The Department of Budget & Finance has an opening for a Financial Assistant. This is a 12 month position with specific responsibilities related to the federal card survey. The candidate can expect to lift up to approximately 30 lbs, carrying boxes of federal cards and workshop training materials. The ideal candidate will possess excellent written and verbal communication skills, and demonstrate proficiency in MS Office applications, specifically Excel, Word, and PowerPoint.

GENERAL RESPONSIBILITIES

This position is responsible for correcting, processing, and reconciling a wide variety of accounting documents such as invoices, employee reimbursements, cash receipts, vendor statements, and journal vouchers; review financial information; make deposits and prepare necessary reports; compile and review information for accuracy; and maintain accounting records.

ESSENTIAL TASKS

(These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.)

• Assist in the research, analysis, development, and summarization of financial information for audit and financial reporting purposes.
• Process all information necessary to ensure that vendors, employees, schools and departments are paid in an accurate and timely manner.
• Communicate with vendors to research and answer questions regarding payments, adjustments and/or changes to purchase orders, including freight charges, invoice discrepancies, etc.
• Correspond with schools and department representatives concerning receiving problems including, shipping, damages, and other discrepancies.
• Ensure pre-audit compliance with applicable policies and procedures prior to electronic approval utilizing assigned software systems.
• Perform a pre-audit on all documentation relating to travel, procurement card usage, and any additional pre-audits as necessary.
• Process daily cash receipts and Buyspeed, Payroll, and Print Shop interfaces, monthly or as needed.
• Communicate effectively with various departments, schools, and vendors on expenditure information and payment status.
• Create and run procurement card reports from Bank of America's Works system; verify account codes, charge discrepancies, expenditure totals, etc.
• Perform related work as required.

ADDITIONAL TASKS ASSIGNED TO SPECIFIC JOB FUNCTION

Procurement Card, Travel, and Accounts Payable Audit Function

• Audit the required percentage of procurement card expenditures as required and any additional audit functions as necessary.
• Provide guidance to schools and departments concerning accounts payable policies, procedures, and controls.
• Audit and process all documentation related to employee travel expenditures.
• Ensure reconciliation of transactions related to travel and procurement card entries.

KNOWLEDGE, SKILLS AND ABILITIES

Excellent computer skills; good understanding of School Board Policy and knowledge of accounting principles and procedures; ability to apply and communicate accounting principles while working effectively and building working relationships with internal and external persons. Ability to establish and follow detailed work procedures; ability to post accounts and to perform mathematical computations with speed and accuracy; ability to work independently and under pressure; ability to prepare and maintain computerized records and systems; ability to analyze, organize, coordinate, and prioritize daily duties to facilitate work flow efficiency. Must have excellent oral and written communication skills.

EDUCATION AND EXPERIENCE

Associates degree in accounting, business, or finance preferred. Computer training including MS Office Suite, ERP systems and procurement software.

A comparable amount of training and experience may be substituted for the minimum qualifications.

PHYSICAL REQUIREMENTS

Bending, stooping, moving, lifting, and rearranging boxes of the cards are the order of the day. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks.

SPECIAL REQUIREMENTS

• Possession of Accredited Payables Specialist (APS) certification preferred
• Possession of a valid driver's license

Additional Information

As part of the application process, three professional references are required. One of the three references must be a current or most recent supervisor reference who can speak to your abilities to perform in this position successfully and effectively. Please include professional, as well as character references. Relatives are not eligible to be included as references. You will need to include the names of each reference, title of position held, work location or address, telephone number, and email address for each reference. Please be sure to confirm the email address for each of your references before adding them to your online application.

Note: Information contained within this vacancy may differ from the Job Description for this position. Please click on the Job Posting Link below to access the Job Description for this position.

Reports To Budget Analyst

Job Posting Link https://www.vbschools.com/UserFiles/Servers/Server_78010/File/Employment/Apply%20Now/Resources/Job%20titles/Financial%20Asst.pdf

Salary Range:
From/To
Unified Experienced-based Pay Scale:
Grade 11

Entry Salary: $33, 943

Entry Level salary will be awarded at the time of hire. Upon the return of Employment Verification Forms from the candidate's current and previous employers, the salary will be adjusted if creditable full-time experience is confirmed.

Salary will be based on years of full-time creditable (directly related) verified work experience. Full range of benefits including health insurance, paid life insurance, paid sick/vacation leave and membership in the Virginia Retirement System. At the time of hire, six (6) months (6 Days = 48 Hours) of vacation time will be front loaded to the employee's leave account (1 Day equates to 8 Hours of annual leave) for this 12 Month position. Subsequent annual leave earned will be accrued each pay period; four (4) hours each pay period during the month.

Start Date October 1, 2018

Technology Literacy Email Applications, Spreadsheets, Word, PowerPoint, Excel

Clerical/Secretarial Skills Copy Machine, Data Entry, Filing, Multi-line Phone

Additional Job Information
To Apply:

Current VBCPS employees go to vbschools.com. On the Menu bar, select Employment, Apply Now, and then Transfer Application. This takes you to the login page. Select the Create New Account button. Once you have created a new account you may complete a transfer application. To apply for this vacancy, click on the job vacancies list. Click on this job to open the vacancy announcement. Click on the "apply for this job" link in the announcement to be added to the list of interested applicants. Please attach a current resume to your electronic application and a copy of most recent evaluation or performance appraisal.

External candidates go to vbschools.com. On the Menu bar, select Employment, Apply Now, and then View Available Jobs/Manage Application. You must create a new account with an active email address. Once you have created your account, complete the Support/Classified application. To apply for this vacancy, click on the job vacancies list. Click on this job to open the vacancy announcement. Click on the "apply for this job" link in the announcement to be added to the list of interested applicants. Please attach a current resume to your electronic application.

All supporting documentation must be included as part of the application. Please do not send unsolicited materials such as emails, resumes, etc. directly to individual principals or hiring managers. These will not be retained.

Virginia Beach City Public Schools does not discriminate on the basis of race, color, religion, national origin, sex, sexual orientation/gender identity, pregnancy, childbirth or related medical condition, disability, marital status, age, genetic information or veteran status in its programs and activities. (Reference: School Board Policies 2-33, 4-4, 4-6)

To seek resolution of grievances resulting from alleged discrimination or to report violations of these policies, please contact the Chief Human Resources Officer at (757) 263-1133, 2512 George Mason Drive, Municipal Center, Building 6, Virginia Beach, VA, 23456.

Alternative formats of this application which may include taped, Braille, or large print materials are available upon request for individuals with disabilities. Call or write the Department of Human Resources, Virginia Beach City Public Schools, 2512 George Mason Drive, P.O. Box 6038, Virginia Beach, VA 23456-0038. Telephone: (757) 263-1133 (voice); (757) 263-1240 (TDD) or email at: vbcpshr@vbschools.com.