Financial Support Specialist - Emergency Grants
- Employer
- Cabrillo College
- Location
- Aptos, CA
View more
- Administrative Jobs
- Academic Affairs, Sponsored Programs, Grants & Contracts, Institutional & Business Affairs, Business & Financial Management, Clerical & Administrative Support
- Employment Type
- Full Time
- Institution Type
- Community College
Job Details
This full-time (100%, 40 hours per week), 12-months per year, the Financial Support Specialist provides difficult and highly responsible accounting support to an instructional division to ensure sound expenditure management and compliance; performs a variety of paraprofessional duties in preparing, maintaining, verifying accuracy and appropriateness, and processing accounting transactions; prepares budget records and reports and monitors expenditures for general, categorical and grant-funded programs and services; and performs related duties as assigned.
NOTE: This is a two (2) year assignment position scheduled to start August 2021.
Starting Salary Range: $4,524- $5,238 per month, maximum initial salary step placement on the classified salary schedule is step 4; plus 5% annual increases up to step 7.
This is a full-time assignment, 12 months per year. Monday through Friday, 8:00 a.m. – 5:00 p.m. Position scheduled to begin as soon as possible, pending Governing Board ratification. Salary is subject to proration based on beginning date of assignment.
Benefits: Our comprehensive benefits package includes medical, dental, life, short and long term, and vision (optional) insurance provided at a share of cost on a pretax basis, CalPERS Retirement and an Employee Assistance Program. Please see the Benefits link on the HR webpage for more information.
The ideal candidate will share Cabrillo's commitment to educating its racially and socioeconomically diverse student population. Cabrillo College serves approximately 11,400 students per term, of which 44% are LatinX, 5% multi-ethnic, 2.75% Asian, 1.25% African-American, 1% Filipino, 0.25% American Indian or Alaskan Native, and 0.18% Pacific Islander as of Fall 2019. 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.
As a classified staff member at Cabrillo College, you will join a vibrant community of professionals and educators working together to provide a positive educational environment where our students experience diverse academic and cultural perspectives.Examples of Duties
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
- Reviews or prepares and processes a variety of accounting documents for approval including vendor invoices, check requests, travel and conference requests, employee reimbursement requests, credit memos and other expense-related forms; verifies accuracy, completeness, correct accounting codes and proper authorizations; verifies compliance with funding source provisions and District policies and procedures; requests corrections and additional supporting information when necessary; posts transactions to proper general ledger accounts; works with Finance and division staff to resolve funding availability, account code and compliance questions and issues.
- Maintains, updates and reconciles a variety of budget workbooks and expenditure spreadsheets to the District enterprise finance and accounting system; monitors encumbrances and expenditures and calculates budget usage and fund percentages; verifies and reconciles payroll workbooks for faculty and staff and Teaching Unit (TU) allocations, and initiates action to resolve and correct any discrepancies; ensures expenses are posted to the correct budget accounts and time periods; ensures faculty units are correctly assigned; researches and prepares budget and TU transfers and expenditure adjustments to correct discrepancies and submits for approval; prepares monthly reports to the division dean on the status of all accounts; reconciles and prepares division accounts for year-end close in accordance with Finance instructions, ensuring all budget transfers and journal entries are posted to the correct periods by established deadlines; closes blanket purchase orders.
- Assists or participates in preparing budget projections and budget scenarios and setting up budgets for general fund, single- and multi-year categorical and grant-funded programs; verifies and calculates payroll and benefit chargeback costs; verifies the accuracy of postings to payroll; verifies the allowability of planned program expenditures; prepares journal entries and budget/expenditure transfers as required; ensures requirements for matching and in-kind funds are planned for; reconciles and prepares monthly reports on grant accounts; verifies expenditures are on track with grant awards and allocations; prepares grant financial reports; may periodically meet with deans, program coordinators and other staff to review grant and spending activities and ensure timeliness of reports; makes recommendations to the dean, directors and grant staff on expenditure patterns to ensure conformance with grant terms.
- Coordinates division purchasing activities, including purchases using State Institutional Equipment funds, with department chairs, faculty, administrators and staff; researches requests and verifies approvals; obtains informal bids and compares vendor costs; prepares requisitions and blanket purchase order requests and supporting documentation; monitors delivery status; resolves any invoicing discrepancies with Purchasing and/or Accounts Payable staff; maintains information on appropriate budget numbers and cost center, activity, object and project codes applicable to the division and its programs and services.
- Coordinates the hiring of student workers and temporary hourly workers with Human Resources and division staff; verifies the availability of funds and accuracy of hiring documents; verifies accuracy and processes timecards; maintains the division absence/sick leave replacement spreadsheet.
- Provides information on District/program policies and procedures, explains their application and answers questions or provides additional information to ensure understanding; works with division and program staff to reprogram surplus funds to enhance program activities; serves as a resource in providing information on expenditure and compliance issues, compiling data and preparing reports.
- Prepares work orders for facility and equipment installations and repairs; prepares and tracks Information Technology work requests.
- Prepares and maintains a wide variety of supporting records and files.
- Performs general administrative and clerical support duties as required.
- Demonstrates sensitivity to and understanding of diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation and ethnic backgrounds of community college students, faculty and staff.
- Performs related duties as assigned.
EDUCATION AND EXPERIENCE
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
- Understanding of, and sensitivity to, the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation, of community college students, faculty and staff; AND
- Graduation from high school or GED equivalent supplemented by college coursework in accounting; AND
- Experience with progressively responsible paraprofessional accounting, bookkeeping or financial support experience (three years desired); OR
- An equivalent combination of training and experience.
Desirable:
- Experience in an educational setting
- Experience using an ERP, such as Colleague
- An associate degree in accounting or business administration and experience in a college or university or another governmental agency is preferred.
Knowledge of:
- District policies, procedures and practices governing budgeting, purchasing, accounts payable and receivable processing, cash receipting and related financial transactions.
- Paraprofessional accounting/bookkeeping methods and practices and associated internal control policies and procedures.
- Methods and techniques of general ledger posting and reconciliation.
- Business math.
- Use and operation of applicable modules of the District’s enterprise accounting and finance systems.
- State and federal laws and regulations pertinent to application for and administration of grants and categorically-funded programs for a variety of programs and functions at a level of detail necessary to carry out assigned responsibilities.
- General understanding of sources of information relating to requirements for administration of grant and categorical programs such as Title V of the California Education Code and other applicable laws and regulations.
- Customer service practices and etiquette.
- Principles and practices of sound business communication including English usage, spelling, grammar and punctuation.
- Office practices, procedures and equipment including database and spreadsheet software and other business software applications.
- Read, understand, interpret and apply District, state and federal requirements and guidelines for the development of general fund and program budgets and the financial administration of grant and categorically-funded programs, particularly with regard to the allowability of expenditures.
- Make highly detailed comparisons, calculations and tabulations of financial data and review accounting and related documents accurately and with high attention to detail.
- Understand and apply rules, regulations, policies and procedures and apply them in a variety of procedural situations.
- Organize, set priorities, work independently and exercise sound judgment within established guidelines.
- Operate a computer using spreadsheet and other standard business software; operate other standard office equipment.
- Maintain a variety of financial records and files, including confidential documents and records.
- Communicate effectively, both orally and in writing.
- Understand and follow written and oral instructions.
- Establish and maintain effective working relationships.
- Uphold the District’s mission, values and objectives including equity and Guided Pathways.
- Support an inclusive work environment that fosters diversity, respect and engagement.
Application Process:
- Completed application
- Resume
- Answer Supplemental Questions
NOTE: This is a two (2) year assignment scheduled to start August 2021.
Please note: All application materials must be received by 11:59 pm on the closing date indicated above.
Attention Applicants
Only completed applications with the above required documents will be reviewed by the committee. Application materials not required (including reference letters) for this position will not be reviewed. Remove personally identifiable information such as personal photos, social security number, birth date, age, and gender from your application materials. Expenses related to the recruitment process are the responsibility of the applicant. Cabrillo is unable to sponsor work visas. A position eligibility pool may be established in order to fill other full-time, part-time, or substitute assignments as needs arise.
Selection Procedure
A search committee will review and invite applicants for an interview. Meeting the posted requirements does not guarantee an interview. A written performance exercise and/or presentation may be a part of the interview, and finalists may be invited to return for a second interview. All notifications will be via email, and can also be accessed through your application profile.
Conditions of Employment
Selected candidates given a conditional offer of employment are required to submit tuberculosis screening clearance results, proof of eligibility to work in the United States, and present their Social Security card upon hire (for payroll purposes).
EEO Statement
Cabrillo College is an equal opportunity employer and actively seeks a diverse pool of qualified applicants. The policy of the College is to encourage applications from all persons. No person shall be denied employment because of ethnicity or race, color, sex or gender, gender identity, gender expression, age, religion, marital status, disability, sexual orientation, national origin, medical conditions, status or protected veteran status.
Accommodations
Persons with disabilities who require reasonable accommodation to complete the employment process must notify Human Resources via cabrillohr@cabrillo.edu.
Organization
About the College: Situated on Monterey Bay in the county of Santa Cruz, California, Cabrillo College is highly regarded for its success of transfer and career education, and currently serves over 11,400 students each semester. Cabrillo College transfers many of its students to three nearby universities – the University of California at Santa Cruz, San Jose State University, and California State University at Monterey Bay. Cabrillo's career education is closely connected to the nearby agricultural and farming industries as well as the Silicon Valley business environment. Employees at Cabrillo support quality programs and services to students that promote their diverse and evolving needs as they progress toward their individual educational goals. Come join us in our vision to improve the world, one student at a time!
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