Fiscal Specialist at Victor Valley Community College (2024)

Human Resources

Job Description / Essential Elements: Print

Fiscal Specialist
Victor Valley College
Salary: $5,410.00 Monthly
Job Type: Full-time
Job Number: 2024-413 FISCSPEC0304
Location: CA 92395, CA
Department: Fiscal Services
Closing: 7/31/2024 11:59 PM Pacific
Basic Functions
**FIRST DATE OF REVIEW IS SCHEDULED FOR JULY 31, 2024**THIS POSITION IS ASSIGNED TO THE FISCAL DEPARTMENTTHIS RECRUITMENT WILL BE USED TO FILL TWO (2) POSITIONS
Due to an overwhelming response for this classification, only the FIRST 75 applications will be accepted. Interested applicants are encouraged to apply as soon as possible. As part of the application process, candidates may be invited to take a written examination proctored onsite at Victor Valley College.THIS POSITION IS FULL-TIME, (12) MONTH, $64,920 ANNUALLY(RANGE 24 OF THE CLASSIFIED SALARY SCHEDULE)FAIR LABOR STANDARDS ACT (FLSA) POSITION STATUS IS NON-EXEMPT
The current hours of this position are Monday- Friday, 8:30 a.m. to 5:00 p.m., with some possible evenings and weekends. Hours of employment are subject to change based on student or departmental needs.
DEFINITIONUnder direction, performs a variety of difficult and complex technical accounting duties in the preparation, maintenance, and processing of accounting, budgeting, and related financial transactions; reconciles District bank statements and financial transactions; maintains and audits District financial accounts and records; assists in the preparation of financial reports, summaries, and analyses; and performs related duties as required.SUPERVISION RECEIVED AND EXERCISEDReceives direction from assigned supervisory or management personnel. Exercises no direct supervision over staff.CLASS CHARACTERISTICS
This classification is responsible for performing the full range of technical and specialized accounting duties in the Fiscal Department, working independently, and exercising judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.
Representative Duties
EXAMPLES OF TYPICAL JOB FUNCTIONS
Management reserves the right to make reasonable accommodations so that qualified employees with verified medical conditions can perform the essential functions of the job.
• Performs various complex and technical accounting duties to support District accounting functions; collects student fees; reconciles and balances cash and voucher transactions; performs billing for various financial aid awards; coordinates, signs and accounts for the disbursem*nt of District financial aid funds; estimates cash needed for financial aid disbursem*nts and Common origination and Disbursem*nt (COD) reconciliations, signs financial aid checks for students.• Performs a variety of accounts payable duties; audits invoices; monitors open purchase orders to ensure expenditures do not exceed budgeted amounts; orders banking materials for various District accounts.• Performs a variety of accounts receivable duties; reconciles financial aid book vouchers; balances general ledger entries with invoices and follows-up on collections.• Reviews periodic reports and billing for past due fees; reviews and prepares data for submission to the Chancellor's Office Tax Offset Program (COTOP) reporting process.• Performs District deposit transfers from local banks to the County's Treasury Office; prepares spreadsheets of monies collected; enters transfer information into a computer; runs transmittal reports and issues checks from clearing accounts; provides audit trail for deposit transfers.• Monitors various account funds; balances and prepares journal entries; posts cash receipt and cash disbursem*nts into journals and posts to general ledger; makes journal entries to appropriate accounts accurately; adjusts and closes entries for fiscal year end.• Assists in preparation of a variety of District internal, and federal and state financial reports.• Reconciles various District department bank statements for checking and money market accounts; verifies funds in accounts; corrects bank errors as needed.• Reviews budget and processes inter-fund transfers and other adjusting entries to ensure accuracy of accounts.• Maintains categorical fund records; works closely with fiscal management in clarifying guidelines, and maintaining and monitoring categorical/restricted funds; reviews transactions and makes needed adjustments.• Examines documentation to determine year-end entries, and interfund transfers; reviews transactions and makes needed adjustments for year-end closing; prepares documentation for annual audit.• Assists with, and provides information for, auditing services for the District including annual independent, County schools, federal and state agencies and consortium districts; completes the Schedule of Expenditures for Federal Awards (SEFA) and Schedule of Expenditures for State Awards (SESA).• Reconciles student grant overpayments and prepares payment to the District; reviews and prepares data for submission to 1098T forms and generates reports.• Communicates and resolves questions, concerns, or issues regarding financial related student services issues, including collection on overdue accounts.• Creates, sets up and revises term fee rate tables, rate table rules, and tuition fee rate tables when fee amounts change; ensures tables are functioning properly.• Troubleshoots and resolves issues with respect to student fees, rate tables, data posting, table rules, erroneous or missing data, and refunds.• Develops, assigns, and implements user log on/configuration for the financial management system allowing users to input requisitions for management approval and report generation.• Develops and implements the Chart of Accounts field definitions/account components for the District budgets; determines codes to assign based on professional standards manual; ensures compliance with the current structure of fields and reporting requirements; sets up, creates, and revises general ledger account number components and account strings.• Works productively and cooperatively with others by demonstrating respect, patience and equitable treatment of all internal and external customers.• Observes and complies with District and mandated safety rules, regulations, and protocols.• Performs other related duties as assigned.
Requirements
Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
Education:
• Equivalent to an associate degree in accounting, business management or a related field.
Experience:
• Three (3) years of increasingly responsible technical accounting experience.
Licenses and Certifications:
• None.
PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 10 pounds.ENVIRONMENTAL CONDITIONS
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.
Knowledge and Abilities
QUALIFICATIONS
Knowledge of:
• Operations and services of a comprehensive finance and accounting department.• Terminology and practices of financial document processing and record keeping.• Business arithmetic and financial techniques.• Financial recordkeeping principles and procedures.• Basic principles, practices, and procedures of accounting.• Basic principles of public agency budget preparation, maintenance, and control.• Methods and techniques of recording, receiving, and disbursing large amounts of cash.• Principles and practices of grant program transaction monitoring, recording and reporting.• Transaction reporting requirements for a diverse range of oversight agencies and/or funding sources.• Methods and techniques of balancing statements and transactions.• Methods and techniques of preparing and posting journal entries.• Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.• Principles and practices of data collection and report preparation.• Principles and practices of financial record keeping.• District and mandated safety rules, regulations, and protocols.• Techniques of providing a high level of customer service by effectively interacting with students, staff, faculty, representatives of outside organizations, and members of the public, including individuals of diverse academic, socio-economic, ethnic, religious and cultural backgrounds, physical ability, and sexual orientation.• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
Ability to:
• Perform paraprofessional accounting and budgeting work in assigned functional area.• Interpret, apply, and explain accounting policies and procedures.• Receive, count, reconcile, and maintain records related to funds collected or disbursed.• Make accurate arithmetic, financial, and statistical computations and summaries.• Compile financial information and assist in generating financial reports and statements.• Monitor and maintain assigned funds and accounting transactions/activities.• Assist in preparing financial reports and statements.• Examine a diverse range of fiscal records and transactions to ensure proper processing and disposition.• Establish and maintain a variety of filing, record keeping, and tracking systems.• Understand and follow oral and written instructions.• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.• Effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks.• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.• Demonstrate sensitivity to, and understanding of, the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds of community college students.• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
APPLICATION PROCEDURES:To be considered a candidate for this position, all materials required should be received in the Victor Valley College Office of Human Resources by the First Review Date. If a file is not complete by the First Review Date, the application may not be considered by the Screening Committee.
It is the applicant's responsibility to ensure that all requested materials are received. All material included in the application packet become District property, will not be returned, and will not be copied.
Please note, the only form of communication you will receive throughout the recruiting and hiring process will be through email. It is your responsibility to check your email for any upcoming testing and/or interview dates. This recruitment may be used to fill future vacancies.
Please note that the information provided on the application must be complete and will be the only information used to determine qualifications for the position. If it is unclear whether an applicant meets the minimum qualifications for the position from the application, that applicant will be disqualified.
A complete file consists of all of the following:
• Completed electronically signed Victor Valley College application, which includes Contact Information, Education, Work Experience, References and Supplemental Questions.• Copies of college transcripts showing college coursework (If you have transcripts please attach as other). (If you are using additional experience in lieu of educational requirements, please attach a document stating as such to the transcript attachment type or you will not be able to complete your application)NOTE: Degrees must be from an accredited institution. It is the responsibility of the candidate to include U.S. evaluations of non-U.S. transcripts with their application.You may check your status at any time by logging into Victor Valley College Online Application Site at https://www.schooljobs.com/ with your username and password.
Candidates wishing to apply for more than one position must apply for each position separately.
Victor Valley College is an Equal Opportunity Employer. Victor Valley College prohibits sexual harassment and assures that all employees will enjoy equal opportunity regardless of race, color, religion, marital status, sex, sexual orientation, national origin, age, disability, or status as a veteran. Employment acceptance or rejection shall be based on job-related qualifications.
To apply, please visit https://apptrkr.com/5469016
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