Budget Office Assistant

Community College of Philadelphia


General Description
Success starts at Community College of Philadelphia. Innovators and difference makers work at Community College of Philadelphia. Diversity thrives at Community College of Philadelphia. We are a college that is committed to promoting a work environment that attracts and retains talented and diverse faculty and staff. We challenge each other and ourselves to achieve at the highest level while contributing to the mission of the College and the betterment of Philadelphia. We value and support an intellectually dynamic community to prepare our students for global citizenship. Join us and become a part of a community that has long been and will continue to be generators of generational chance in this city and beyond.

Community College of Philadelphia is an open-admission, associate-degree-granting institution which provides access to higher education for all who may benefit. Its programs of study in the liberal arts and sciences, career technologies, and basic academic skills provide a coherent foundation for college transfer, employment and lifelong learning. The College serves Philadelphia by preparing its students to be informed and concerned citizens, active participants in the cultural life of the city, and enabled to meet the changing needs of business, industry and the professions. To help address broad economic, cultural and political concerns in the city and beyond, the College draws together students from a wide range of ages and backgrounds and seeks to provide the programs and support they need to achieve their goals.

Reporting to the AVP , Budgets & Business Services, the Budget Office Assistant supports the Budget Office in performing complex and confidential administrative functions related to the Budget, Risk Management, and Auxiliary Services areas. Primary responsibilities include, but not limited to creating and maintaining spreadsheets and databases, processing insurance certificates, invoices and purchase requisitions. Other responsibilities include ensuring updates to departmental forms and content on the College's website and the scheduling and coordination of meetings on behalf of the AVP .

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Specific Responsibilities

• Create and maintain excel spreadsheets and databases related, but not limited to, insurance invoices, insurance claims, insurance certificates, employee monthly parking, bookstore, foodservice, vending sales and commissions, garage revenues and expenses.
• Deliver quality customer services to both internal and external constituents in a professional, helpful and courteous manner.
• Establish, maintain, and update files, databases, records, and/or other documents.
• Maintain all aspects of the insurance certificate process internally and externally with vendors; maintaining the insurance renewal spreadsheet and communicating with various departments to determine which certificates need to be renewed, deleted or updated.
• Maintain appropriate files related to insurance claims and legal correspond with appropriate parties.
• Maintain and update employee monthly parking records; prepare reports, monthly reconciliation, and related correspondence.
• In collaboration with the AVP and the Marketing department, update content on the departmental website (Budget Office & Auxiliary Services), as well as information contained within the employee portal related to budgets and the budget process.
• Provide additional administrative support for the department, such as ordering supplies; disseminating mail; coordinating meetings, events, interviews, etc.
• Monitor and respond to the budget office and parking services email accounts.
• Receive and process financial documents such as vendor invoices, quotes, contracts, addendums, etc., creating the appropriate purchase requisitions and purchase orders; utilizing systems such as Banner, Tableau, ESM Procurement, ESM Contracts, DocuSign, etc.
• Review report of all purchase orders over $5,000 for applicability to Pa Right to Know law; making required adjustments based on established guidelines and submitting to IT for processing to Pa Treasurer.
• Occasional travel to regional centers maybe required.
• Perform other duties as assigned or requested.

Minimum Qualifications

• High School diploma, or GED equivalent, is required.

• Six (6) years of administrative office work experience required.

• Ability to maintain confidentiality of sensitive documents and information required.

• Ability to maintain sensitivity, understanding, and respect for a diverse academic environment inclusive of students, faculty, and staff of varying social-economic, cultural, ideological, and ethnic backgrounds is required.

• Solid working knowledge of office processes with strong organizational skills, including the ability to prioritize, multi-task, organize time effectively, conduct research and identify resources for projects required.

• Proactive approach to problem-solving with strong decision-making skills and ability to take action and resolve issues required.

• Ability to work as part of a team or individually required.

• Demonstrated proficiency utilizing MS Word, Excel, PowerPoint required.

• Excellent organizational, communication, and time management skills required.

• Experience developing and coordinating administrative processes required.

• Detail oriented with attention to accuracy required.

• Ability to maintain sensitivity, understanding and respect for a diverse academic environment, inclusive of students, faculty and staff of varying social, economic, cultural, ideological, and ethnic backgrounds required.

Preferred Qualifications

• Related work experience within higher education preferred.

• MS Access preferred.
• Experience utilizing third party products, such as Tableau, ARGOS , CBORD , and other data tools for visualization and reporting preferred.

• Previous experience using an enterprise-wide system, such as Ellucian Banner, is preferred.

Work Location
Main Campus

Benefits
"Success Starts Here" is our message to the Philadelphia community - and at Community College of Philadelphia, we recognize that our success as a college and the success of our students starts with our employees. Our employees are vital to our success. Our total compensation package includes a comprehensive offer of benefits that are unrivaled by most.

Our benefits include:

• 100% College-paid medical, dental and prescription drug for employees and all of their eligible family members
• College-paid life and disability insurance
• College closes for Winter Break the week between Christmas and New Years and for a week in March for Spring Break
• College operates on a 4-day work week during the summer months (off on Fridays)
• Most employees work from home one day each week
• Tuition remission (for classes at the College)
• Forgivable tuition loan (for classes at any accredited academic institution)
• 403(b) retirement plan with 10% College contribution
• Health care and dependent care flexible spending accounts
• Paid vacation plus holiday and personal time off

Special Instructions to Applicants
Required testing for this position:

MS Word
MS Excel
MS PowerPoint

THIS POSITION IS ELIGIBLE FOR PARTIAL REMOTE WORK

• Interested persons should complete an online application.
• Cover letter of interest and CV/resume REQUIRED .
• Name and contact information for three (3) references REQUIRED .
• Employment offers are contingent upon successful completion of background checks in accordance with the Pennsylvania Child Protective Services Law.
• Must be legally eligible to work in the U.S. Community College of Philadelphia is an affirmative action, equal opportunity and equal access employer.

The Community College of Philadelphia is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.

Salary Grade or Rank
7

Salary Range
$19.33 - 37.74

Job Posting Open Date
03/15/2023

Type of Position
Confidential

Employment Status
Full-Time
Required Documents

• Resume
• Cover Letter/Letter of Application
Optional Documents
• References

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