Program Assistant - Finance - 260 days - 69687

Finance – Program Assistant

An employee in this position will have the primary function of assisting in the overall operation of the West Virginia Schools for the Deaf and Blind & Transition finance office. The employee will work closely with staff in the areas of accounts payable, budgeting, fiscal management, inventory, fixed assets, monitoring of accounts/account balances, purchasing, reimbursements, receiving, creating and maintaining encumbrances and reporting or function as a backup in areas they are not primarily responsible.

The employee will work with the WVSDB and West Virginia Department of Education (WVDE) staff, other state and federal government contacts, auditors, and vendors.

Will adhere to WVDE Policy 5902 - "Employee Code of Conduct" and the applicable WVSDB personnel policies for employee performance. Works with all phases of accounting, both manual and electronic accounting processes. Acts as back up for many accounting functions when needed and may be temporarily assigned accounting duties when vacancies occur. Carries out the responsibilities, or acts as a backup, for completing the accounts payable, budgeting, fiscal management, inventory, fixed assets, monitoring of accounts/account balances, purchasing, reimbursement, receiving, creating and maintaining encumbrances, reporting, or purchase card functions, which may include but are not limited to the following duties:

• Maintains an encumbrance accounting system.
• Works with and completes accounts payable and including all related records, and reports (including, but not limited to fund account balances, travel card statement review, serves as co-coordinator for P-Card processing, procurement processing, RFQs, bid and payment processing, etc.).
• Maintains accounts payable records, including invoices, vouchers, purchase orders, account postings, and vendor lists.
• Works with and completes receiving, fixed assets, and inventory including all related records, and reports and acts as a back up to all areas (including, but not limited to fund account balances, travel card statement review, serves as co-coordinator for P-Card processing, procurement processing, RFQs, bid and payment processing, etc.).
• Works with and completes procurement of items or services following all policies and procedures of WVSDB and the state of WV. Timely processes all internal and external orders received. Maintains fixed asset records. Maintains inventory counts and reorder points. Maintains all active contracts and renewal schedules. Provides Oasis and purchase card training. Oversees the e-travel purchase card transactions and provides feedback to submitters.
  
  Provides training and support in the e-travel system. Reviews first level transactions in Oasis and provides feedback to submitters. Provides direct support to an assigned area. Develops and maintains relationships with new and current vendors. Assists with preparing schedules for internal and external audits. Recommends changes and improvements to accounting functions. Internally audits accounts as deemed necessary (which may include individual school accounts).
  
  Monitors expenditures and reports any unusual expenses to the CFO. Keeps complex records and prepares accurate reports from these records. Distributes reports to various stakeholders as directed. Prepares monthly financial statements and other financial reports as directed. Maintains receivable ledgers, cash receipts, deposits, and entry into wvOASIS. Remains knowledgeable of related Generally Accepted Accounting Principles (GAAP). Remains knowledgeable of related State and Federal regulations such as the Fair Labor Standards Act (FLSA).
  
  Reviews and processes requisitions following established policies and guidelines. Verifies and reconciles vendor accounts, PEIA invoices, and source documents for mathematical accuracy and legal compliance. Composes effective and accurate correspondence and deals with routine and non-routine matters with a minimum amount of supervision. Proofreads data, calculations, and typed narratives for accuracy. Deals with the public in an effective and courteous manner.
  
  Establishes and maintains effective working…