Job Abstract

Under general supervision, this position works with the Administrator of Food & Nutrition Services to ensure the financial stability of the department. This is a centralized department, of which all purchasing, reconciliation, financial reports, budgets and the like are done at the central office level for all CCPS school kitchens, to include the administrative office. Provides specialized technical accounting services for school nutrition programs within the school division, using established GASB accounting procedures and practices. Work is under general supervision without specific instruction. Works with Federal, State, and Local governments to ensure compliance with applicable laws and regulations. Requires frequent contacts from within and outside the division. Utilizes Microsoft Office, Google Sheets, and other accounting and financial software. Responsible for exercising independent judgment and decision-making abilities regarding standard accounting procedures.

• Oversees reconciled change fund and credit card payments.

• Prepares all department allocations

• Prepares and submits reimbursement requests for federal programs and oversees the state financial report.

• Prepares and submits reimbursement requests for the Child/Adult Care Food Program

• Completes, updates and maintains Applications for the National School Breakfast and Lunch Program

• Completes, updates and maintains Applications for the Child/Adult Care Food Program

• Prepares and distributes monthly financial reports for each school cafeteria.

• Accounts Payable and Accounts Receivable(special function payments)

• Processes employee reimbursements

• Prepares and balances, in coordination with budget analyst, a monthly and annual Food and Nutrition Finance Report to be submitted through SSWS website as required by Virginia Department of Education.

• Tracks and audits monthly inventory for all school cafeterias

• Assists with internal and external audits for the department

• Works with Sr. Accountant to ensure all vendors charge correct bid pricing

• Calculates local and overnight travel with correct account coding and submits for employee prepayment or reimbursement.

• Trains, supervises, and evaluates assigned accounting personnel.

• Trains and oversees Food Service Manager in accounting and financial areas.

• Prepares departments’ larger project purchase requisitions and accounts for cash receipts and creates all Journal Entries for the department.

• Prepares Budget for the Director of Food and Nutrition Services review. Monitors the department’s budget for the Federal Vending programs.

• Applies for reimbursement from USDA Commodity receiving vendors.

• Prepares payment and coding for all grant expenditures.

• Asset Liaison to General Accounting for school cafeterias

• Notifies all Parents/Guardians of prior year graduates of any balance left on meal accounts. Maintain a record of all parent refund/transfer/donate requests. Process all requests with the assistance of Fiscal Tech III. Troubleshoots any problems that may arise.

• Assists in setting up and maintaining financial software that interfaces with POS software and One Solution Financial Software.

• Collaborates with Accountant(s) to develop PowerPoint deck used by all Cafeteria Managers and Assistant Managers to train all CCPS employees

• Serves as point of contact for coworkers and parents alike that may have questions, concerns, in regards to student meal accounts, fielding an unlimited amount inquires annually

• Receives, reconciles, and pays all Purchase Card purchases for Kitchen Facility Technicians, Director, and Nutritionist.

• Develops and maintains records for reimbursement from other grants, i.e. Head Start, Parent Involvement, etc.

• Submits and maintains all travel records.

• Performs Records of Destruction for all school cafeterias, in accordance with Library of Virginia Records of Destruction procedure.

• Creates monthly Membership and Average Daily Attendance reports

• Works closely with other Accountants to prepare internal reports and external reports as required.

• Performs accounting procedures, and files for federal reimbursement for meals served for Summer School Sessions.

• Monitors and reconciles bank accounts for all schools and My School Bucks for any discrepancies.

• Performs other duties as assigned.

N/A

Formal Policy-Setting Responsibilities:

Assists in accounting policy revisions to comply with treasurer’s office and governmental regulations.

Report Preparation:

State Department of Education Reimbursement Claim Form and financial report, meal reimbursement for lunches and breakfast programs. Headstart, VPI and VPI+ Billings. Invoices Grants Administrator for travel to deliver meals for their program. Parent Involvement and invoices grant administrator for meals served for their program.

The physical demands described here represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations 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 use hands to lift, support, handle or feel objects, tools, equipment and/or controls; reach with hands and arms; and talk and hear. The employee is required to stand, walk, sit, climb and stoop or kneel and drive. Works in an office environment. The noise level is quiet to moderate.

Considerable knowledge of generally accepted accounting principles, state and federal regulations related to cost accounting and office operations. Working knowledge of food service, purchasing, and accounting procedures of state and federal regulations concerning grant administration and accounting and County electronic data processing systems. Considerable skill in use of utilizing spreadsheet, word processing, database software. Demonstrated ability to: communicate orally and in writing and to work and coordinate the work of others; understand, interpret and apply Federal and State guidelines and regulations; work independently, pay attention to detail and meet strict deadlines.

Bachelor's degree in business or public administration, accounting, finance or a related field is preferred, along with two years of experience in providing professional-level administrative, analytical and/or operational support. An equivalent combination of education and demonstrated related experience may be accepted in lieu of the preferred level of education. Valid VA Driver’s License. This position requires the incumbent to drive. In accordance with Policy 5431, an employee who occupies the position and is assigned a district-owned or leased motor vehicle will be subject to annual driving checks and must maintain acceptable records pursuant to the standards set forth in the policy.

Applicants considered for employment must successfully complete the following background investigations/tests:

• Federal Bureau of Investigation (FBI) Criminal History Investigation

• State Police Criminal History Investigation

• Child Protective Services (CPS) Investigation

• Department of Motor Vehicles (DMV) Driving History Check

• Tuberculosis Screening/Test

Chesterfield County Public Schools assures Equal Employment Opportunities for employees as required by Federal and State Orders and Laws. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks. This job description is intended to accurately reflect the position activities and requirements. However, administration reserves the right to modify, add, or remove duties and assign other duties as necessary. It is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, or working conditions associated with the position and does not imply an employment contract.