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Assistant Director Records Management and Financial Operations - Financial Operations

Position Type:
Administrative/Managerial/ Assist Dir Record Mgt and Fin Op

Date Posted:
3/22/2019

Location:
Instructional Support Center

Job Code: Assist Dir Record Mgt and Fin Op - 020174 Standard Hours: 40 Department: Financial Operations - 252526 Empl Class: NA Minimum Salary: $67,864.00/Annually

Maximum Salary: $98,452.00/Annually

Scheduled Days: 246

Target Openings: 1

   License and Certification Qualifications: Must hold or be eligible for a valid Georgia Educator's Certificate in Educational Leadership and/or Support Personnel License issued by the Georgia Professional Standards Commission.

Education Qualifications: Bachelor's degree in related field required.

Experience Qualifications: Five years of progressively responsible experience in records management programs and/or business management/accounting/administration required. Three years working for a state or government agency, law firm, or other employer with an emphasis in compliance with federal and state regulations required. Previous supervisory experience required. Experience with records management electronic systems and PeopleSoft applications preferred.

Skills Qualifications: Strong knowledge of records management practices and policies; strong analytical skills to understand complex legal regulations pertaining to records management issues; knowledge of accounting, budgeting and business management; ability to troubleshoot and resolve issues with minimal supervision utilizing various technologies; strong human relations and communication skills; detail oriented with strong organization skills; ability to lead training classes on relevant software; and strong computer skills with applicable knowledge of Microsoft Excel and PeopleSoft application;. ability to plan, assign, and direct work; ability to write reports, business correspondence, and procedure manuals; ability to effectively present information and respond to questions from groups of managers, employees, and the general public; and ability to analyze existing processes and identify areas for improvement.

Primary Responsibilities: Responsible for directing the district records management program, general ledger fund accounting, benefit accounting and online payment processing and assisting the Director of Financial Operations in all aspects of the department as needed.

1. Develop and oversee the district records management program .
a. Ensure the records management program is in compliance with federal and state laws and regulations and with educational institution standards, goals, and objectives.
b. Maintain current information concerning activities associated with Georgia Records Act, Open Records Act, Georgia laws, Health Insurance Portability and Accountability Act (HIPAA), Family Educational Rights and Privacy Act (FERPA), and other legal responsibilities pertaining to the records management program.
c. Serve as the functional expert and liaison with IMT regarding system changes that may impact student or overall district electronic records. 2. Oversee the records retention and destruction processes for the district.
a. Coordinate with the Georgia State Archives Records and Information Services Division concerning any new proposed district records retention schedules.
b. Assist with the development of a records disaster recovery plan for hardcopy, microfilm, microfiche, and electronic copies.
3. Oversee the management of the onsite storage facility (within property warehouse) for storing and safeguarding permanent district records.
a. Direct, plan, and evaluate onsite records inventory space to insure effective records management practices in accordance with applicable rules and regulations.
b. Assess current and future district record keeping requirements and trends to effectively monitor and plan for records inventory space.

4. Oversee the training and communication for the Records Management Office .
a. Insure school and district personnel are trained on matters related to records management.
b. Communicate records management policies and procedures in accordance with state regulations.
5. Supervise assigned Records Management and Financial Operations staff .
a. Hire and train new staff.
b. Conduct staff interim and final performance evaluations.
c. Seek and promote professional development opportunities for staff.

6. Direct the general ledger fund accounting for the Department of Financial Operations.
a. Oversee the daily editing and posting of all general ledger activity.
b. Oversee the Visa procurement card program as related to importing data to the general ledger.
c. Monitor financial software processes to ensure general ledger activity is appropriately posted.
d. Review system design changes that may impact posting to the general ledger, including payroll.
e. Coordinate the month end and annual close of all ledgers.
f. Perform periodic review of general ledger balance sheet accounts for validity.
g. Maintain open period calendars in PeopleSoft.
h. Oversee outside A/R billing.
i. Review and approve Receipt of Monies for weekly banking deposit and oversee their posting to the general ledger.
j. Manage internal transfer requests to local school funds.
7. Manage and monitor employee benefit deductions and reporting for the Department of Financial Operations.
a. Oversee the benefit program analysis, costing, and reporting.
b. Oversee the review and balancing of all benefit payable accounts at year end.
c. Serve as the liaison with the Information Management and Technology Division for incoming and outgoing electronic reporting of benefit data to vendors and other reporting agencies.
d. Serve as backup to process benefit payable accounts in the absence of Benefits Accountant.
e. Manage annual payroll benefit rate updates in PeopleSoft.

8. Manage the online payment processing for the Department of Financial Operations.
a. Oversee the setup and maintenance of activities and fees in MyPaymentsPlus.
b. Serve as the liaison between district personnel and MyPaymentsPlus personnel.
c. Provide support to local school and central office staff regarding online payment processing.
d. Assist with the preparation and maintenance of MyPaymentsPlus training materials.
e. Provide individual training as needed to local school staff.
f. Assist with ongoing training classes for various MyPaymentsPlus initiatives.
9. Provide continuous quality improvement to departmental processes.
a. Serve as the department head in the absence of the Director of Financial Operations.
b. Recommend areas of improvement concerning internal controls for all areas of accounting.
10. Perform other duties as assigned.

Physical Demands:
While performing the duties of this job, the employee is frequently required to sit for extended periods of time. The employee is also required to talk, hear, stand, and walk. The employee may be required to use hands to finger, handle, feel, and/or reach. The employee is occasionally required to stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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