Budget Assistant

SUMMARY

Support the budgeting and accounts payable functions in support of assigned schools.  Perform duties in compliance with the department's accounting manuals, each assigned state's public school accounting regulations, and supervisor's instructions.  Work collaboratively with school personnel and other corporate support departments to ensure timely completion of assigned tasks. Meet regular ongoing deadlines and standards for data entry and coding accuracy.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Review requests for payment to ensure all required supporting documentation is provided; communicate with vendors, school personnel and others to resolve problems and gather missing documentation so items can be approved by Budget Manager and processed for payment on a timely basis.
• Ensure timely payment of vendor invoices and expense vouchers; prepare items for coding and approval. Correctly enter coding data so that school expenses are properly recorded and allocated.
• Maintain accurate accounts payable files for assigned schools and/or vendors.
• Respond to inquiries from vendors, school personnel and others, regarding pending or paid items; provide material as needed for annual audit support.
• As delegated by supervisor, audit financial reports to ensure that items were charged to correct ledger accounts, including expenses for employee salaries and benefits. Inform supervisor of concerns and work cooperatively with other departments to resolve any problems.
• Maintain related records and control reports; follow defined schedules for periodic storage and purging of files.
• Provide assistance to Budget Manager in budget development processes as needed.  As approved by supervisor, provide collaborative support to other Budget Assistants to ensure data entry is completed in a timely manner for all schools within the organization.
• Other duties as assigned.  
   

• Knowledge of accounts payable practices, as acquired in prior experience and/or training; knowledge as acquired through college coursework in accounting or finance preferred.
• Proficiency in Google Workspace.
• Excellent organizational skills; demonstrated ability to organize a high volume of work to meet deadlines while maintaining a high degree of accuracy.  
• Good communications and customer service skills; prior experience with accounting software such as Business Central preferred but not required. 
• Able to write basic business correspondence and to communicate with others, as acquired through a high school diploma or higher level of education.