School Compliance Financial Assistant

Purpose and Scope

This position has a dual reporting relationship to the Director of School Compliance and the Principal. Primary responsibility is being the bookkeeper in one school handling larger amounts of money to process the financial activity for the school to support consistent bookkeeping practices that lead to operational and fiscal compliance. Must strictly adhere by law to the Tennessee Internal School Uniform Accounting Policy Manual. Serves as a mentor to new bookkeepers in other schools.

Essential Job Functions

Provides exemplary customer service and support for one school by handling day to day bookkeeping activities utilizing the rules and procedures established by law in the Tennessee Internal School Uniform Accounting Policy Manual. Responds to routine calls and emails for assistance from students, parents, the public, and school staff.

Strictly adheres to all pertinent federal, state, local and Shelby County Schools (SCS) policies, procedures, laws, regulations, codes, ordinances and standards of quality and safety on compliance issues. Follows the best practices established by the SCS compliance and audit departments.

Responsible for the accurate and timely bookkeeping activity for one school including budget, grants, payroll, receipt of monies, purchase order requisitions, and other financial activity. Prepares receipts for money collected. Deposits money within 3 banking days as established by law.

Second signature on checks along with the Principal. Serves as cashier for all money collected. Depending on the size of the school, may handle in excess of $25,000 to $225,000 in grants, supplemental pay, donations, student activity funds, class accounts, club accounts, fund raisers, field trips, athletic tickets and concessions etc.

Prepares bank reconciliations for month end closing. Ensures reports are complete, accurate, and timely. Submits bank reconciliations to the Office of Compliance monthly. Reports any discrepancies to the Director of School Compliance and the Principal.

Answers questions and instructs the school staff such as Teachers and Coaches and bookkeepers in other schools on bookkeeping issues such as the permissibility of requested expenditures and the location of available funds.

Creates spreadsheets to maintain accurate information on the federal, state, grant and SCS budgets. Responsible for monitoring all the budgets for one school to ensure sound and consistent fiscal operation and adequate safeguarding of financial resource from multiple sources. Notifies Director of School Compliance and the Principal of any issues. Follows SCS financial compliance best practices.

Serves as a mentor to new bookkeepers at other schools. Communicates financial compliance best practices to bookkeepers at other schools. Offers guidance and assistance as needed. Provides site-based training as needed for bookkeepers at other schools.

Provides Compliance Associates with Frequently Asked Questions (FAQ) and issues encountered to assist in determining the professional development training needs of less experienced bookkeepers in the schools. Makes suggestions to increase efficiency and productivity.

May occasionally, assist the principal with administrative tasks.

Performs other related duties as assigned or directed.

Minimum Qualifications

Requires High School diploma or equivalent and 3 years of direct experience serving as a bookkeeper in a Shelby County School, or equivalent for a total of 3 years.

Degree Equivalency Formula:

Bachelor’s Degree= 4 years plus required years of experience.

Master’s Degree= 2 years plus required years of experience. Where Master’s degrees are required, years for Bachelor’s Degrees must be included.