescribed style and format. Ability to effectively present information to top management, public groups, and/or board of education.

REASONING ABILITY

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to stand and walk.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  The noise level in the work environment is usually quiet.

PROFESSIONAL CONDUCT

Employee acknowledges that he/she is required to maintain a high standard of professional conduct.  Breach of said professional conduct includes but is not limited to: neglect of duty, dishonesty, engagement in acts that are contrary to CPSB policy, unlawful activities, or any other conduct which is seriously prejudicial to the school system.

CHAIN OF SUPERVISION

Director of Finance

TERMS OF EMPLOYMENT

260 days

SUPERVISES

Assistant Supervisor of Accounting and Accounts Payable

Senior Account

Account, Technical Services