Facility Bond Analyst - Wake County Public School System

POSITION TITLE (Oracle title)

FACILITY BOND ANALYST              

WORKING TITLE

Facility Bond Analyst

SCHOOL/DEPARTMENT

Finance

LOCATION

Crossroads III, Cary, NC

PAY GRADE

Noncertified Grade 28

FLSA STATUS

Nonexempt

ELIGIBILITY FOR EMPLOYMENT CONTRACT

No

WORK WEEK SCHEDULE

Monday-Friday (occasional evenings and weekends) Position is available for a Hybrid Telework workweek

POSITION PURPOSE:

Under the direction of the Finance Director for Facilities and Operations, takes the lead on daily functions and duties assigned to the department budget analysts. Understands, collaboratively interprets, and applies specific rules and regulations governing the processing of fiscal documents, maintenance of financial records, and preparation of fiscal reports. Collaborates with project managers, administrators, supervisors, and directors to ensure fiscal compliance and work with the budget for each project, provide information, establish project reports, and provide sound fiscal administration for an annual budget of more than $750 million.

MINIMUM QUALIFICATIONS: 

KNOWLEDGE, SKILLS, AND ABILITIES (KSAs)

• Extensive knowledge of accounting practices and generally accepted accounting principles;
• Considerable knowledge of creating and processing contracts related to purchase orders;
• Considerable knowledge of Microsoft Office, specifically Word, Excel, Access, and PowerPoint; Google Apps;
• Strong skills in budget procedures, accounting, purchasing, and procurement procedures;
• Analytical and problem-solving skills, attention to detail, and high level of accuracy;
• Ability to communicate clearly and concisely both in oral and written form using a variety of communication techniques and tools to ensure the appropriate flow of information, collaborative effort, and feedback;
• Ability to operate accounting systems, including data management and research and problem resolution;
• Ability to gather and analyze pertinent facts, arrive at sound conclusions/recommendations;
• Ability to exercise independent initiative to perform both original and recurring assignments, and exercise judgment in the absence of clear directives;
• Ability to establish and maintain effective working relationships with school system staff, vendors, and the community.

EDUCATION, TRAINING, AND EXPERIENCE

• Bachelor’s degree in business, accounting, or closely related field;
• Two years of experience in finance, accounting, or budgeting;
• Leadership skills and experience;

Other combinations of applicable education, training, and experience which provide the knowledge, skills, and abilities necessary to perform effectively in the position may be considered.

CERTIFICATION AND LICENSE REQUIREMENTS

• Must hold and maintain a valid motor vehicle operator’s license according to the State of NC requirements.

PREFERRED QUALIFICATIONS:

• Knowledge of Wake County Public School System (WCPSS) financial systems and processes;
• Experience working with Oracle-based accounting systems;
• Experience with Audit Command Language (ACL) or other data mining tool.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Serves as the lead on daily functions and duties assigned to the department budget analysts to include the creation, review, reconciliation, and maintenance of building program related fiscal documents; reviewing, recording, and reconciling sales tax; analyzing and reconciling projects on a monthly basis; and advising Facilities and Real Estate Services staff on WCPSS fiscal policy and standard operating procedures.
2. Works pro-actively to ensure Facilities and Real Estate Services comply with Board Policy and WCPSS fiscal policy and procedure as it relates to position duties through the timely communication of changes in policy and procedure and by providing training to both internal employees and external vendors on policy and procedure.
3. Collaborates with Director regarding the financial status of construction projects and assist with construction fiscal planning and the development of future budgets. Reviews current projects for irregularities, forecasts for future shortfalls/savings, and makes recommendations to the Director.
4. Prepares plans of record appropriating and reallocating bond funds by project with the appropriate assignment of budget codes according to the chart of accounts as approved by the Board of Education and Wake County Board of Commissioners.
5. Prepares monthly financial and budgetary reports, analyzes for department use, and for distribution both from within WCPSS and external funding agencies. Trains budget analysts on appropriate monthly reporting and reconciliation procedure including required backup documentation and the Finance filing system. Performs a preliminary review of all project spreadsheets once reconciled by budget analysts to ensure accuracy.
6. Prepares, reconciles, ensures the accuracy of, and maintains building program related financial transactions including budget transfers, budget amendments, appropriations, journal entries, construction payment applications, invoices, reimbursements, deposits, and sales tax reports.
7. Ensures general statute requirements are met by following proper team records retention; trains budget analysts on records retention procedures.
8. Communicates regularly with department leadership to report and discuss the current departmental financial status and to provide input for planning based on identified trends and/or changes over time.
9. Reviews invoices and payment applications processed by department budget analysts to ensure accuracy and completeness and ensures discrepancies are corrected, as necessary.
10. Processes contractor and other project payments on a bi-weekly basis in accordance with the Accounting county bond release monthly calendar.
11. Manages the municipal permit payment process through regular communication with municipal permitting offices to ensure timely invoicing; reviews invoices to ensure accuracy and process immediately upon receipt; coordinates related journal entries with Accounting; and follows-up on payment status.
12. Works with Accounting to publish the bond calendar used for payment application and keying deadlines. Bring any unusual timelines to the Director’s attention. Recommend alternative due dates to Accounting for those that conflict with Facilities contract payment terms. Disseminate the finalized bond calendar.
13. Reviews and ensures the accuracy of land closing and easement acquisition documents; prepares related fiscal documents; initiates contact and coordinates closing with WCPSS departments to ensure closings occur on time; and coordinates the cash draw-down and electronic deposit with WCPSS Accounting and Wake County.
14. Collaborates with the Director on policy and procedure improvements. Updates written policies and procedures in a timely manner.
15. Ensures work is in accordance with WCPSS Finance Manual standards and Board of Education policies.
16. Performs other related duties, as assigned.

WORK ENVIRONMENT/PHYSICAL REQUIREMENTS

This job operates in a professional office environment and has a noise level of mostly low to moderate. This role routinely uses standard office equipment such as computers, scanners, and copiers. The position, at times, must be able to come into direct contact with school system staff, students, and the public. Work is considered light physical work, requiring the exertion of up to ten pounds of force. The work occasionally requires driving automotive equipment.

EFFECTIVE DATE:  12/2023

DISCLAIMER:  The above statements are intended to describe the general purpose and responsibilities assigned to this position.  They are not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and skills required by the employees assigned to this position.  This description may be revised by HR and approved at any time.