POSITION SUMMARY:
The Assistant Controller provides
operational and programmatic support to the Division of Business Management
Services (BMS) while managing the operations of the Accounting and Financial
Reporting (AFR) Office: to include overseeing the general fund, accounting
standards and practices, along with the annual financial audit.
The Assistant Director ensures timely and accurate financial statements and
annual audits; interprets and follows guidelines prescribed by the School
Board, local, state and federal authorities as relates to accounting and
financial reporting. The Assistant Controller also provides direct supervision
of capital programs, self-insurance, student activity funds, grant finance and
Medicaid recovery, ensuring that guidelines prescribed by the School Board,
local, state and federal authorities are adhered to.
DUTIES and RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
Account Reconciliation – approves
reconciliations for functional areas (General Fund, capital assets,
self-insurance, charter schools, special revenue funds, grant and internal
service funds, special project funds) prepared by accountants. Updates
Reconciliation Responsibility workbook monthly, communicating to the Director,
Business Operations information on missing reconciliations;
Journal Entry Approval – reviews
journal entries prior to posting, for the functional areas noted above; enters
data on the batch in a Journal Entry (JE) Control workbook. A notation is made
as to whether the JE is a budget or encumbrance entry is made in the workbook;
Monthly Closing – responsible for
coordination of the monthly closing for Oracle general ledger and subsidiary
ledgers; works closely with Information Technology to resolve any problems
related to monthly closings;
Research and Guidance – interprets
authoritative statements of accounting bodies, governmental organizations and
other institutions, having conducted research on such issues. Guidelines may be drafted based on such
statements for management and school board use;
Financial Statement Preparation –
compiles and prepares periodic financial
statements and other reports which summarize financial position and results of
operation. Also responsible for
distribution of monthly financial statements, reports and schedules to responsible
parties;
School Activity
Funds – ensures collection and disbursement school activity funds (SAF) used to
finance a program of student activities, augmenting but not replacing those
provided by PGCPS, are properly accounted for, controlled and reported;
Audits – liaises with internal and
external auditors to ensure timely and accurate audits; supervises and assists
with audits of the Schools System, whether financial, operational or
programmatic. Has particular interest in
the Comprehensive Annual Financial Report (CAFR), the Single (A-133) Audit;
Maryland State Department of Education (MSDE) audits; and the related the
consolidated Annual Financial Report (AFR) required by the State;
Procedures Manual – responsible for
the maintenance and annual updating of the Accounting Procedures Manual and any
other Standard Operating Procedure (SOP) related to accounting and financial
reporting;
Other Approvals – approves leave;
checks the work of the Business Operations timekeeper as relates to the employees
in the AFR Office. Approves timesheet entry to Oracle on a biweekly basis;
signs Disbursement Authority and Oracle User Setup forms; and other approval
documents as needed;
Meetings – schedules and presides
over weekly staff meetings of the office and also attends other meetings requiring
accounting participation;
Employee Evaluations – prepares
annual evaluations of staff; and
Other duties as assigned.
QUALIFICATIONS:The requirements listed below are representative of the knowledge, skill, and/or ability required.
Considerable knowledge of major
public school system reform trends across the country, including governmental
budgeting methods;
Extensive knowledge of the operation
of a large, complex accounting system;
Ability to review, examine, analyze
and interpret complex accounting documents and records;
Knowledge of methods and techniques
for fact-finding, analysis and resolution of accounting, contract and related
issues, and the ability to develop concrete action plans for resolution;
Thorough and proven experience with
computerized Enterprise Resource Planning (ERP) and accounting systems;
Ability to develop, implement and
maintain a highly complex reporting system;
Mental alertness, good judgment,
accuracy and integrity;
Exceptional organizational skills,
and the ability to effectively manage multiple complex projects while
communicating status and progress;
Ability to effectively present and
communicate through a variety of forums, including presentations, community
forums and internal meetings;
Collaborative and flexible style,
with a strong service mentality with the ability to develop and maintain
effective working relationships both inside and outside the school system;
Team player who is committed to
lifelong learning while exhibiting exception leadership, management and oral
and written communication skills;
Ability to effectively supervise
staff, including regular performance reviews and improvement plans; and
Expert knowledge of Microsoft Excel,
PowerPoint, Project, Visio and Word.
EDUCATION and/or EXPERIENCE REQUIREMENTS:
Bachelor’s degree from a regionally
accredited college or university with major work in governmental or public
school administration, business administration, public administration, or
accounting required; Master’s preferred; along with seven (7) years of
governmental or public school administrative or budgetary experience. Considerable experience in progressively
responsible administrative work, including supervisory or public accounting
experience; some experience or familiarity with large scale computerized
accounting systems; or any equivalent combinations of experience and training
which provides the required knowledge, skills and abilities.
CERTIFICATION REQUIREMENTS:
CPA
preferred.
SUPERVISORY RESPONSIBILITIES:
Oversees
and provides guidance and direction to department staff members.
PHYSICAL DEMANDS:
The physical demands 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 stand, talk, hear, walk, sit, and use fingers, tools or controls. The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. Specific vision abilities required by this job include close vision such as to read handwritten or typed material, the ability to adjust focus, and depth perception. While performing the duties of this job, the employee may occasionally push or lift up to 25 lbs.
WORKING ENVIRONMENT:
The work environment characteristics are representative of those an employee encounters while performing the essential functions of the job.
ADDITIONAL INFORMATION:
None.