Fiscal Coordinator

Job Title: Fiscal Coordinator

Location: Business Office

Job Group: Non-Union, Support Staff

Pay Level: Non-Exempt, Grade 30

Reports to: Business Manager

Summary:  Responsible for timely submission of fiscal reports as required by the state. Maintains Accounts Receivable module, direct contact for defined benefit plan for support staff and is back-up to payroll.  Performs other assigned accounting functions.

Essential Duties and Responsibilities: (Other duties may be assigned)

Responsible for the following state reports and accounting functions:

• Monthly reconciliation of –  HRA reporting, Medicaid Administrative Claiming Cost report, EPSDT salary and fringe benefit report and Medicaid Annual Reinvestment Report.
• Generates annual, quarterly, monthly and weekly reports such as Vermont State Teachers Retirement System (VSTRS) and Federal Grant Assessment (FGA).
• Collaborates with ESS (Educational ?  Support Services) to complete the SEER (Special Education Expense Report) every four months, and other ESS reports and information needed through the school year including the Special Ed grants.
• Responsible for Grant maintenance and reimbursements in ADS and GMS (Grant Management System).
• Reconcile monthly students activity accounts
• Responsible for entering weekly bank deposits and other revenue in accounting system.
• Perform General Ledger functions (such as journal entries, budget transfers) as needed.
• Prepares, reviews, and submit required government, local, and department reports. Ensures accuracy and timely submission.

Maintains Account Receivable (AR) module in accounting system:

• Responsible for billing of tuition including excess tuition and any alternative programs the district may provide.
• Communicates with Facilities Scheduler regarding payments for use of South Burlington facilities.
• Monitors AR aging report and applies payments to outstanding invoices as received.

Responsible for the administration of the retirement programs:

• Works with a third party provider to manage the employee Defined Benefit plans, facilitates meetings with employees and retirees, enters information into the system, works with plan sponsor and actuaries as needed. Coordinates the issuance of annual statements and Summary Plan Descriptions (SPD) to eligible employees.
• Communicates with the Vermont State Teachers Retirement System (VSTRS) for an appropriate deduction amount.  Tracks and compiles data, prepares reports, such as VSTRS enrollment and termination reports.

Payroll responsibilities:

• Serves as backup to payroll as needed.
• Approves Payroll Reimbursement forms after coded with funding source  by payroll.
• Review payroll each pay period before it is submitted.
• Serves as backup for new hire enrollments and processes terminations on the financial system, leave system, and associated spreadsheets.  Serves as  back-up for financial systems changes related to payroll.
• Back-up for receipt and records of benefit enrollment forms and verifies information.  May upload employee information to vendor software as required. Ensures parity between district software and vendor benefit software.
• Serves as back-up for the annual 403(b) retirement match benefit for the support staff.  Also back-up for maintaining a list of 403(b) participants in order to address concerns with the vendor as needed.
• Works with employees, auditors, government and retirement agency representatives, to provide relevant information.
• Responsible for assigned projects such as data collection and reporting, planning and implementing technology upgrades and integration,
• Recommends improvements to the financial management of the school system specifically related to budget methods, format, and presentation.
• Performs other duties as assigned.
• General Responsibilities: The ability to work in a collaborative team environment is essential to the employee’s successful job performance. The ability to perform duties with awareness of federal, state and local regulations, including but not limited to IRS and payroll rules and regulations, District requirements, agreements, and School Board policies. Regular attendance in accordance with the established work schedule is required.

Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience: Bachelor’s Degree in Accounting, Finance, or the equivalent.  Two years of experience in accounting processing or state education finances is preferred.

Language Skills: Ability to read and interpret documents such as Fair Labor Standards Act, Collective Bargaining Agreements, and tax regulations, contracts, operating and maintenance instructions, and procedure manuals. Prepares routine reports, procedures, and correspondence. Must interact effectively with individuals and before groups of employees. Ability to communicate clearly and concisely, both orally and in writing.

Mathematical Skills: Ability to perform basic math functions as well as calculate figures and amounts such as discounts, interest, proportions, percentages.

Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. A demonstrated ability to deal with problems involving several variables in standardized and non-standardized situations is essential.

Other Skills and Abilities: Ability to learn new software systems and operate personal computers, use databases, Microsoft software, especially spreadsheets. Demonstrated ongoing commitment to workplace diversity, sustainability, and delivering exceptional customer service is essential.

Physical Demands: The physical demands described here are typical of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations, as defined by the district, may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to remain stationary, talk, and hear.  The employee is occasionally required to move from place to place, reach and demonstrate ability to conduct tasks and operate office equipment such as computers, phones, copiers, and fax machines.  The employee must occasionally move up to 30 pounds, such as payroll reports or cases of computer paper.  Specific vision abilities required by this job include close vision and depth perception.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet.  Position usually demands meeting deadlines with severe time constraints.

Terms of Employment:  As outlined in the Memorandum of Understanding

Evaluation:  Annually by the Business Manager

Date Approved:      10/05/23 T Jarvis/A Harton

The information contained in this job description is for compliance with the Americans With Disabilities Act (A.D.A.) and the ADA Amendments Act of 2008

(P.L. 110-325), which became effective on January 1, 2009 is not an exhaustive list of the duties performed for this position.  Additional duties are performed by the individual(s) currently holding this position and additional duties may be assigned.  The Board reserves the right to waive the essential requirements contained in this job description.