Job Title: Bond Project Specialist

Wage/Hour Status: Non-exempt

Reports to: Director of Construction

Pay Grade: Clerical PG 7

Dept./School: Construction 

Work Days:  226

Fund: Bond

 

**This position is bond-funded; therefore, annual employment is contingent each year upon the availability of the necessary funds.                   

 

Primary Purpose: Provide administrative, contracting, bookkeeping, and technical record support for the Director of Construction and project managers. Performs various accounting and administrative support duties.

 

Qualifications:

Education/Certification:

• High school diploma or GED

 

Special Knowledge/Skills:

• Knowledge of computerized accounting systems; Skyward preferred
• Ability to analyze and interpret financial data, evaluate accounting problems, develop data, and recommend improved procedures
• Skill in communicating effectively with others
• Ability to use software to develop reports & spreadsheets
• Strong organizational, communication, and interpersonal skills

Experience:

• A minimum of three years of related experience; experience with basic accounting/bookkeeping, budget management, and project documentation practices.

 

Major Responsibilities and Duties:  

Accounting/Bookkeeping

1. Compute and prepare data for journal entry and budget transfers/amendments.
2. Prepare and input invoices for payment, maintain balance sheets, and create account statements and reports as required.
3. Review and process all bond construction payment applications and submit them for payment. 
4. Monitor and reconcile expenditures with budget availability.
5. Set up and maintain account controls, logs, and files.
6. Perform cost accounting activities and reconciliations for expenditures of bond funds with the district’s Business Office. Review and verify the accuracy of journal entries.
7. Monitor assigned budgets ensuring purchases are charged to the correct accounts and are within budgeted amounts.
8. Enter requisitions and organize and maintain purchase orders for construction bond projects. 
9. Assist in creating and updating an annual project bid schedule and project bid tabulations. 

Administration

1. Assist with administrative support to the Director of Construction and Construction Team; schedule appointments; arrange meetings and reserve meeting space for the construction team and various district stakeholders and third-party support (architects, project firms, contractors, etc.)
2. Create and maintain a variety of documents, records, files, manuals, and other materials, often confidential in nature; develop and maintain a variety of publications, forms, and processes; maintain and monitor financial and program records; compose and create correspondence and reports; compile and format information; design spreadsheets and databases; prepare, process and distribute a variety of materials; perform special projects when requested. 
3. Work with the Director of Construction and department staff regarding bond budgets. 
4. Follow district safety protocols and emergency procedures.
5. Act as an information source regarding policies, procedures, and operations of assigned administrative support functions.
6. Assist the Director and department staff in preparing and maintaining the department filing and archiving systems.

Records and Reports

1. Assist the Business Office with preparing timely audit schedules and financial statements according to federal, state, and WISD standards.
2. Compile, maintain, and file all reports, records, and other documents required, including auditable records and financial statements. 

Other

1. Attend professional growth activities to keep abreast of changes and updates in governmental accounting.
2. Follow Educator Code of Conduct and all policies, procedures, laws and State/Federal regulations

 

Supervisory Responsibilities:  None.

General Employee Requirements:

• Quality of Work – complete assignments meeting quality standards, including accuracy, neatness, thoroughness, and adherence to standards and safety rules.
• Quantity of Work – demonstrate the ability to manage several responsibilities simultaneously, perform work in a productive and timely manner, and meet work schedules.
• Work Habits – display a positive, cooperative attitude toward work assignments, working diligently to accomplish tasks assigned.
• Communication – communicate in a positive manner with others, including listening and responding appropriately, expressing ideas orally and in writing in a manner that helps build a positive climate for the organization.
• Dependability – adhere to time frames, monitor projects and exercise follow-through, be on time for meetings and appointments, and respond appropriately to instructions and procedures. 
• Cooperation – work well with co-workers and supervisors as a contributing team member, demonstrate consideration of and maintain rapport with others, and help others willingly.
• Initiative – seek and assume greater responsibility, monitor projects independently as required, and follow through appropriately.
• Adaptability – adjust well to any change in duties, procedures, supervisors or work environment, accept new ideas and approaches to work, and respond appropriately to constructive criticism and suggestions for work improvement.
• Judgment – effectively analyze problems, determine appropriate action for solutions, and use logical thinking to exhibit timely and decisive action.        
• Attendance – attend work on a consistent basis, taking care to consider the use and number of absences in accordance with policy so that the organization is not negatively impacted.
• Punctuality – arrive to work and depart from work according to department and district requirements.

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions, frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours; Districtwide and statewide travel

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

 

 

Applicants for all positions are considered without regard to race, color, sex (including pregnancy, sexual orientation, or gender identity), national origin, religion, age, disability, genetic information, veteran or military status, or any other legally protected status. Additionally, the district does not discriminate against an applicant who acts to oppose such discrimination or participates in the investigation of a complaint related to a discriminating employment practice.