Pay Grade:                          4140 (17)

Position Control:                3287

Department:                        Special Services                 

Accountable To:                Director of Special Services           

FLSA Status:                       Non-exempt

Creation/Revision Date:   March 11, 2019

Summary:

Under general direction, incumbent(s) handles the budget management and purchasing services for the Special Services Department.  In addition, incumbent(s) handles the private placement processes and assists with planning for annual department budget and preparing and amending grant applications.

Essential Functions:

• Handles the purchasing services for the Special Services Department and resource staff to include requesting and compiling projected needs from staff, inputting purchase requisitions, identifying funding source, tracking orders, verifying and reconciling invoices, preparing budget transfer and contingency request forms for approval, and resolving discrepancies with orders, deliveries, and funding sources. Monitors and inventories supplies. 

• Handles private placement by working with department staff, inputting purchase requisitions, verifying pricing and extra fees, identifying funding sources, assigning disability types, recommending budget transfers and contingency requests depending on need and placement types, and resolving discrepancies.  Tracks students’ enrollment and attendance.  Recovers budget when students are no longer in attendance.  Provides monthly report to the Director of Special Services regarding current and expected expendetures regarding private placements.

• Handles the budget management of the Special Services Department to include determining funding source and monitoring budget.  Monitors funding sources and amounts available and processes expenditures, budget transfers, and contingency requests consistent with program goals and legal requirements.  Collaborates with District administration and other appropriate staff to discuss the Special Services budget. Meets quarterly with the Director of Special Services to review the budget, highlighting expenditures and anticipated expenditures for the remainder of the school year.

• Assists with the completion and tracking of grant management for the Special Services Department.  Completes budget section of grant applications and makes necessary amendments.  Monitors and tracks grant funding and completes grant required reports. Generates reports for Special Services and Finance administration.

• Assists Special Services administration with the budget planning by requesting department and itinerant staff provide budgetary needs by sending forms, notices and due dates.  Reviews requests and follows up with staff for clarification or explanation.  Organizes budget requests by tracking requests in databases and generating reports for Special Services and Finance administration.  Reviews requests with Special Services Director.

• Preforms other duties as required.

Required Qualifications:

To be eligible for this position, an applicant must meet the following required qualifications.  Verification of these required qualifications is necessary.

• High School diploma or equivalent (G.E.D.) prior to being hired;
• Two years of school finance or related experience.
• Three years of office-related experience

Preferred Qualifications:

It is preferred that applicant possesses the following preferred qualifications; however, the following qualifications are not required to be eligible for this position.

• Associate’s degree in Business or related field;
• Two years of budget or accounting experience;
• Two years of work experience in a public school system;
• Two years of work experience with special education services.

Knowledge and Skills Required:

To perform the job successfully, an individual must be able to perform each essential duty satisfactorily.  The qualifications for this job description 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. 

Skills required, but not limited to, for this position include:

• Using computer related software programs;
• Understanding general accounting techniques;
• Operating Microsoft Excel including using formulas, pivot table, and interface functions;
• Using budgetary software programs;
• Knowing accounting and algebraic mathematic functions;
• Being a self-starter;
• Knowing Federal and state laws governing finance;
• Visualizing and applying various types of spreadsheet applications;
• Using various types of office equipment;
• Engaging and encouraging communication skills while interacting with supervisors, staff, students, parents, and other stakeholders to exchange information.

Physical Requirements:

The physical requirements 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 regularly required to sit and use hands to finger, handle, or feel.  The employee frequently is required to talk or hear.  The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, crouch, or crawl.  The employee must occasionally lift and/or move up to 10 pounds.  Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus.

Working Conditions:

The working 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 moderate.