] Office of Human Resources - Montgomery County Public Schools

OFFICE OF HUMAN RESOURCES AND DEVELOPMENT → CLASSIFICATION → FISCAL ASSISTANT III, DIVISION OF MAINTENANCE

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Fiscal Assistant III, Division of Maintenance

MONTGOMERY COUNTY PUBLIC SCHOOLS CLASS DESCRIPTION
OFFICIAL TITLE: Fiscal Assistant III CODE: 4890 SQ/OQ: Optimal Qualified
WORKING TITLE: Fiscal Assistant III, Division of Maintenance GRADE: 16 MONTHS: 12
SUMMARY DESCRIPTION OF CLASSIFICATION: Under direction of fiscal assistant V, performs a variety of accounting and related fiscal recordkeeping duties required to maintain the complex financial records for a large and active unit. The work of the class involves preparing financial, fiscal and operational reports; maintaining and analyzing accounts involving various and complex entries; monitoring purchase orders, invoice processing and payment status; devising and establishing new work methods; interacting with vendors and MCPS staff verbally and through written communication; assisting with or completing the receipt and deposit of funds from various sources; analyzing and interpreting complex rules and procedures; managing and monitoring purchasing credit card program and cellular phones; ordering supplies and/or equipment using division-wide computer systems to process and monitor transactions; and utilizing computer and related equipment to carry out responsibilities. The worker may establish processing procedures for the unit, set priorities, and resolve technical problems.
MINIMUM QUALIFICATION STANDARDS
KNOWLEDGE, SKILLS, AND ABILITIES: Considerable knowledge of bookkeeping and accounting principles, methods, procedures and techniques as applied to procurement methods, accounts receivable, accounts payables, inventory, general ledger, journal entries, budgeting, etc; knowledge of FMS components, such as Internet Procurement, Internet expense, PO Inquiry, AP, AR, GL, and grants inquiries, Disco Viewer, etc.; considerable knowledge of office methods and procedures and familiarity with the use of standard office equipment; working knowledge of the use of computer terminals; working knowledge of governmental bookkeeping practices and procedures. Ability to instruct and lead accounting clerical staff; ability to apply bookkeeping knowledge to repetitive and special assignments; ability to carry out continuing assignments requiring the organization and presentation of material and the making of decisions. Good oral and written communications, human relations, and customer service skills. Excellent spreadsheet skills, including complicated formulas and pivot tables. Knowledge of and the ability to meet the seven core competencies of the Supporting Services Professional Growth System (SSPGS).
EDUCATION, TRAINING, AND EXPERIENCE: Associates degree required. Bachelors degree preferred. Plus four years of progressively more responsible office and accounting experience analyzing data and preparing reports, two of which shall have been at a level requiring independent judgment in a fast paced environment with changing priorities. Advanced business training courses in finance. Can demonstrate knowledge of general accounting practices, business English, and modern office practices.Any combinations of applicable education, training, and experience which provide the knowledge, abilities, and skills necessary to perform effectively in the position may be considered.
CERTIFICATE AND LICENSE REQUIREMENTS: Possession of a valid Maryland class C driver's license or equivalent.
PHYSICAL DEMANDS: (Special requirements such as lifting heavy objects and frequent climbing.) Operate computer workstation for prolonged periods.
SPECIAL REQUIREMENTS: (Frequent overtime or night work required, etc.) None
OVERTIME ELIGIBLE: Yes

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

1. Compiles fiscal, statistical and performance information for reports.

2. Prepares and issues a variety of reports.

3. Performs fiscal, statistical and performance analysis.

4. Manage and monitor the credit card program for the division; includes requesting new cards, related training, any changes, and processing and issuing related reports.

5. Manage and monitor cellular phones for the division; includes inventory of spare phones and accessories, requesting changes to services and features, issuing replacement and new phones, and processing and issuing related reports.

6. Works with procurement and maintenance staff on maintenance bid reviews, renewals, extensions and awards.

7. Assists and leads the accounting staff in the processing and preparing purchase orders, invoices, and claims.

8. Interacts with vendors, school accounting and purchasing staff, maintenance staff and others within and outside of MCPS to obtain and convey information, resolve problems, or to explain procedures.

9. Advises others concerning procurement and accounting procedures.

10. Assists with the accurate and timely processing of procurement, accounts payable and accounts receivable transactions; follows up to ensure expeditious shipments; checks receiving records for accuracy.

11. Processes personnel action forms for unit.

12. Ensures payments are within budgeted amounts and comply with established procedures.

13. Maintains files and records according to established retention procedures.

14. Devises and implements procedures and forms for office operations.

15. Responds to inquiries from vendors and others regarding procurement and fiscal matters.

16. Explains and enforces unit and MCPS personnel and procurement/accounting rules, policies, and procedures.

17. Analyzes data and prepares reports to assist in the preparation of monthly financial monitoring.

18. Processes deposit slips and/or journal entries for reimbursements from schools and other sources.

19. Completes journal entries to reimburse various departments for goods and/or services received.

20. Performs related work as required.
Class Established: 7/92
Date(s) Revised: 12/12
Last Reviewed: 7/09, 7/11, 12/12

This description may be changed at any time.