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Fiscal Services Manager EXTENDED



Title:

Fiscal Services Manager EXTENDED

Job Category:

Classified Administrators and Managers

Job Opening Date:

December 20, 2023

Job Closing Date:

Location:

District Services

Work Location:

Mission Viejo, CA

Department:

Fiscal Services

Pay Grade, for more information click on this link:

https://www.socccd.edu/departments/human-resources/contracts-and-salary-schedules

Pay Rate Type:

Monthly

Work Days:

Monday - Friday

Work Hours:

8:00 am - 5:00 pm (Schedule and shift are subject to change in accordance with department needs)

Hours Per Week:

40

Percentage of Employment:

100%

Months of Employment:

12

Salary:

Annual salary starting from $104,076 - $146,448

Required Documents:

Resume and Cover Letter

Job Description:

District Management Team Salary Schedule - Range 10

Initial Screening Date Extended: March 7, 2024

A cover letter and resume are required.

Specifications are intended to present a descriptive list of the range of duties performed by employees in the position. Specifications are not intended to reflect all duties performed within the job.

SUMMARY DEFINITION
Perform a variety of high-level professional and confidential financial accounting tasks in the analysis, maintenance and auditing of financial records and accounts affecting District-wide financial operations; prepare financial statements, reports and budget analyses, including forecasts of revenues and expenditures and provide financial and accounting advice and direction as needed to District and college staff and make recommendations for appropriate action.

To foster a culture of collaboration, mutual respect, innovation, and continuous improvement throughout the District; lead by example; actively participate in and support District-wide participatory governance components and activities and other collaborative processes; encourage professional excellence among the staff and promote an organizational culture of customer service, innovation, and quality services.

SUPERVISION RECEIVED AND EXERCISED
Receives direction from appropriate level manager.

Exercises direct supervision over assigned fiscal services technical and clerical staff.

REPRESENTATIVE DUTIES
The following duties and responsibilities are typical for this position. Incumbents may not perform all the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

Manage fixed asset system including business process and security roles; determine current year fixed assets and calculate depreciation; prepare capital assets and depreciation reports for audit; and identify leases applicable to governmental accounting standards board guidelines and calculate the year-end closing entries required.

Manage endowment system configuration including business processes and security; calculate and record endowment year-end closing entries in accordance with generally accepted accounting principles; serve as the District liaison to the college Foundation Finance Committees and oversee the college Foundations’ financial statements.

Participate in District budget preparation and administration; forecast District revenues utilizing various outside sources; provide budget performance reports; prepare modifications to the budget for accurate forecast of expenditures and distribution of revenues between organizational bodies of the District; attend State budget workshops; provide budget performance reports, and manage revenue model and allocation formulas.

Administer budget policies and procedures; interpret federal, State and local regulations and guidelines; ensure budgets within each organizational body of the District operate within established guidelines; monitor expenditures and fiscal activities to assure appropriate use of funds; attend meetings during the development of budgets to provide financial advice and present relevant issues; present forecasts at monthly District Resource Allocation Committee (DRAC) meetings; and discuss impact of State budget revisions on the district funding model.

Compile various financial data, including community college comparisons, employee demographic information for retiree health benefit liability, manage faculty load banking balances, and tracking basic aid fund allocations; prepare appropriate costing reports for salaries and benefits and present to executive management, and/or collective bargaining negotiations teams as requested; conduct ad hoc analyses of complex fiscal issues.

Serve as liaison and provide support to District accounting and fiscal services staff as needed to ensure the overall coordination and integrity of accounting operations; prepare required supporting documentation for various District funds and accounts.

Perform a variety of high-level, complex accounting assignments; provide grant proposal budget analysis and analytical support to grants and contracts functions as assigned; research, prepare and submit financial reports to outside agencies as required, including labor unions, state and federal agencies, and other parties; assume responsibility for National Center for Education Statistics (NCES) Integrated Postsecondary Education Data System (IPEDS) annual financial data collection; estimate salary reporting for workers’ compensation insurance; and submit Federal Student Aid (FSA) EZ Audit, and annual submission of financial statement information.

Serve as administrator for Center for Medicare & Medicaid Services (CMS) special retiree drug subsidies/Retiree Drug Subsidy program (RDS); set up annual employer application; review plan participants and costs quarterly; and process and track subsidy reimbursements.

Confer with college and District administrators to obtain detailed information concerning student attendance reporting, admissions and records, human resources, financial aid, fundraising and donor activity; confer with State Chancellor’s Office on total computational revenue, and funding rates; and confer with Orange County Treasurer/Tax Collector on property tax projections.

Assist Executive Director of Fiscal Services to provide written responses to the financial inquiries; gather, compile and analyze data and prepare periodic and special business and financial reports in graphic, pictorial, tabular, written and oral formats; research, prepare and submit financial reports to outside agencies as required; including labor unions, the State and other parties; and review and examine federal and state tax returns prior to submission.

Train, supervise and evaluate the performance of assigned personnel; delegate and review assignments and projects; evaluate work products and results; establish and monitor timelines and prioritize work; interview and select employees; and recommend transfers, reassignment, termination and disciplinary action.

Plan, coordinate, implement and evaluate complex accounting projects; conduct evaluations and make recommendations on assigned accounting projects; serve as liaison for District online banking administration; authorize wire and book transfers; analyze District investment accounts and book monthly/quarterly activity and book entries for State Lottery proceeds.

Perform periodic reconciliation of the District’s accounting records including final reconciliation at the end of the fiscal year; reconcile District general ledger to Orange County Department of Education records for funds held in the County Treasury; calculate and report capital assets and accumulated depreciation; provide guidance to college foundation accounting for journal entries; and record endowment investment statements.

Determine detailed salary and benefit computation for year-end payroll accruals due to negotiated collective bargaining agreements; including COLA increases; track faculty banked LHE activity; reconcile and account for year-end banked LHE liability; provide basic aid monthly reporting and Board of Trustees agenda approved projects and actual/estimated projected expenditures using basic aid funds; calculate annual non-resident tuition, capital outlay, and application fees for State Chancellor’s Office; submit Board of Trustees agenda for approval; establish required annual State Constitutional Appropriations limit (Gann Limit); and calculate and accrue worker’s compensation year-end liability.

Represent the District on committees as assigned; provide technical expertise concerning the fiscal operations of the District as required or assigned.

Perform computer data input and retrieval; verify the integrity of data submitted for input and evaluate the accuracy of the information retrieved for reporting purposes.

Maintain current knowledge of changes, concepts, methods, requirements, regulations and policies for assigned programs, including computer programs and software enhancements.

Perform related duties as assigned or as required.

MINIMUM QUALIFICATIONS
The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

EDUCATION AND EXPERIENCE GUIDELINES
Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education:
A bachelor’s degree from an accredited college or university with major course work in finance, accounting or a related field.

Experience:
At least five years of increasingly responsible experience in an accounting, finance, administrative analysis, or budgeting, including three years of experience in financial analysis or budget analysis and development.

Knowledge of:
Capabilities of computer applications and hardware in the management and reporting of financial plans and data.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Current developments and trends in financial management.
Education Code, California Code of Regulations Title 5 and other applicable laws.
Generally accepted accounting and auditing principles, practices and procedures.
Governmental Accounting Standards Board (GASB) guidelines and Financial Accounting Standards Board (FASB) guidelines.
Interpersonal skills including tact, patience and diplomacy.
Mathematical principles.
Methods and techniques of financial analysis and research.
Methods and techniques of financial and statistical record keeping and reporting.
Methods of budget analysis and presentation.
Office procedures, methods and equipment.
Operation of modern computer, peripherals and software programs, including information systems, database management, spreadsheet, word processing, presentation and specialized software.
Oral and written communication skills.
Principles and practices of fiscal, statistical, and administrative research and report preparation.

Ability to:
Collect, analyze, interpret and evaluate complex budgetary and financial management data, statistics and trends.
Communicate clearly, concisely, and effectively present complex technical information, both orally and in writing, with diverse constituencies within and outside of the District.
Encourage professional excellence among the staff and promote an organizational culture of customer service, innovation, and quality services.
Establish and maintain effective and cooperative working relationships with those contacted in the course of work.
Exercise good judgment and discretion in analyzing and resolving confidential, difficult and sensitive situations.
Interpret, apply and explain laws, rules, regulations and policies to financial management.
Maintain confidentiality of sensitive information.
Operate a 10-key calculator by touch.
Operate a desktop PC and use the advanced capabilities of Microsoft Office products, such as Excel, PowerPoint and Word.
Operate accounting software for general ledger and fixed assets modules.
Operate database systems such as INFORM and CHRMS.
Perform assigned work with speed and accuracy with limited direction and oversight.
Perform high-level professional accounting work in the analysis, maintenance and auditing of financial accounts affecting District-wide operations.
Plan and organize work to meet changing priorities and deadlines.
Prepare clear and concise reports of budgetary, financial, and statistical data.
Prepare, analyze and interpret clear and concise financial reports and statements.
Reconcile, balance and audit records and accounts.
Relate effectively with people of varied academic, cultural and socioeconomic background using tact diplomacy and courtesy.
Train and provide work direction to others as assigned.
Understand and effectively and collaboratively work in a complicated multi-college environment, as well as within a system of community college districts.
Understand the organization, operation and services of the District and of outside agencies as necessary to assume assigned responsibilities.
Use sound judgment in recognizing scope of authority.
Work effectively with minimal supervision.
Work independently on assigned projects.

WORK ENVIRONMENT AND PHYSICAL DEMANDS
The work environment and physical demands described here are representative of those required by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment:
Standard office setting. Duties are performed primarily in an administrative office environment while sitting at a desk or computer workstation; occasionally travels to various locations to attend meetings and conduct work. Incumbents are subject to frequent contact with others, frequent interruptions, and demanding legal timelines. At least minimal environmental controls to assure health and comfort.

Physical Demands:
An incumbent regularly sits for long periods, walks short distances on a regular basis, uses hands and fingers to operate an electronic keyboard or other office machines, reaches with hands and arms, stoops, kneels or crouches to file, speaks clearly and distinctly to answer telephones and to provide information; sees to read fine print and operate computer; hears and understands voices over telephone and in person; and lifts, carries, and/or moves objects weighing up to 10 pounds.

SPECIAL COVID-19 NOTICE:

Interviews may be held in-person (following all necessary precautions) or in a virtual format. Employees must reside in California while employed with the South Orange County Community College District (SOCCCD), even during remote work. Thank you for your continued interest in working at the SOCCCD.

The SOCCCD is committed to protecting the health and wellbeing of students, faculty, staff, administrators, and the communities it serves. More information can be found on our District website by visiting https://www.socccd.edu/communications/covid-19-information .

NOTICE TO ALL CANDIDATES FOR EMPLOYMENT:

The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country. SOCCCD will not sponsor any visa applications.

PLEASE NOTE:

A California Public Employees Retirement System (CalPERS) retiree may not accept employment until after the first 180 days of retirement. Anyone retired from CalPERS accepting permanent employment with this District will be required to reinstate as an active CalPERS member. Please contact CalPERS for additional information regarding your retirement status.

Any active vested member of California State Teachers Retirement System (CalSTRS), who accepts employment with the District to perform service that requires membership in CalPERS, is eligible to elect to continue retirement system coverage under CalSTRS

DISABILITY ACCOMODATIONS:

If you require special accommodations in the application and/or selection process, please notify District Human Resources at least two (2) business days prior to the Job Close Date/Initial Screening Date, by either calling (949) 582-4850 or sending an e-mail to hrinfodesk@socccd.edu.

ATTENDANCE REQUIREMENT:

Report to work on a regular and consistent basis, as scheduled, to assigned job.

CAMPUS CRIME AND SAFETY AWARENESS:

Information regarding campus crime and safety awareness can be found at www.saddleback.edu or www.ivc.edu. Paper copies are available in the District Human Resources office upon request.

DIVERSITY, EQUITY, INCLUSION, AND EQUAL EMPLOYMENT OPPORTUNITY (EEO):

The South Orange County Community College District is committed to creating an academic and work environment that fosters diversity, equity and inclusion and equal opportunity for all, and ensures that students, faculty, management and staff of all backgrounds feel welcome, included, supported, and safe. Our culture of belonging, openness, and inclusion, makes our district a unique and special place for individuals of all backgrounds.

Our District and our colleges are looking for equity and inclusion-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to the understanding of diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present within our community. When you join our District, you can expect to be part of an exciting, thriving, equity-focused, and inclusive community that approaches higher education with the lens of social justice and collaboration among students, faculty, staff, administration, and community partners. In deciding whether to apply for a position with our District, you are strongly encouraged to consider whether your values align with our District’s mission and goals for EEO, Diversity, Equity, and Inclusion.

SOCCCD IS AN EQUAL OPPORTUNITY EMPLOYER

Important: You must complete your application for a posting by 11:59 p.m., Pacific Standard Time, by the deadline, along with any required documents, in order to be considered for the position.

Applicants must complete all fields/sections on the application. Do not type "See Resume" or leave any fields blank. Applicants must enter their work experience, education, etc. on the District application. Applications reflecting "See Resume" will be considered incomplete and will not be considered for recruitment.

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