School Fiscal Assistant

Office of Human Resources Classification Specialist - Interview Questions ____

04/29/26

SCHOOL FISCAL ASSISTANT

The Frederick County Public School (FCPS) District's mission is to inspire, innovate & motivate. FCPS serves more than 46,000 students and 280,000 residents in twelve municipalities spread across 667 square miles. FCPS provides a diverse and inclusive learning environment, where excellence in college and career preparedness are paramount. The commitment to our community is to provide exceptional education and equity for "every child, every day".

POSITION OVERVIEW The School Fiscal Assistant has the primary responsibility to manage all financial transactions for the assigned high school. Key responsibilities include but are not limited to managing financial transactions for the school -based operating budget, provid ing frequent financial updates to the principal and fiscal services staff, processing and supporting student activity fund (SAF) software and transactions, and assist ing school-based staff with financial transactions. The SAF categories and transactions vary significantly both in type and size of activity due to the extensive programming at a high school (clubs, athletics, events, fundraisers, field trips, etc.). Additionally, t he work requires frequent reconciliation and reporting.

ESSENTIAL FUNCTIONS Student Activity Fund (SAF) accounting: Receive, receipt, deposit, account for, and disburse all funds flowing through the student activity fund accounts (except if otherwise directed by the principal) ensuring proper documentation is included and approvals have taken place prior to making deposits, purchases and disbursements. Sets up catalog items in the accounting software that allows for parent/guardian to make online payments for classroom/lab fees, field trips, club dues, spirit wear, etc. Responsible for understanding and compliance with Board Policy, FCPS Regulation and Fiscal processes and guidelines (SAF Manual). Handles funds received from designated school staff and ensure count/verification in their presence of the monies received for deposit. Prepares deposit ticket with itemized tender deposit recorded in school -based accounting software Safeguards money collected, held in the safe for deposit Bank deposits shall be prepared, remain intact, and taken to the bank on a regular basis. Applies and manages sales tax on items sold through SAF to allow for an accurate systemic monthly Sales & Use Tax return filing and the timely remittance to central office of sales tax amounts due. Remittance of Gate receipts, technology replacement/repair fees, etc. for deposit to central office on a monthly basis. May assist in the management of fundraising documentation and ensuring the proper procedures are followed with the handling of cash based on the Fundraising regulation. Prepare and provide monthly bank reconciliations and annual reports to the principal for approval, followed by a submission to Financial Reporting by the designated due date Office of Human Resources Classification Specialist - Interview Questions ____

04/29/26

Monitors SAF accounts and communicates their financial status to the principal and when asked by designated school staff. Any problems identified or potential issues with SAF must be communicated to the principal promptly and upon detection. Ensure SAF policies and practices are effectively communicated to staff and are followed. Must cooperate and participate in audits and be able to provide financial records upon request. Participate in professional learning and training opportunities as required.

School-based Budget: Electronic budget tracking - logging expenses, monitoring planned spending, ensuring proper coding, and reconciliation Resolve budget reconciliation discrepancies in a timely manner Meets regularly with school principal to review planned spending and budget to actual details Run and interpret financial reports Maintains accurate and organized financial records Prepare journal entry requests for miscoded transactions or errors detected (and provides the proper supporting documentation needed for processing the request) Retention of financial and payroll records

Purchasing: Preparations of requisitions for purchases Prepare change orders or finalization of purchase orders Prepare expense reimbursements for SAF transactions Request suppliers be reviewed and vetted per Purchasing /HR processes Adheres to procurement card guidelines for allowable purchasing (requires passing a p-card test) and timely reconciliation of transactions Acts as the budget reviewer for all p-cardholders at the school

Inventory: Properly flags purchases as sensitive or capital assets in the ERP system May lead or assist with the inventory process and accountability reporting of assets Responsible for properly completing an electronic transfer form for surplus or disposing of assets Other duties as assigned

The above list is a summary of the essential functions of the job, not an exhaustive comprehensive list of all possible job responsibilities, tasks, and duties.

REQUIRED QUALIFICATIONS Education/Training/Experience: High school diploma or equivalent. 1 year of experience equivalent to a School Administrative Assistant 3 (Substitution: 6 years of administrative experience, 3 of which included regular fiscal functions, or Associate degree in Accounting/Business and 2 years of related fiscal experience).

Certification/License: None Office of Human Resources Classification Specialist - Interview Questions ____

04/29/26

PREFERRED QUALIFICATIONS Education/Training/Experience: Associate degree in accounting, finance or business related field or Bachelor's degree

Certification/License: None

KNOWLEDGE, SKILLS & ABILITIES The following knowledge, skills and abilities detailed below will make a candidate successful in this position. Proficiency in Microsoft Office applications with an emphasis on EXCEL Proficiency in PS-HR and PS-Financials Proficiency in financial reconciliation. Advanced oral and written communication and human relations skills. Excellent collaboration and facilitation skills. Ability to handle confidential and highly sensitive information in a professional manner. Ability to build trust and maintain relationships. Works independently and as part of a team. Strong technology expertise. Management and organizational skills that show an ability to prioritize, work under time constraints, and demonstrate flexibility in an environment of multiple tasks and shifting priorities. Ability to work a flexible schedule, including evenings and weekends, as needed. Regular and predictable attendance. Ability to prioritize, multi-task, be pro-active, and anticipate work demands.

PHYSICAL REQUIREMENTS & WORK ENVIRONMENT The physical requirements of this position include: sitting, walking, standing, repetitive motion of the hands/fingers (e.g., keyboarding, turning pages), fine manipulation with fingers, seeing close work (e.g., typed print) , hearing conversations or sounds, hearing via radio or telephone, communicating through speech, and communicating by writing/reading. Capable of performing the essential functions of the position with or without accommodation.

Position Data:

FREDERICK COUNTY PUBLIC SCHOOLS IS AN EQUAL OPPORTUNITY EMPLOYER

FLSA Status: Non-exempt Employee Unit: FASSE Grade: S10 Department: SASA Division: ACTS Work Calendar: 244/7 Office of Human Resources Classification Specialist - Interview Questions ____

04/29/26

THIS JOB DESCRIPTION HAS BEEN WRITTEN TO INDICATE THE GENERAL NATURE AND LEVEL OF WORK PERFORMED BY AN EMPLOYEE HOLDING THIS POSITION. IT IS NOT WRITTEN TO INCLUDE OR BE INTERPRETED TO INCLUDE A COMPREHENSIVE INVENTORY OF ALL DUTIES, RESPONSIBILITIES, AND QUALIFICATIONS REQUIRED OF THE EMPLOYEE. NOTHING IN THIS DESCRIPTION RESTRICTS MANAGEMENT'S RIGHT TO ASSIGN OR REASSIGN DUTIES AND RESPONSIBILITIES OR ADD REQUIRED QUALIFICATIONS AT ANY TIME.