Business Services Supervisor, SJCCO

SAN JOSE/EVERGREEN COMMUNITY COLLEGE DISTRICT

Business Services Supervisor  

Posting Date: 12-14-2012  
Closing Date: 01-15-2013

Posting Number: 0010349  
Work Location: San Jose City College  
Division: Finance and Administrative Services  
Position status: Full-time  
Academic Position Type: Supervisory  
 
Salary Range: $71,245 - $86,980 Annual Salary
Benefits Available: Medical, dental, vision, life insurance, income protection and retirement. Management positions include 20 vacation days, 17 holidays and 6 administrative leave days per year.
This is a 12-month per year position, 40 hours per week, Monday - Friday, 8:00 a.m. - 5:00 p.m
Employment Start Date: As soon as possible.  

Position Summary:
Reporting to the Vice President of Administrative Services, the Supervisor of Business Services oversees the daily operations of the business office and financial administration.

The Supervisor of Business Services is responsible for efficient and effective financial management of a campus or equivalent business unit and communications with the District office. Advancement to this position would be through promotion based on compliance with the stated qualifications and a demonstrated ability to develop and implement accounting controls, prepare financial performance statements, conduct financial analysis, and supervise staff engaged in a variety of business transactions. Ensure accurate and timely production of general ledger, accounting and budget reports, prompt payment of invoices and issuance of statements for accounts receivable. Provide assistance to District personnel in implementation of accounting policies, procedures, and requirements. Facilitates development of and administers the approved operating budget for organization unit.  

Duties and Responsibilities:
1. Facilitates data gathering and preparation of annual operating budget proposals for the campus or business unit. Distributes worksheets and receives information from administrators, faculty, and staff on personnel, programs, equipment and supply needs, projects, etc., then organizes information in accounts for further review.

2. Provides training and technical expertise to administrators, faculty, and staff for budget development and assists in resolving issues and conflicts on expenditures and budget.

3. Supervise and evaluate the performance of assigned staff; interview and participate in selecting employees; train, counsel, discipline and terminate personnel according to established policies and procedures.

4. Sets up procedures for monitoring approved budgets, including special funds and grants.

5. Prepares budget transfers or journal vouchers for corrections and/or adjustments to the budget. Reviews expense requisitions for compliance, analyzes variances and resolves variances with Department Heads.

6. Conducts special financial research or analytical studies to assist administrators in the formulation new policies and planning of new or revised programs.

7. Monitors the financial performance of special projects, funds, and grants, preparing mandated compliance reports as required.

8. Receives, reviews, and approves purchase requisitions for appropriateness and budgetary compliance. Verifies completeness of information, then forwards requests to a centralized purchasing office for action.

9. Receives, reviews, and approves requests for checks, warrants, claims, and reimbursement for expenses.

10. Oversees and prepares financial performance statements for the operating budget of the assigned campus/operating unit. Coordinates financial information flow with the District office and participates with preparation of general ledger and other summary documents.

11. Accounts for fixed assets of the campus/operating unit.

12. Supervises and coordinates facility use requests by outside agencies and internal departments.

13. Oversees and prepares periodic financial statements for fund/student accounts, grants, and other special programs. Reviews transactions, approves advances and loans for books and supplies, reconciles special accounts, and disburses checks to financial aid recipients or others.

14. Acts as campus internal auditor to audit financial data and documents to assure accuracy, completeness and compliance with district policies and procedures and applicable government regulations. Develops and maintains document trails to support internal and external audits.

15. Receives and verifies payroll and related information, forwarding on to a centralized payroll function for processing. Verifies budget line item codes, overtime, and payroll allocations such as paid time off.

16. May perform certain financial aid duties such as develop payment plans for students accessing eligible student body funds, bill and receive funds for course attendees.

17. Conducts various financial studies to support budget, project, and grant proposals.

18. May perform certain property management functions such as leasing, use scheduling, fees, and billing to outside users. Receives and/or initiates requests for facilities maintenance.

19. Performs other duties and responsibilities as assigned.  
 
Knowledge, Skills and Abilities:
Knowledge:

1. Structure and format of relational databases used for financial, administrative, and student information.

2. Accounting and audition principles and practices.

3. Theory and practices of cost accounting and governmental accounting.

4. Principles of supervision, training and performance evaluation.

5. Modern and complex principles and practices of financial recording keeping and reporting.

6. Analysis and research methods and techniques, as related to finance and accounting.

7. Data processing applications.

8. Pertinent Federal, State, and local laws, codes and regulations.

9. Interpreting and explaining District policies and procedures.

10. Preparing and interpreting complex fiscal records and reports.

Skills and Abilities:

1. Operate assigned equipment.

2. Using software for computer based accounting, budge and data systems.

3. Preparing clear and concise reports.

4. Communicating clearly and concisely, both orally and in writing.

5. Establishing and maintaining effective working relationships with those contacted in the course of work.

6. Motivational and mediation skills preferred.  

Minimum Qualifications:
Education and Experience:

1. Equivalent to Bachelor's degree from an accredited institution with major course work in accounting, finance, business administration or a related field.

2. Five years of increasingly responsible accounting and budgeting experience, preferably in a public agency.

3. Demonstrated sensitivity, knowledge and understanding of the diverse academic, socioeconomic, gender, cultural, disability, and ethnic back of groups historically underrepresented, and groups who may have experienced discrimination.

4. Success integrating diversity as appropriate into the major duties outlined in the job description and in the duties listed in the District's hiring policy; or demonstrated equivalent transferable skills to do so.  
 

Application Procedures, Notes and Contact Information:
This job posting is found at the following URL:

https://jobs.sjeccd.edu/applicants/jsp/shared/Welcome_css.jsp [3]


( To apply, you MUST FIRST click the link "APPLY FOR THIS POSTING" on the job posting):

Interested applicants MUST SUBMIT ONLINE ALL of the following materials by the closing date to be considered for the position
1. A completed online San Jose/Evergreen Community College District ADMINISTRATIVE/MANAGEMENT POSITION APPLICATION

2. COVER LETTER
(Must state how you meet ALL the minimum qualifications in EDUCATION and EXPERIENCE as described in the job announcement Minimum Qualifications section. Also, state how you meet other qualifications)

3. RESUME

4. TRANSCRIPT(S) - NOT DIPLOMAS - (unofficial or official copies) for stated degrees/coursework and must have the degree confer/award dates (circled). Official transcripts will be required prior to employment start date should the position be offered.

ABOUT TRANSCRIPTS: If you do not have an electronic version of the transcript, you can get it scanned at Kinkos, Office Max, Office Depot, Staples, etc.; then attach the electronic version of your transcript to this online application at the later part of the application process.

IMPORTANT NOTES:
1. Only complete application materials will be considered (No exception for any or internal applicants). Application materials must include: a. ADMINISTRATIVE / MANAGEMENT POSITION APPLICATION, b. COVER LETTER, c. RESUME, and d. TRANSCRIPT(S) of degrees having confer/award date on the transcript. Attachments must be in word document or PDF.
(The criminal history explanation, if any, must be provided and will NOT be forwarded to the screening committee)

2. Incomplete application packet and/or documents received by Human Resources after the closing date will not be considered (No exception for employees or non-employees).

3. Applications not having all required minimum qualifications in education and experience as stated in the Minimum Qualifications section will not receive further considerations.

4. Letters of Recommendation are not required and will not be included in the application packet. Additional documents that are not requested may not be included.

5. DEGREES/COURSEWORKS must have been awarded by a college or university ACCREDITED by an accrediting body recognized by the U.S. Council on Post-Secondary Accreditation and/or the U.S. Department of Education.

6. FOREIGN DEGREES/COURSEWORKS: Candidates with DEGREES and CREDITS earned outside of the United States MUST provide official certification of equivalency to U. S. degrees by a certified U. S. credential review service, must have a U.S. evaluation (course by course of the transcripts) and must be submitted with the application. Simple translation of the language on foreign transcripts, coursework, or similar will NOT suffice; thus will cause the application packet to be judged as incomplete.

7. Upon hire the successful candidate must provide the required documents of identity and authorization to work and attest he/she is authorized to work in the United States.

8. Application materials become the property of the district and will not be returned or
duplicated for applicants.

9. Travel expenses to attend the interview are the responsibility of the candidate.

10. Meeting the minimum qualifications does not assure an interview.

11. The District may re-advertise, delay, choose not to fill the position, or choose to fill more than one position.

Reasonable accommodations will be provided for applicants with disabilities who self disclose

For assistance, contact:
HR Employment Services
4750 San Felipe Road, San Jose, CA 95135
Phone: (408) 270-6414 Fax: (408) 223-6341
Email: Hremploymentservices@sjeccd.edu [4]  

Equal Opportunity Employer Statement:
San Jose/Evergreen Community College District is an Equal Opportunity Employer committed to nondiscrimination on the basis of ethnic group identification, race, color, language, accent, immigration status, ancestry, national origin, age, gender, religion, sexual orientation, transgender, marital status, veteran status, medical condition, and physical or mental disability consistent with applicable federal and state laws.


About San Jose/Evergreen Community College District
The San Jose/Evergreen Community College District consists of two colleges. The metropolitan San Jose City College located just minutes from downtown San Jose, established in 1921, and the park-like Evergreen Valley College located in southeast San Jose at the foot of the Diablo Mountain range, which opened in 1975. The District is represented by dedicated and talented employees who are passionate about providing our student population with the best educational experience possible. The District recognizes that cultural diversity in the academic environment promotes academic excellence; fosters cultural, racial and human understanding; provides positive roles models for all students, and creates an inclusive and supportive educational and work environment for its employees, students, and the community it serves.