Finance Technical Specialist - Division Administration Office

Finance Technical Specialist - Division Administration Office

Charlottesville City Schools Division Administration Office - Charlottesville, Virginia Open in Google Maps

Charlottesville City Schools Division Administration Office - Charlottesville, Virginia Open in Google Maps

This job is also posted in Charlottesville City Schools

Starting Date: To Be Determined

Job Title: Finance Technical Specialist

Location: Division Administration Office

Reports to: Chief Financial Officer

FLSA Status: Non-Exempt

Summary:

The Finance Technical Specialist administers the Division's purchasing accounts and vendor platforms and serves as the primary financial resource for school bookkeepers and administrative technician staff. The position provides technical assistance, training, and guidance on financial policies, procedures, accounting practices, and financial systems to ensure compliance with School Board policies, applicable regulations, and generally accepted accounting principles (GAAP). Work is performed under the general supervision of the Chief Financial Officer.

Essential Functions:

Purchasing Accounts

• Administer the Division’s purchasing accounts and vendor platforms, including the Bank of America Purchasing Card (P-Card), Amazon Business, Kurtz, Kroger, SAMs Club, and other approved purchasing programs.
• Establish, modify, suspend, and close purchasing accounts; maintain user records, spending limits, merchant category restrictions, and purchasing controls.
• Monitor purchasing activity for policy compliance, unusual transactions, duplicate payments, and potential fraud.
• Coordinate with financial institutions and vendors to resolve disputed transactions, fraudulent activity, lost or stolen cards, and other account issues.
• Maintain the Division’s Amazon Business purchasing program and its integration with the P-Card program.
• Develop and maintain purchasing account procedures, manuals, and training materials.
• Provide onboarding and ongoing training for employees using purchasing accounts and vendor platforms.

School Finance Support

• Serve as the primary resource for school bookkeepers and administrative technician staff on school operating budgets, School Activity Funds (SAF), financial systems, policies, and procedures.
• Provide oversight and support for SAF operations to ensure compliance with policies and financial guidelines.
• Maintains the SAF financial system including user access, permissions, and maintaining the chart of accounts to accommodate schools' evolving financial reporting needs.
• Coordinate the annual SAF audits with auditors and school’s principals and bookkeepers.
• Support schools in utilizing the SAF financial system to collect payments via credit cards.
• Updates and maintains the School Bookkeeper’s manual to ensure procedures align with current policies and regulations, instructions to process transactions in financial systems, and guidelines for handling situations.

Other Duties

• Support the Chief Financial Office with purchasing initiatives, contract administration, and special projects.

Note: This job description in no way states or implies that these are the only duties to be performed by this employee. The Finance Technical Specialist will be required to follow any other instructions and to perform any other duties as assigned by the Chief Financial Officer. CCS reserves the right to update, revise or change this job description and related duties at any time.

Education and/or

Experience:

An Associate’s degree in Accounting, Finance, Business Administration, or a related field required;
Bachelor’s degree preferred. Minimum of five years of progressively responsible experience in accounting, school finance, bookkeeping, purchasing, or financial administration. Valid Virginia driver’s license required.

Knowledge, Skills, and Abilities:

Knowledge

• Accounting and bookkeeping principles and practices.
• Office technology and financial system software.
• Purchasing, procurement, and internal control procedures

Skills

• Strong verbal and…