Port Aransas ISD is seeking a Business and Finance Assistant to join our Port Aransas Marlin team beginning in early spring 2024. Applicants for this position must hold strong organizational skills and meet strict timelines. The primary function of this position is to process accounts payable/receivable and payroll. PAISD educates approximately 530 students and employs 100 staff members. This salaried position works 225 days per year. 

Primary Purpose:

Under moderate supervision, follow established procedures to maintain accounting records and process account payables according to standard accounting procedures. Compile, prepare and ensure accurate and timely preparation of payroll records according to prescribed procedures and regulations.

Qualifications:

Education/Certification:

High school diploma or GED required

Special Knowledge/Skills:

Knowledge of basic accounting procedures

Ability to use personal computer and software to develop spreadsheets, 

access databases and do word processing

Proficiency in use of calculator and office machines

Ability to communicate effectively

Experience:

Accounting/bookkeeping experience at clerical level - preferred

Payroll experience at clerical level - preferred

Working knowledge of Ascender software - preferred

Major Responsibilities and Duties:

urchasing Accounting 

1. Work cooperatively with staff to determine specific needs for purchases and assist in locating goods and services when needed.
2. Assist in preparing purchase orders. 
3. Place orders with approved vendors using purchase orders. 
4. Receive orders and review for accuracy.
5. Maintain required vendor information within the purchasing software system, including W-9 forms.  
6. Receive and process for payment all accounts payable invoices.
7. Verify invoices and purchase orders to ensure completeness and accuracy prior to payment.
8. Identify and resolve problems with incorrect orders, invoices, and shipments as needed.
9. Confirm balances in accounts prior to processing requisitions.
10. Maintain up to date, complete and systematic records of assigned district financial transactions. 
11. Verify and record details of financial transactions in appropriate journals and subsidiary ledgers.  
12. Examine general ledger transactions for accuracy; inform supervisor of discrepancies. Make changes as directed. 
13. Compute and record cash receipt summaries. 
14. Maintain physical & computerized copies of checks, requisitions, invoices, receipts and purchase orders.

Payroll Accounting

1. Prepare accurate district payroll for distribution to employees following established procedures. 
2. Work cooperatively with the human resource department, principals, department heads, campus secretaries and employees to ensure accuracy of information reported. 
3. On a monthly basis, receive and audit timesheets for all district employees. 
4. Following established procedures, calculate employee wages, salaries, hours worked, overtime pay, and determine withholdings, deductions, and net pay.
5. Balance payroll earnings and deductions.
6. Prepare and post all payroll changes including payroll deductions, salary changes, termination, and new employee information in the district’s software system.
7. Prepare and submit all payroll reports, forms and payments including those required by Internal Revenue Service, Texas Workforce Commission, Texas Retirement System, Federal Insurance Contributions Act (FICA), Medicare, Texas New Hire Reporting, Workers Compensation Commission and any other applicable entities. 
8. Create and maintain a report of any loss-of-pay deductions made for employees and share the report with the HR department on a monthly basis. 
9. Balance and pay invoices for all employee benefits. 
10. Maintain physical and computerized files including payroll records. 
11. Work closely with the Director of Business and Finance to resolve payroll discrepancies and inquiries. 

Other

1. Maintain strict confidentiality of any / all information related to work performed on behalf of any district employee. 
2. Keep informed of and comply with state and district policies and regulations concerning primary job functions.
3. Work in coordination with administration office staff to maintain efficient operations among all departments. 
4. Perform other duties as assigned.

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment used: Standard office equipment including computer and peripherals.

Posture: Regular sitting; standing, kneeling, squatting, bending/stooping, pushing/pulling and twisting. 

Motion: Repetitive hand motions; frequent keyboarding and use of mouse; regular overhead reaching.

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

Environment: Work inside, exposure to biological and chemical hazards such as mold and dust.

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

Regular on-time attendance is an essential function of this position. 

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required. This job description remains valid unless or until the job description is updated.