Accounting Assistant of Special Trips

Job Title: Accounting Assistant - Trips
Department: Transportation Services
Pay Grade: Clerical Scale Grade C12
Work Calendar: All 12 Month Staff
FLSA Status: Non-Exempt

GENERAL PURPOSE
Reporting to the Dispatch Coordinator, the Accounting Assistant - Trips is responsible for the assignment of bus staff to various field trips and athletic events through a system of rotation. This individual will also assist with the preparation, processing, and maintenance of fiscal records and related documents relating to the billing and payment of field and athletic trips by internal and external entities.

MAIN JOB TASKS AND RESPONSIBILITIES

Management of Activity Trip Program

• Maintain a current roster(s) of bus staff available for trip assignments.
• Assign trips to bus staff utilizing a computer assisted routing program.
• Maintain a working knowledge of current routes and transportation system.
• Collaborates with division staff and outside agencies to coordinate large scale transportation movements for division-wide events.
• Teach trip policies and procedures to new bus staff during training.
• Give training to school staff on software to request buses for field trips.
• Issue and receive Division P-Cards to trip drivers as needed. Review, record, and reconcile trip expenses from trip drivers.

Create Reports

• Prepare Daily Trip Reports for department staff and trip tickets for bus staff.
• Prepare invoices and statements for completed trips and specialized programs.
• Prepare and reconcile year/fiscal end reports.

Manage public inquiries with strong customer service

• Assist in delivering school bus information using established communication systems concerning busing status.
• Respond to telephone calls received from school personnel and the general public.
• Identify needs of visitors and callers, address questions directly when possible, and triage requests to appropriate colleague(s).
• Assist other staff members as necessary to ensure an efficient transportation operation.

Support and demonstrate core values of Stafford County Public Schools

• Engage in ongoing professional development relevant to position.
• Respond to written and oral requests for information promptly and thoroughly.
• Maintain a clean, neat appearance, appropriate to position.
• Maintain a record of appropriate attendance and punctuality.
• Serve as a role model for students, colleagues, and the general public.
• Work in close harmony with colleagues, supervisors, and co-workers.
• Comply with all District and School policies and regulations, including but not limited to guidelines for confidentiality.
• Perform other related duties as required/assigned.

EDUCATION AND EXPERIENCE

• High School Diploma or its equivalent.
• Two (2) years of job related experience required.
• Training or professional experience related to accounting duties preferred.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge
• Knowledge of standard accounting principles and bookkeeping terminology and methods
• Knowledge of standard office procedures, practices and equipment
• Knowledge of one or more computer applications related to accounting
• Skills
• Operation of business equipment to include fax machine, copier, two way radio and multiple line phone system.
• Proficient in Microsoft Office and Google Suite.
• Meticulous attention to detail
• Abilities
• Deliver effective written and verbal communication.
• Manage time and tasks effectively.
• Demonstrate initiative and flexibility.
• Follow detailed procedures and perform mathematical computations with accuracy.
• Prepare and maintain electronically generated spreadsheets.
• Work cooperatively in a team environment to meet goals.
• Organize and perform work independently.
• Meet deadlines for all work even when working on multiple projects.
• Show sustained effort and enthusiasm in quality and quantity of work.

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS

• Work environment is primarily inside, with low to moderate noise, temperatures that are primarily controlled, and no exposure to chemicals or other negative air quality elements.
• The work is light work, requiring exertion of up to 20 pounds of force to move or lift objects.
• The following physical and mental abilities are representative of those expected to complete the essential functions of the job: standing for prolonged periods; sitting for prolonged periods; operating motor vehicles or heavy equipment; moving the hands, wrists, or fingers repetitively; moving with force on the back or lower body repetitively; feeling, grasping, or holding objections by hand; identifying colors visually; identifying objects in low light or distant conditions; communicating via spoken language; communicating via written language; perceiving sounds; making decisions using logic and rational thinking.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations shall be made, as required by law, to enable individuals with disabilities to perform the primary job functions herein described.
Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties, just as though they were actually written out in this job description.