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Administrative and Budget Associate

Prince George's Community College
Maryland, United States
Salary Not Specified
Posted Date
Jan 13, 2023
Job Vacancy Announcement

Position Information

Position Title

Administrative and Budget Associate

Position Type



Student Engagement and Leadership



Union/Non Union


Full Time or Part Time

Full Time



Salary Range

Hiring Salary Range

$40,619 - $44,680/Annually

Fixed Term/Tenure Track (Faculty Only)

Regular or Temporary


Job Description Summary

Responsible for accurately and efficiently enter invoices and requisitions and other data into a financial management system. Ensures adherence to the fiscal controls on expenditures for the student activity fund as specified by the Student Affairs Finance Board and the purchasing and disbursing procedures of the College. Establish strong communication with the Accounting and Procurement Office staff so that invoices and payments are processed expeditiously. Responsible for proper spelling, grammar, proofreading and formatting of correspondences and minutes. Responsible for the daily opening of the Student Engagement and Leadership office

Minimum Qualifications

  • High school diploma or equivalent required
  • Three to four years of office experience or required course work/certification and/or specialized skills/training.
  • Experience in the preparation, typing and proofing of reports, minutes, memorandum and letters
  • Experience in the use of Excel to create spreadsheets
  • Experience with bookkeeping, budget, fiscal or financial automated systems.
  • Experience working with confidential matters in a sensitive and mature manner
  • Ability to handle multiple tasks effectively.
  • Extent of experience in an educational environment.
  • Knowledge of budget, fiscal or financial automated systems.
  • Ability to develop and maintain filing systems.
  • Knowledge of computer software such as Word, Excel and PowerPoint.
  • Ability to work well under pressure, meet deadlines, exercise initiative and take instructions from more than one person.
  • Excellent verbal and written communication skills.
  • Ability to screen incoming telephone calls and provide accurate information.
  • Ability to act as a representative of the department in a positive and informal manner; dealing with people of culturally diverse backgrounds.

CRITERIA : The following criteria, which are not the sole criteria used in the final hiring decision, will be used to review the applications of those persons who meet the stated minimum qualifications and to select those qualified applicants who will be interviewed. Other information and observations made during the interview process may be considered in the selection process. Resume required with the application. Please ensure that your documents address the criteria listed below for this position .

  • Responsible for opening the office.
  • Responsible for developing, updating and placing writable PDF Club/Budget forms on the Mypgcc portal.
  • Responsible for proper spelling, grammar, proofreading, and formatting correspondences and minutes
  • Creates an accounts receivable ledger and reports for all student organizations utilizing their revenue accounts through fund raising. Responsible for processing all incoming deposits. Opens up ledger sheets (using Microsoft Excel) to provide spreadsheets for each activity.
  • Records and logs all disbursements from fund 4 accounts Related to Student Organizations, and Grant and Service Accounts from Student Engagement and Leadership.
  • Prepares a variety of accounting forms such as local travel, disbursements, check requests, deposits, budget and expenditure transfers, and purchase requests. Responsible for sending budget and finance materials to the Accounting Office, through the Program Director or Dean.
  • Maintains daily ledger on supplies, petty cash, and printing.
  • Provides account balance and detail ledgers to the student officers, advisors, and Student Engagement and Leadership staff as requested.
  • Responsible for collecting all payments, selling tickets for all Student Club/Organization events, and ensures that the funds are deposited into the correct generated account.
  • Tracks projects for the department.
  • Disburses to student organizations action copies of all requests for budgets, funds and cash receipts.
  • Responsible for maintenance of the accounting files of each student organization, and cost center. Ensures that accounting files are updated daily.
  • Verifies budget justification approved by SAFB, account balance, account numbers, cost center manager’s signature, invoices, receipts, cash advances, printing bills, check and travel requests, and petty cash vouchers for disbursements prior to referring to the Program Director or Dean.
  • Responsible for support with Student Affairs Finance Board Budget hearings. Attends Student Affairs Finance Board deliberations.
  • Verifies and logs purchases and food requests, attaching budget justification, ( SAFB approval) prior to referring to the Program Director or Dean.
  • Responsible for tracking purchases, verifying and maintaining and reporting budget balances for all cost centers.
  • Responsible for preparing Excel spreadsheets for stockroom purchases, printing and petty cash vouchers.
  • Responsible for assisting in the answering of busy telephones, screening calls and providing accurate information or referring calls to the appropriate office or department of the College.
  • Provide office coverage, providing accurate information, utilizing key communication skills in relating to a diverse student population
  • Responsible for securing, maintaining and replenishing office supplies and materials for the Student Engagement and Leadership operations.
  • Reviews the accounting reports (Analysis of Budget and Expenditures) for adjustments and corrections, referring same to the Program Director or Dean for action.
  • Responsible for the maintenance of the office equipment including contacting Service Technicians when the equipment needs servicing.
  • Implements appropriate activities in support of the College’s vision, mission, and strategic plan.
  • Identifies and implements critical customer service standards in support of the college’s vision, mission, and strategic plan.
  • Performs other duties as assigned
Job Requirements

Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact as normally defined by the ability to see, read, talk, hear, handle, or feel objects and controls. Physical capability to effectively use and operate various items of office related equipment, such as, but not limited to a, personal computer, calculator, copier, and fax machine. No significant climbing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, grasping, and repetitive motions.
  • Must be available to work 8:30 a.m. to 4:30 p.m., Monday through Friday, with flexibility to work some weekends.
  • Ability to communicate effectively in spoken and written standard English.
  • As required by the 1986 Immigration Act, be prepared to present acceptable documentation showing your identity and that you are a U.S. citizen or an alien who is authorized to work.
  • A background investigation will be conducted prior to the offer of employment. A signed authorization for the release of personal information will be required if selected for an interview
Is Background Check Required?


Is the incumbent responsible for working with minor children or directly engaging with minor children on campus?


Posting Detail Information

Posting Number


Open Date


Close Date

Open Until Filled


Background Check Statement

Prince George’s Community College is committed to providing a safe campus community. PGCC conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, education verification, and when appropriate, a financial (credit) report or driving history check.

Special Instructions to Applicants

Prince George’s Community College values the safety of its students, faculty, and staff. As part of that commitment, the College has announced effective October 21, 2021, all students, faculty, and staff must be vaccinated against COVID -19 or tested for the virus weekly. As a prospective or new employee, you will be required to comply with this mandate and all the necessary safety protocols, including wearing a mask. Please direct your questions related to the vaccination, testing, mask mandates, and requirements for exemptions to .

Application Status ; you will receive an email acknowledging receipt of your application, upon which time no further communication occurs unless selected for an interview or the position is filled. If recommended for hire, communication is immediately sent to your references listed on your application. Also, you will receive an email notification from HireRight requesting you to submit authorization to complete a background investigation.
Posting Specific Questions

Required fields are indicated with an asterisk (*).

  1. * Which of the following best describes your level of completed education? (Education details must be included in your application.)
    • Master's Degree or above from an accredited college/university
    • Bachelor's Degree from an accredited college/university
    • Associate's Degree from an accredited college/university
    • One to two years of college credit (30 credit hours is equivalent to one year)
    • Less than 30 credits from an accredited college/university
    • High School Diploma or GED
    • None of the above
  2. * Do you have three to four years of office experience?
    • Yes
    • No
  3. * Do you have experience in the preparation, typing and proofing of reports, minutes, memorandum and letters?
    • Yes
    • No
  4. * Do you have experience with bookkeeping, budget, fiscal, or financial automated systems?
    • Yes
    • No
  5. * How did you hear about this employment opportunity?
    • HERC
    • HigherEd Jobs
    • Hispanic Outlook
    • Indeed
    • Personal Referral
    • PGCC Website
    • Social Media (LinkedIn, Twitter, Facebook)
    • The Chronicle of Higher Ed
    • The Washington Post
    • Other: Please indicate below
    • Educause
  6. How did you hear about this employment opportunity? If you selected 'Other' please indicate source:

    (Open Ended Question)

Applicant Documents
Required Documents
  1. Resume
  2. Cover Letter
Optional Documents
  1. Letter of Recommendation 1
  2. Letter of Recommendation 2
  3. Other
  4. Copy of previous year satisfactory teaching evaluation

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