Transportation Cost Clerk

Job Summary:Haywood County Schools is seeking a skilled and dedicated Transportation Cost Clerk to join our team. The cost clerk will play a crucial role in managing financial records, budgets, and transactions for the transportation department. The ideal candidate will have excellent organizational and mathematical skills, attention to detail, and the ability to work effectively in a fast-paced environment.Key Responsibilities:Financial Record Keeping: Maintain accurate and up-to-date financial records for the transportation department, including accounts payable, accounts receivable, payroll, and general ledger entries.Budget Management: Assist in the development and monitoring of the transportation budget. Track expenditures, analyze variances, and provide regular financial reports to the transportation director and stakeholders.Accounts Payable and Receivable: Process invoices, purchase orders, and reimbursements. Prepare and issue checks for payments. Monitor outstanding balances and follow up on overdue accounts receivable.Payroll Administration: Coordinate payroll processes, including verifying timesheets, calculating salaries, and ensuring timely and accurate payment to school employees. Collaborate with the Finance Officer to maintain employee payroll records.Financial Reporting: Prepare and present financial reports to the transportation director. Summarize financial status, trends, and variances from the budget.Compliance: Ensure compliance with relevant federal, state, and local regulations related to school district finances and transportation requirements. Stay updated on changes in accounting standards, transportation standards, and government regulations.Collaboration: Collaborate with school administrators and staff to provide financial support and guidance. Address financial inquiries and provide assistance as needed.Record Retention: Maintain organized and secure financial records in accordance with school district policies and legal requirements. Prepare records for audits and assist auditors as necessary.Verifies accuracy of all daily writtent charges; maintains summary of chares for vehicles serviced by the bus garage; summarizes and balances labor and parts charged from TD-18 on a daily basis using BSIP Software.Enters data from fuel sheets, work orders, labor and parts into the SVFMS.Checks materials recieved against invoices to verify price and quantity accuracy.Reads meters from on-site fuel dispensing systems to assess daily fuel consumption.Issues parts to mechanics and charges TD-18 repair work orders.Closes out purchase orders.Maintains current status of all open purchase orders to assure intended purchases do not exceed maximum limits.Recieves parts orders and fuel shipments from vendors; verifies quantities; prepares orders from vendors for delivery and restocks inventory.Verifies purchase orders are assigned to the proper accounts.Monitors parts usage and inventory needs; identifies appropriate vendors by using state contract, bids and local availability.Conducts annual physical count of the entire warehouse inventory; analyzes parts overage or shortage conditions and develops corrective actions to eliminate same.Prepares the Annual Report (TD-1) of inventory accuracy and costs to be submitted to the state.Sets up car rentals for school personnel.Maintain insurance compliance for the fleet.Complete Workman's Compensation paperwork for injuries.Must be a Notary.Performs other duties and responsibilities as assigned by supervisor.MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONSPhysical Requirements:Must be physically able to operate a variety of equipment including computers, copiers, laminators, etc. Must be able to exert a negligible amount of force constantly to move objects. Physical requirements are consistent with those for Sedentary Work.Data Conception:Requires the ability to compare and/or judge the readily observable, functional, structural, or composite characteristics (whether similar to or divergent from obvious standards) of data, people or things.Interpersonal Communication:Requires the ability to speak and/or signal people to convey or exchange information. Includes receiving instructions, assignments, and/or directions from superiors.Language Ability:Requires the ability to read a variety of correspondence, reports, forms, student records, etc. Requires the ability to prepare correspondence, simple reports, forms, etc., using prescribed format.Intelligence:Requires the ability to apply rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.Verbal Aptitude:Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in Standard English.Numerical Aptitude:Requires the ability to utilize mathematical formulas; to add and subtract; multiply and divide; and to determine percentages and decimals.Form/Spatial Aptitude:Requires the ability to inspect items for proper length, width, and shape.Motor Coordination:Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment.Manual Dexterity:Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have minimal levels of eye/hand/foot coordination.Interpersonal Temperament:Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress.Physical Communication:Requires the ability to talk and hear : (Talking: expressing or exchanging ideas by means of spoken words. Hearing: perceiving nature of sounds by ear). Must be able to communicate via telephone.DISCLAIMERThe preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job.Qualifications:High School Diploma; Associates degree in related field preferred.Previous experience in accounting, finance, bookkeeping, transportation, preferably in an educational or public sector setting.Strong knowledge of transportation accounting principles, budgeting, and financial analysis.Skilled in Microsoft Word, Excel, PowerPoint, and preferably BSIP (SAP) to identify and locate parts.Excellent organizational, analytical, and communication skills.Ability to work independently, prioritize tasks, and meet deadlines.Benefits:State Healh Plan InsuranceState Retirment Plan401-K Plan