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ChapelHill-CarrboroCity SchoolsJobDescription

ReportsTo:Chief Academic Officer, Instructional Services Department

SalaryGrade:107

WorkLocation:SherylMar/LincolnCenter

FLSAStatus:Nonexempt

WorkSchedule:Full-time;twelve-months/year

Under general supervision, performs various complex fiscal, budgetary, administrative, and secretarial duties requiring a keen awareness of all programming aspects. Work involves managing multiple budgets and databases, maintaining complex accounting systems, generating budgetary reports, providing informational data, maintaining numerous hard-copy and computerized records and files, handling a large volume of routine telephone inquiries from teachers, principals, and the general public, and drafting a variety of informational documents, spreadsheets and correspondence using a variety of word processing, spreadsheet, and file maintenance programs. Additionally, responsible for asset management and inventory control following local, state, and federal regulations. Regular situations occur requiring discretionary judgment, analysis, and independent action.

• Establishes and maintains financial databases, spreadsheets, and daily balances for all categorical fund expenditures, staff development/travel reimbursements, payroll by budget code, school, program area, and description of items ordered for departmental planning, management purposes, and federal audit requirements.


• Develops financial plans and reports using a variety of mathematical skills; summarizes fiscal and budgetary information; prepares charts, graphs, and reports required for annual application for State and Federal categorical funds


• Reconciles monthly reports from Finance for multiple categorical budget codes to verify the accuracy of transactions and takes appropriate steps to make corrections as needed to ensure that Federal and State funds are utilized to total capacity while within annual allotments. Assists in monitoring departmental or program budgets, gathers pertinent data, analyzes requests, and processes technical information. This includes analyzing trends and evaluating expenditures to make recommendations.


• Assists leaders by preparing budget transfer requests to ensure sufficient funds for expenditures are in the appropriate budget line. Submits budget transfer requests to Finance. Summarizes data from various budget codes into comprehensive reports with limited instructions as required for auditing purposes of categorical funds and continued funding.


• Develops automated reporting and forecasting tools


• Work closely with the budget/finance division team to ensure accurate financial reporting and manage data spreadsheets for all expenditures, including preparing documents for review.


• Guide process through CHCCS policies and procedures for equitable fiscal stewardship


• Reviews/audits payments on vendor accounts processed by accounts payable. Verifies vendor information, invoice data, and account codes.


• Prepares appropriate documents, including requisitions, quotes, etc., for purchasing materials, supplies, and equipment according to applicable laws, rules, procedures, and regulations of the State of North Carolina and the CHCCS Board of Education. ? Maintain a robust financial analysis.


• Audits for budget code errors, contacting appropriate staff in Finance for corrections as needed to reconcile existing transactions through cross-referencing payroll and purchases


• Conduct comparable analysis to support internal finances


• Maintain up-to-date technical knowledge of financial instruments

• Maintains positive customer relations. Acts as a point of contact for telephone calls and visitors; makes appointments; facilitates problem-solving; gives detailed information regarding department activities and programs.


• Prepares necessary paperwork to support professional learning conferences and events


• Contacts and works with vendors to obtain price quotes on the status of outstanding orders and resolves any issues or concerns regarding an order, service, or product.


• Maintains records of numerous transactions according to individual fund accounts; receives copies of invoices, financial statements and/or related fiscal records.


• Confirms all items received as ordered and prepares documentation of incoming orders for distribution to offices and school sites. Submit signed approval documentation and invoices to accounts payable for processing payment.


• Maintains and updates the inventory system detailing all equipment owned by departments.


• Identify and drive process improvements, including creating standard reports and tools.

• Associate's degree in business administration, accounting, or related discipline; or equivalent combination of training and experience.


• 0-3+ years of business finance or other relevant experience


• Advanced knowledge and strong fluency with Word processing and Excel formulas and functions; preferred experience working with Google documents


• Strong equitable analytical and data-gathering skills


• Self-starter with excellent interpersonal communication and problem-solving skills


• Ability to multitask, prioritize responsibilities, and work independently


• Ability to communicate effectively with excellent verbal and written communication skills.


• Ability to function independently while working in a highly collaborative environment as an effective team player.


• Ability to think strategically, identify, and equitably solve problems.


• A desire to learn and a commitment to excellence.

• Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA, and other federal, state, and local standards, including meeting qualitative and/or quantitative productivity standards.


• Ability to maintain regular, punctual attendance consistent with the ADA, FMLA, and other federal, state, and local standards

• This document provides descriptive information about the above Chapel Hill-Carrboro City School position. Work performed by incumbents in this position may vary. Although this document may be used for recruiting, staffing, or career planning, the information contained herein should only be used as a guideline or recommendation for the content and qualifications for this position. An individual's ability to meet the qualifications and capabilities described in this document does not guarantee employment or promotion. Chapel Hill-Carrboro City School reserves the right to change this document without providing advance written notice.

Postings current as of 8/1/2026 6:41:15 PM CST.

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