Business Services Coordinator

Job description

Business Services Coordinator

San Jose/Evergreen Community College District

Position #: 1800112

Required Documents:
Cover Letter, Resume/CV

Opportunity Type:

Business Services

Posting Date:

First Review Date:

Work Location:
San Jose City College

Position Status:

Salary Range:
$63,117 - $77,013 Annual Salary (Range 100: Classified Salary Schedule Fiscal Year 2017-2018). Starting placement is generally at Step 1.

Benefits Available:
Excellent fringe benefit package includes District paid medical, dental, vision, EAP (employee assistance plan) and life insurance for employee and eligible dependents, and income protection. Voluntary plans include supplemental life insurance, Flexible Spending Accounts, 403b and 457 Deferred Compensation Accounts. Classified employees also receive vacation, sick leave and 18 paid holidays.

Position Summary:
The Business Services Coordiinator reports to the Vice President of Administrative Services at San Jose City College. The work schedule is 12 months per year; 40 hours per week; Monday - Friday; 8:00 a.m. - 5:00 p.m.

Position Purpose:
Under general supervision of assigned administrator, performs a variety of administrative and secretarial support activities. Office duties include: coordinate campus facilities requests by internal and external groups; assist students with outstanding tuition balances; provide clerical and support services for the Administrative Services Office.

Duties and Responsibilities:

  1. Coordinate campus facilities and rental arrangements. Act as liaison between potential facility users and the campus (including affected departments) schedules facilities for special events, write and issue permits, collect and file indemnification and insurance forms, invoice for and rental and/or direct cost fees.
  2. Analyze, investigate, resolve and collect student fees; act as Bursar; place and remove holds, and set up payment plan for students.
  3. Assist supervisor preparing grant reports.
  4. Maintain departmental budgets; make budget transfers, create purchase orders, and pay vendors.
  5. Oversee, review and analyze transactions including processed by others for accuracy, proper account coding or classification and allocation; follows up with vendors, suppliers, and agencies to reconcile transactions.
  6. Assist supervisor in preparing accounting reports, documenting adjustments to account balances, detailing the transaction trail for audit purposes; assist internal and external auditors with the review of financial records and transactions.
  7. Reconcile campus department deposits, include cosmetology, dental, library, ceramics, Admission and record. Reconcile cash bags and deposit them in a timely manner.
  8. Maintain event schedule on web and interact with neighborhood associations related to facilities and campus events. Maintain campus van schedule.
  9. Check-in/disburse payroll and reimbursement checks with use of related database modules; preparation and collection of advances. Coordinate matter with the District Office personnel.
  10. Disburse petty cash and athletics meal money for the campus, reconcile and prepare reimbursement requests.
  11. Prepare changes funds and reconcile cash report for Athletic & special events. Maintain cash boxes; make bank deposits; interact with bank staff regarding checking and scholarship accounts.
  12. Provide and process agreements; edit and maintain agreements; monitor expiration dates, inform appropriate executive staff.
  13. Assist staff and students to file lost warrants related to financial aid, payroll and reimbursement checks.
  14. Perform a variety of administrative, secretarial, and clerical support functions for assigned office activities; independently prepare and send correspondence; respond to letters and general correspondence of a routine nature; prepare reports and graphic materials as assigned.
  15. Provide staff support on a variety of boards and committees, prepare agendas and other material; prepare minutes and distribute.
  16. Perform other related duties as assigned.

Knowledge, Skills, and Abilities:
EMPLOYMENT STANDARDS Knowledge of: 1. Organization, time management and standard office procedures. 2. Advanced principles and procedures of record keeping and reporting. 3. Generally accepted financial accounting methods, practices, and college/program accounting practices and procedures. 4. Modern office procedures, methods and computer equipment. 5. Computer-aided spreadsheets, sufficient to prepare templates and financial reports. 6. Math skills sufficient to perform complex computations and statistics. 7. English usage, spelling, grammar and punctuation. Skills and Ability to: 1. Logistics skills sufficient to assist with facility use coordination. 2. Perform responsible and difficult administrative and secretarial work involving the use of independent judgment and personal initiative. 3. Interpret and apply administrative and departmental policies, procedures, laws and regulations. 4. Work independently in the absence of supervision. 5. Prepare reports and communications, compile and maintain sensitive records. 6. Independently prepare correspondence and memorandums. 7. Manage and maintain multiple budgets. 8. Exercise patience and discretion in communications with others inside and outside the organization. 9. Communicate technical concepts to others, as needed. 10. Trial balance financial summaries, account adjustments, prepare custom reports using spreadsheets and relational databases. 11. Analyze accounting procedures and recommend improvements to document processing and automated systems and controls. 12. Understand and apply practices and methods used in financial auditing. 13. Initiate and conduct research, complete complex arithmetic computations, solve technical problems associated with financial transactions.

Special Licenses, Certificates, etc.:
1. Possession of a valid California Class C driver’s license.

Minimum Qualifications:

1. Equivalent to completion of the twelfth grade supplemented by college coursework in Accounting, Business, Finance or related field.

2. Two years’ experience involving the preparation and maintenance of accounting, financial and budget information.

3. Administrative (clerical) experience involving heavy public contact and providing primary support to management staff.

4. Demonstrated sensitivity, knowledge, and understanding of the diverse academic, socioeconomic, gender, gender identity, cultural, disability, and ethnic backgrounds of the students we serve ;and sensitivity to and knowledge and understanding of groups historically underrepresented, and groups who may have experienced discrimination.

5. 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.

Desired Qualifications:
1. Bachelor’s degree in Accounting, Business Administration, Finance or related field.
2. Bilingual abilities, desirable.

Physical Demands:


1. Typical office environment.

Physical Demands:

1. Requires sufficient hand-eye-arm coordination to use a keyboard and 10-key plus arm/hand movements to retrieve work materials and operate a variety of general office equipment. Requires visual acuity to read words and numbers. Requires auditory ability to carry on conversations over the phone and in person.

2. Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time, to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operation of office equipment required repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

About San Jose/Evergreen Community College District:
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.

As of fall 2017, with enrollment of approximately 18,500 per semester, and an extremely diverse student population (Hispanic/Latino 44%, Black/African-American 4%, Asian/Pacific Islander 32%, American Indian/Native American 0.5%, White/Caucasian 11%) attaining educational goals reflecting 45% - AA Degree and Transfer to a 4-Year College/ University, the District's emphasis on student success makes it a recognized educational leader in the State.

The District encourages a diverse pool of applicants to serve as colleagues to an existing diverse classified staff consisting of 41% Hispanic/Latino, 26% Asian/Pacific Islander, 5% Black/African American, 1% American Indian/Native American, 22% White/Caucasian, and as well as encouraging applications from all qualified, outstanding applicants.

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, gender identity, religion, sexual orientation, transgender, marital status, veteran status, medical condition, and physical or mental disability consistent with applicable federal and state laws.

Human Resources/Employment Services, 40 S. Market Street, San Jose, CA 95113, (408) 270-6414.

Application Procedures, Notes and Contact Info:

Interested applicants MUST SUBMIT ONLINE ALL of the following materials by the closing date to be considered for the position (Posting at: Click "APPLY"):

1. A completed online San Jose/Evergreen Community College District 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, and
4. TRANSCRIPT(S) - NOT DIPLOMAS - (unofficial or official copies) for stated degrees (having confer/award dates) or courses. Official transcripts will be required prior to employment start date should the position be offered. If foreign degrees, must submit Equivalency Certification (See #6 of the Instruction Section below).

If you do not have an electronic version of the transcript, you can get it scanned at 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.

For assistance, contact:
Office of Human Resources, Employment Services
40 S. Market Street, San Jose, CA 95113
Phone: (408) 270-6414 Fax: (408) 239-8818
Email: [email protected]
Web site @ or

To learn more about us and all our open positions, visit:

Copyright ©2017 Inc. All rights reserved.

Posted by the FREE value-added recruitment advertising agency





Diversity Profile: University



View more

Learn more on Inside Higher Ed's College Page for University

Arrow pointing right
Job No:
Posted: 12/14/2018
Application Due: 7/4/2019
Work Type: