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Financial Support Specialist-Student Services

Job description

Financial Support Specialist-Student Services

Cabrillo College

Closing Date/Time: 9/28/2018 11:59 PM Pacific

Salary: See Position Description

Job Type: Full-time


Department: Vice President Student Svcs

Employment Opportunity

This full-time Financial Support Specialist position has primary financial support responsibility for Student Services general and non-general funds. Performs complex and technical accounting work and related duties as required or assigned.

The ideal candidate will share Cabrillo's commitment to educating its racially and socioeconomically diverse student population. Cabrillo College serves approximately 12,000 students per term, of which 44% are LatinX, 5% multi-ethnic, 3% Asian, 1% African-American, 1% Filipino, .25% American Indian or Alaskan Native, and .19% Pacific Islander as of Fall 2017. At Cabrillo, over 52% of students are students of color, and 59% are economically disadvantaged. In 2006, Cabrillo College was designated a Hispanic-Serving Institution, reflecting the great responsibility that the College has to the educational attainment and economic well-being of the surrounding community.

Cabrillo College has a tradition of collegial governance, and staff possess a long history of participatory governance in all levels of decision-making at the college. Cabrillo provides an excellent opportunity to learn, collaborate, create, and make a difference in the lives of its students and community.

Examples of Duties

  • Maintains and balances a subsidiary ledger
  • Provides accounting, budgetary and financial records on income and expenses
  • Processes temporary hourly and student employment paperwork
  • Reviews timecards and faculty contracts for accuracy and ensures available funds
  • Provides information to College staff and to the public that requires the use of judgment and the interpretation of policies, rules or procedures
  • Receives, audits and compiles invoices, credit memos, purchasing documents, and other financial documents; reviews for completeness, accuracy, and proper authorization; reviews for extensions and other charges
  • Totals, classifies and posts to appropriate accounts and files
  • Maintains accounts receivable files and requests payment by preparing and distributing invoices
  • Produces and distributes receipts
  • Posts and deposits monies according to established policies and procedures
  • Performs cash flow analysis, budget analysis, and projections
  • Prepares a variety of end-of-month, year-end, and other periodic financial statements and reports
  • Compiles and adjusts financial data as needed, recommends a resolution of aged accounts
  • Performs journal entries, posts to subsidiary ledger
  • Provides information to the District Business Office as needed
  • Performs a variety of general office support work such as organizing and maintaining various files, preparing correspondence, reports, forms and specialized documents, and proofreads and checks materials for accuracy, completeness, and compliance with procedures and regulations
  • Operates a variety of office equipment and enters and retrieves data accurately from an institutional database using various software
  • Creates and maintains a variety of databases, spreadsheets, and documents for tracking of financial data
  • Coordinates instructional equipment purchases
  • Researches and compares vendor costs
  • Recommends equipment
  • Interacts with college personnel and vendors regarding financial activities
  • Resolves discrepancies and clarifies issues
  • Researches information, compiles data and prepares a wide variety of statistical and budget reports
  • May prepare, collect, handle, and balance student fees
  • May oversee the work of student employees
  • May prepare and provide cost analysis, reports, and projections for Weekly Student Contact Hours (WSCH) and Full-Time Equivalent Students (FTES)
  • May reconcile teaching units in collaboration with assigned administrator and staff
  • Performs related duties as required or assigned

Minimum Qualifications

Education and Experience:

Graduation from high school supplemented by college-level accounting courses and three (3) years of increasingly responsible financial record keeping and accounting experience.

Please note: Additional experience may be substituted for the education.


  • Experience in an educational setting
  • Experience using an ERP, such as Colleague
Knowledge of:
  • Accounting principles and practices including preparation of complex financial statements
  • Applicable sections of California Education Code and other applicable laws and reporting requirements
  • Standard office practices and procedures, including filing and the operation of office equipment including a computer and various software
  • Financial and statistical record keeping techniques
  • Principles of training and providing day-to-day work direction
  • Correct English usage, grammar, spelling punctuation, and vocabulary
  • Interpersonal skills using tact, patience, and courtesy
  • Technical aspects of assigned division or function
  • Effective oral and written skills
Ability to:
  • Perform technical accounting duties and maintain accounts, journals, and ledgers
  • Compile and reconcile complex numerical and statistical data
  • Coordinate multiple projects and meet critical deadlines
  • Use initiative and sound judgment within established procedural guidelines
  • Demonstrate sensitivity to and understanding of diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students and the community
  • Read, interpret, apply, and explain rules, regulations, policies, and procedures
  • Make mathematical and statistical calculations quickly and accurately
  • Instruct others in work procedures
  • Analyze situations accurately and adopt an effective course of action
  • Establish and maintain effective working relationships
  • Maintain detailed records, prepare reports, create and maintain spreadsheets and databases
  • Operate standard office equipment to produce correspondence, reports and other written materials using various software
  • Work effectively both independently and as a member of a work team
  • Maintain confidentiality of information
Other Requirements:
  • Must be willing to work evenings and weekends at various college locations

Additional Information

Current Salary: *$3,889 to $4,287 per month to start; seven step schedule to $5,211 per month. Full-time assignment, 12 months per year. Monday through Friday, 8:00 a.m. - 5:00 p.m. with evenings and weekends as required. Classified employees are required to join the California Public Employees' Retirement System (CalPERS) and as such contribute up to 7% of their monthly salary to CalPERS on a pre-tax basis. Position scheduled to begin as soon as possible, pending continued district funding and Governing Board ratification. Salary is subject to proration based on beginning date of assignment.

* Cabrillo College reserves the right at its discretion to hire classified and confidential employees at a higher starting step placement, up to step three, in acknowledgment of an individual's previous job-related work experience. Please note: It is the applicants responsibility to ensure their application materials include the work-related experience they wish to be considered for a higher step placement. The Human Resources department will make their determination based on the information in the application materials received.

Cabrillo College currently provides a benefit stipend contribution for medical, dental, life and long-term disability insurance for employees and eligible dependents.

The Cabrillo Classified Employees Union (CCEU) is the exclusive bargaining representative for classified employees. Classified employees who elect to join CCEU agree to have a monthly payroll deduction equal to the current membership dues rate, which is generally a percentage of gross monthly compensation.

Application Process:

**To be considered, each applicant MUST SUBMIT:

  1. Completed online Employment Application
  2. Job-related resume
  3. Verification of educational and experience qualifications (Foreign transcripts must be translated to determine equivalency to U.S. standards (Download PDF reader). Any fee for such translation is paid by the applicant.)
    • Transcripts from all colleges attended showing degree conferred, if applicable (unofficial transcripts, copies, and downloads are acceptable) to demonstrate the qualification re: college coursework listed in this announcement. Please note diplomas are not accepted in place of college transcripts. If selected it is the responsibility of the candidate to provide official transcripts, diplomas, degrees, or other documents as may be requested. OR
    • Verification of experience qualifications:
    • Experience may be substituted for the education requirement. Applicant must provide written evidence that proves additional experience is equivalent for purposes of substitution.
** If any of the above materials are not submitted with your application packet, your materials will be deemed incomplete and will not be forwarded to the committee for screening.

Please notify the Human Resources Department if you require any special accommodation(s) in meeting these requirements.

Please Note: To ensure an accurate evaluation of your application materials, please submit information regarding your education, experience, knowledge, and abilities as they relate to the minimum qualifications. When filling out the online application, it is important that you fill out all sections completely. Do not leave blank spaces/sections or note "see resume." When adding attachments, please redact ALL of the following items which appear on any attachment before you submit it: personal photos, social security number, birth place, birth date, age, and gender.

Selection Procedure: Applications will be reviewed by a search committee, which will determine the applicants to invite for interviews based on the appraisal of qualifications as documented by application materials submitted. Meeting the posted requirements does not guarantee an invitation for an interview. Performance exam(s) may be administered.

Candidates selected for employment with Cabrillo College must agree to be fingerprinted, provide current tuberculosis screening results, provide proof of eligibility for employment in the United States and present a valid Social Security card upon hire.

Application Deadline: Application and attached required materials must be successfully submitted by 11:59 p.m. on: Friday, September 28, 2018.

Cabrillo College seeks applications from all qualified individuals. It is the continuing goal of Cabrillo College to hire and retain staff that reflect the rich diversity and cultural heritage of the college district and its student body.

Cabrillo College currently provides full-time employees a benefit stipend contribution for medical, dental, life and long-term disability insurance for employees and eligible dependents. Please note: Employee who work part-time contracts will receive a pro rata benefit stipend based on the percentage of assignment.
Full-time and *part-time classified employees are required to join the California Public Employee's Retirement System (CalPERS) and as such contribute up to 7% of their monthly salary to CalPERS on a pre-tax basis.

Note: Classified-hourly employees are not eligible for insurance-related benefits or PERS retirement benefits.

Each employee hired into a classified position shall contribute to membership dues, service fee or charitable contribution at the current rate based on gross salary per month.

*Part-time refers to 1,000 hours/125 days or more per fiscal year.

To apply, please visit: https://www.schooljobs.com/careers/cabrilloedu

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Job No:
Posted: 9/11/2018
Application Due: 10/1/2018
Work Type: