District Accountant

The District Accountant manages the school district’s financial records to ensure accuracy, transparency, and compliance with local, state, and federal requirements. This role oversees general ledger accounting, accounts payable and receivable, journal entries, reconciliations, grant and revolving fund tracking, and supports budget development, financial reporting, and year-end audits. The District Accountant works closely with the Director of Finance & Operations, administrators, and external auditors to maintain strong internal controls and support sound fiscal decision-making.

REPORTS TO: Director of Finance & Operations

PERFORMANCE RESPONSIBILITIES:
1. Reviews and posts all transactions to the general ledger.
2. Establishes and maintains revenue and expenditure accounts for the General Fund and all other district funds.
3. Initiates and posts all budgetary and adjusting journal entries.
4. Maintains a general journal for both budgetary and adjusting journal entries.
5. Reconciles cash, appropriations and fund balances (i.e. special revenue, capital projects, etc.) with the appropriate personnel monthly.
6. Verifies that all other asset and liability accounts are properly stated.
7. Maintains grants and revolving funds, including setting up funding agency as accounts receivable vendor, establishing new accounts and grant expenditure reports, verifying budget amounts with grant manager, and preparing periodic requests for release of funds from the funding agency.
8. Manages the Accounts Receivable and Accounts Payable process.
9. Monitors and reconciles all accounts monthly:
--- Review account details to ensure all expenditures charged to each account are appropriate. Documents and posts all adjustments needed to maintain the integrity of the accounts;
--- Reviews account details to ensure that all revenue posted to each account is appropriate. Documents and posts all adjustments needed to maintain the integrity of the accounts;
--- Reviews and reconcile all liability accounts;
--- Executes all properly authorized line item transfers;
--- Reconciles cash accounts on the general ledger with the Treasurer.
10. Maintains financial records in accordance with district, state, and federal policies and requirements.
11. Oversees accounting records and filing system.
12. Prepares financial reports as requested by the Director of Finance & Operations.
13. Notifies the Director of Finance & Operations when it appears that an appropriation has been expended or is likely to be overdrawn.
14. Generates and prepares accounts payable warrants at least twice monthly which involves comparing and matching documentation prior to authorizing payment (i.e. match purchase order to packing slip and invoice, check systems and statements for prior payment, etc.) and contacting staff as needed to confirm receipt of goods/services.
15. Prepares and distributes financial reports at close of each payables warrant to the School Committee Finance Subcommittee.
16. Issues and mails payable checks following approval of warrants. Handles inquiries from vendors seeking information on payment status, tax-exempt questions, and other inquiries.
17. Prepares DOE End of Year Financial Report; schedules for annual audits (as required by independent audit firm); expenditure reports and fund balance reports for Director of Finance & Operations; calculates Excess & Deficiency balance for state report; and all other reports and schedules as requested.
18. Performs such other tasks as may be assigned from time to time by the Superintendent of Schools or their designee.