Claims Auditor

The Fayetteville-Manlius School District has an immediate opening for a Claims Auditor.  The Claims Auditor reports to the Board of Education and is responsible for the review and approval of all accounts payable transactions in accordance with general municipal law and Board policy.  Knowledge of audit standards, purchasing and accounts payable is required, experience as a claims auditor in a school district is preferred.  This is a part-time position that averages eight (8) hours per week.

Individuals and/or firms interested in performing the claims audit function for the school district are invited to apply.  The claims audit function will be performed to ensure that all expenditures of school district funds are in accordance with laws, regulations, and board policy.

Applicants must send a cover letter, resume and list of 3 references to Sarah Gridley, District Clerk, Fayetteville-Manlius CSD, 8199 East Seneca Turnpike, Manlius NY 13104 or by email to sgridley@fmschools.orgThe deadline for receipt of all materials is 4 p.m. on December 2, 2019.  A more detailed listing of the responsibilities of the position is listed below.

The claims auditor is responsible for formally examining, allowing, or rejecting all accounts, charges, claims, or demands against the District. The auditing process should determine:

  • The proposed payment is for a valid and legal purpose;
  • The obligation was incurred by an authorized District official;
  • The items for which payment is claimed were in fact received or, in the case of services, that they were actually rendered;
  • The obligation does not exceed the available appropriation; and
  • The submitted voucher is in proper form, mathematically correct, does not include previously paid charges, and is in agreement with the purchase order and contract upon which it is based.

The Claims Auditor shall:

    • Be knowledgeable with state and local bidding laws and regulations as well as board policies and regulations.
    • Be familiar with the legal requirements associated with General Municipal Law Section 103 and the bidding requirements.
    • Be familiar with the practice and use of co-operative bidding, county contracts, and state OGS contracts.

    Perform the following duties weekly:

    • Ensure that each voucher packet includes a purchase order signed by the purchasing agent, a signed receiving copy, and an original invoice.
    • Ensure that voucher packets for conference reimbursements include an approved purchase order (if applicable), and approved authorization to attend such conference, conference literature describing the cost, location, and purpose for attending, a claim form signed by the individual making the claim, approved by the supervisor and has original, itemized receipts attached.
    • Ensure that the invoice clearly describes the goods or services purchased and matches the purchase order.
    • Make certain that the invoiced price is comparable to the estimated cost on the purchase order and if the invoice cost is above the purchase order that the purchasing agent has approved the increased cost.
    • Ensure that the district does not pay any sales tax.
    • If the expenditure is one that requires bidding, make certain there is evidence that the merchandise was bid either by the school district or through a cooperative bid or state contract.
    • If the expenditure is one that does not require bidding, make certain there is evidence that the purchase is in compliance with board policy.
    • Review all voucher packets for their reasonableness.
    • Confirm that signatures are those that are authorized to approve expenditures.
    • Verify, on a sample basis, that extensions are correct.
    • Compare actual check to documents of voucher packet approved.
    • Execute the certification of the warrant authorizing Treasurer to sign and mail checks.

    Perform the following duties periodically:

    • Provide the approved warrant report to the Board of Education on a monthly basis.
    • Provide additional reports, verbal and written, to the Audit Committee/Board of Education twice per year.