Position Information:

Position Title: ELOP Financial & Purchasing Specialist

Work Year: 12 Months 

Hours/Days: 8 hours per day, 5 days per week

Daily Schedule: Monday - Friday 8:00 a.m. - 4:30 p.m. (hours can change based on department needs)   

Requirements / Qualifications

ELOP FINANCIAL & PURCHASING SPECIALIST

JOB SUMMARY

Under the direction of the Director of Expanded Learning Opportunities or designee, performs a wide range of professional and technical duties in accounting, budgeting, and purchasing functions. Responsibilities include coordinating and executing complex financial transactions such as accounts payable, receivable, payroll, and budget preparation; maintaining and auditing fiscal records; calculating financial projections; and preparing detailed financial reports. The position also involves procuring goods, materials, and equipment within assigned commodity areas, assisting in the coordination of purchasing operations, and ensuring compliance with established procedures. May provide technical guidance to other staff, and is expected to work with a high level of accuracy and minimal supervision.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

1. Coordinate, plan, and organize the maintenance of accounting and budgetary items, including accounts receivable, contracts, financial reports, and special projects;

2. May serve as staff accountant for general accounting;

3. Review and analyze expenditures for compliance with rules and regulations of funding source/granting agency;

4. Prepare and/or file papers;

5. Audit, reconcile, and prepare financial statements and a variety of financial reports for federal, state, and other agencies, as well as for internal accounting;

6. Design, recommend, or implement changes and improvements in accounting, recordkeeping, and budgetary systems, procedures, and processes;

7. Maintain accounting and financial information storage and record retrieval systems;

8. Assist all levels of staff with technical and procedural needs;

9. Prepare, establish, and monitor a variety of contracts to meet program needs and oversee contracts to assure quality control and program compliance;

10. Check, balance, and adjust accounts, including various encumbrances, expenditures, and receipts;

11. Compile, audit, and balance accounts and financial data;

12. Respond to internal and external requests for information;

13. Assist in the budget development and expenditure control process;

14. Check and code data according to prescribed procedures;

15. Receive, audit, and process invoices and assemble and match purchase orders, receiving, and other supporting documents;

16. Organize, prepare, and maintain all payroll record information for classified and certificated personnel, and prepare payroll input data for county processing;

17. Maintain a variety of records for tax or audit purposes;

18. Contact vendors regarding refunds and credits due the district, incorrect invoicing, and problems with payments;

19. Maintain school expenditure accounts and file by fund account;

20. Classify and summarize data as needed;

21. Purchase specialized goods, materials, supplies, and equipment within specific commodity areas, utilizing predetermined specifications;

22. Prepare or assist in the preparation of bid documents from draft materials supplied by the various operating units and other sources;

23. Contact vendors and invite quotations and bids;

24. Compare and analyze quotations and bids, and recommend product and service awards;

25. Negotiate with vendors and manufacturer representatives to obtain an advantageous supply and purchase price;

26. Follow-up, coordinate, and direct activities related to purchase orders;

27. Establish and maintain a variety of records to evaluate new and alternative commodity sources of supply;

28. May prepare purchase and service contracts for review by supervisor;

29. Operate a variety of office equipment, including a computer, printer, scanner, calculator, copy/fax machine, and adding machine;

30.  Drive, as needed, to sites around the District to engage with staff on purchasing items;

31. Prepare various documents in the course of duties performed;

32. Perform other related work as may be required.

EMPLOYMENT STANDARDS

KNOWLEDGE AND ABILITIES

Knowledge of:

1. Applicable laws, rules, policies, and procedures;

2. Accounting, auditing, and budgetary principles and practices, including governmental accounting;

3. Basic mathematical, ledger, and statistical procedures;

4. Principles of financial administration, including budgeting and reporting, financial projections, recordkeeping, information storage and record retrieval systems and techniques; database structure;

5. Methods and techniques of purchasing goods, supplies, materials, and equipment for an educational agency;

6. Sources of commodities, supplies, and marketing trends;

7. Modern office practices and procedures, including filing systems, database structures, and software programs;

8. Organization and coordination techniques utilized in the purchasing, warehouse, and distribution functions;

9. Proficient use of a computer and knowledge of Microsoft.

Ability to:

1. Properly analyze, interpret, and make decisions in accordance with appropriate laws, rules, and regulations;

2. Analyze financial problems and recommend solutions;

3. Make arithmetical calculations with speed and accuracy;

4. Organize tasks, set priorities, and meet deadlines;

5. Perform simple and complex repetitive tasks;

6. Understand and carry out oral and written directions;

7. Research and interpret data, regulations, rules, guidelines, and policies;

8. Utilize an automated accounting information system and related software;

9. Establish and maintain effective working relationships in the course of assigned duties;

10. Communicate effectively, both orally and in writing;

11. Examine and verify financial documents and reports;

12. Work within demanding timelines and reporting deadlines;

13. Learn and utilize new and current technologies;

14. Work independently and problem-solve;

15. Use a “ten-key” machine by touch with accuracy;

16. Use calculators and adding machines with accuracy;

17. Use a computer and have proficient knowledge of Microsoft, Excel, or other similar electronic spreadsheet applications;

18. Type at a rate sufficient to effectively perform the typing duties required of the position.

EDUCATION AND EXPERIENCE 

Education:

Equivalent to High School Diploma, General Education Degree (GED), Certificate of Proficiency, or college-level coursework in accounting and budgeting, and possession of the knowledge and abilities listed above. Associate or Bachelor's degree in a related field preferred.

Experience: 

Four (4) years of increasing responsible experience working in the areas of accounting, budgeting, and/or financial reporting and auditing, as well as experience involving the purchasing activities of a public or educational agency.

REQUIRED LICENSES AND/OR CERTIFICATES 

       1. Possession of and maintain a valid California Driver's License during the course of employment;

       2. Have an acceptable driving record;

       3. Must be insurable at standard rates by District's insurance carrier and maintain such insurability

            during the course of employment.

PHYSICAL DEMANDS AND WORKING CONDITIONS

The physical requirements indicated below are examples of the physical aspects that this position classification must perform in carrying out the essential functions. 

Physical Demands:  Sitting (up to continuously); stand, walk, bend, stoop, look up/down (occasionally); push, pull, twist, squat, climb stairs; repetitive hand activities within close reach, such as keyboard, mouse, handwriting, files, and phone (continuously); lift/carry office supplies up to 10 pounds (occasionally), to 30 pounds (infrequently); use seeing, hearing and speaking. 

Working Conditions:  District and school offices and grounds. Exposure to: inside/outside temperature swings, use of office equipment and supplies, and proximity to alarms.

In compliance with the Americans with Disabilities Act (ADA), the Hemet Unified School District (HUSD) will provide reasonable accommodations to qualified individuals with disabilities for the purpose of enabling the performance of the essential duties and responsibilities of the position. HUSD encourages both prospective and current employees to discuss potential accommodations with the Human Resources and/or Safety/Risk Management.

EMPLOYMENT STATUS

Classified Bargaining Unit Position Salary Range 42

12 Month Work Year Calendar

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Non-Discrimination Policy:

The Hemet Unified School District (District) is committed to providing equal opportunity for all individuals in District programs and activities. District programs, activities, and practices shall be free from unlawful discrimination, including discrimination against an individual or group based on race, color, ancestry, nationality, national origin, immigration status, ethnic group identification, ethnicity, age, religion, marital status, pregnancy, parental status, physical or mental disability, sex, sexual orientation, gender, gender identity, gender expression, or genetic information; a perception of one or more of such characteristics; or association with a person or group with one or more of these actual or perceived characteristics.

For all complaints concerning students, employees, and programs, please contact: 

Juan Santos, Director, Title IX, Compliance & Resolution

jsantos@hemetusd.org

1791 W. Acacia Avenue

Hemet, CA 92545

(951) 765-5100 ext. 2255

For questions concerning Section 504, please contact: 

 Director, Student Support Services

1791 W. Acacia Avenue

Hemet, CA 92545

(951) 765-5100 ext. 3500

For questions concerning educational equity, please contact: 

Denise Sunderland, Coordinator of Child Welfare & Attendance and Educational Equity

dsunderland@hemetusd.org

1791 W. Acacia Avenue

Hemet, CA 92545 

(951) 765-5100 ext. 3700