BUSINESS SERVICES SPECIALIST (SWITCHBOARD)

BUSINESS SERVICES SPECIALIST (SWITCHBOARD)

R-01325
San Diego County - Grossmont College

Transforming lives through learning isn't just the vision of the Grossmont-Cuyamaca Community College District. It happens every day with our 30,000 students who take the first step in their higher education, become trained for a new career, or learn knowledge that transforms their world perspective.

The Grossmont-Cuyamaca Community College District honors a diverse academic community and fosters equity mindedness across our institutions. As such, the District is committed to eliminating achievement gaps among different student groups by promoting a culture of appreciation for diversity, equity, inclusivity, and social justice, and continuously examining our processes and practices through an equity lens.

The District provides an excellent health and welfare benefits package to its employees. We take care of our employees and have continued to offer medical, dental and vision coverage to eligible employees and their dependents at no charge for any of the plans we offer.

Become a part of this dedicated team in beautiful San Diego County!

Please read the entire job posting before your application is submitted. Important instructions to applicants are at the bottom of the page. Be attentive when applying as many of our positions require multiple attachments.

Please note: each page of the application will save upon clicking ‘next.' Draft applications can be accessed through the candidate home page.

Job Summary
Application Deadline: Monday, October 4, 2021 at 11:59 p.m.

Department: Business Services

Months worked out of the Year: 12 months

FTE: 1.0

Work hours: Monday - Friday, 8:00 a.m. - 5:00 p.m.

Shift Differential: None

Starting Salary Range:
Range: CL-26; $3,218 (Step A) or $3,403 (Step B) Monthly
Based on experience

Anticipated Start Date: November 2021

Job Description

SUMMARY:

Under the direction of an assigned supervisor, perform a variety of business services functions including preparation, maintenance and review of budget accounts ensuring accuracy and conformance with District procedure. Act as a resource for campus personnel regarding budget inquiries, employee parking, key issuance, purchase requests, reimbursements and other related business office services. Answer and direct incoming telephone calls and assist faculty and staff in telephone operation and related requests. Assist in the distribution of mail and other related mail center services.

ESSENTIAL FUNCTIONS:

Provide budget information and support to campus personnel. Maintain and review the college budget both restricted and unrestricted funds and process expenditure and budget transfers as necessary in accordance with Board Policy.

Assist in preparation and prepare purchase requests. Review requests for accuracy and funding availability. Verify account balances, check classifications of purchases and verify departmental approvals.

Assist campus staff in the preparation and use of all business office forms and use of on-line budget inquiry methods.

Provide services to College staff including travel arrangements, car/van rentals; key issuance; employee parking; payroll and reimbursement check distribution.

Maintain a variety of financial records, logs, reports and files. Maintain accounting for and distribute petty cash as required.

Compile financial data and assist in the preparation of reports related to assigned accounting functions. Advise departments of budget issues and assist with resolutions.

Coordinate the use of campus facilities in conjunction with the Instructional Operations Department. Provide information on inquiries by the community on rental and fee rates. Verify that campus guidelines and procedures for facility use have been met. Obtain appropriate approvals for events and ensure that documentation, including insurance coverage is in place prior to scheduled events.

Process facility requests. Maintain computerized database records of facility use and calculate related fees. Reconcile receivables and make deposits.

Operate a telephone console. Respond to incoming calls; provide appropriate routing information to callers. In conjunction with Information Systems, establish voice mail accounts, process requests for changes and coordinate telephone system messages. Maintain the campus telephone directory.

Assist the mail processor in preparing outgoing mail and distribute incoming mail in accordance with postal regulations and distribution schemes and methods. Assist in establishing and maintaining faculty, staff and department mailboxes. Track and prepare postal usage summaries and related monthly billings for all departments and college-related entities.

Operate a variety of office equipment and machines including computers, calculators, copiers, facsimile machines, printers, electro-mechanical postal machines, typewriters, etc.

SECONDARY FUNCTIONS:

Train and provide work direction and guidance to short-term or student workers.

Maintain departmental area(s) in a safe, clean and orderly condition; assure compliance with established safety procedures and regulations.

Maintain currency of qualifications for area of assignment.

Perform related duties as assigned.

KNOWLEDGE AND ABILITIES:

KNOWLEDGE OF:

• Basic accounting practices and procedures.

• Modern office practices, procedures and equipment, including telephone techniques and etiquette.

• Financial recordkeeping techniques.

• Postal rates and methods of mail processing.

• Operation of telephone systems.

• Computer software systems for accounting; spreadsheets, word processing, databases and other related software programs to support assigned duties.

• Data entry and retrieval techniques.

• Correct English usage, grammar, spelling, punctuation and vocabulary.

ABILITY TO:

• Add, subtract, multiply and divide quickly and accurately.

• Maintain accurate financial records.

• Read, understand, interpret, apply and explain rules, regulations, policies and procedures related to assigned area.

• Train and provide work direction to others.

• Communicate effectively both orally and in writing.

• Prepare and maintain a variety of records and reports, including accurate financial records.

• Perform accounting and clerical duties in support of the assigned area.

• Operate a personal computer including various software packages to enter and retrieve data using keyboarding skills in an efficient and effective manner consistent with requirements of the position.

• Complete work with many interruptions.

• Maintain and prepare a variety of records and reports.

• Plan and organize work; work independently to meet schedules and timelines.

• Establish and maintain cooperative and effective working relationships with others.

EDUCATION: Graduation from high school or equivalent including or supplemented by courses in financial record keeping or accounting.

EXPERIENCE: Contingence on the needs of the department. Ability to operate the college switchboard system and exhibit excellent communication skills.

WORKING CONDITIONS: Typical office environment subject to occasional lifting.

Additional Information

SPECIAL INSTRUCTIONS TO APPLICANTS:

Applicants may find it helpful to refer back to the job posting, specifically the special instructions, while applying. Consider saving the job description or opening a new browser window.

*ATTENTION* Application materials with pictures or personal information will render your application incomplete. Please do not include any materials that were not asked for.

Having the following materials prepared and ready to attach BEFORE beginning the application may make the application experience more seamless.

POSITION SPECIFIC REQUIRED DOCUMENTS:

1) Complete and Current Resume

2) 1 Page Cover Letter addressing how you meet the requirements of this position with emphasis of your experience working with the public.

*ATTENTION* Please upload .doc, .docx, or PDF files. If you are working on Google Docs or Mac files please be sure to save under .doc or PDF for file to upload correctly.

Under Federal Law, employers are required to verify that all new employees are eligible for employment in the United States. Prior to appointment to a position, you must present acceptable proof of your identity and authorization to work in the United States.

GCCCD is an Equal Employment Opportunity and Title IX employer.

Applicants who are protected under the Americans with Disabilities Act and who require accommodations for completing the application process or interviewing should notify the Human Resources Department by calling (619) 644-7679.

Offers of employment are contingent upon successful fingerprint clearance. A processing fee plus Live Scan fee will be required.


To apply, visit https://gcccd.wd1.myworkdayjobs.com/en-US/gcccdcareers/job/San-Diego-County---Grossmont-College/BUSINESS-SERVICES-SPECIALIST--SWITCHBOARD-_R-01325.

The Grossmont-Cuyamaca Community College District, a two-college district in eastern San Diego County, has been providing a high-quality education to the region since Grossmont College opened its doors in 1961 and Cuyamaca College began operating in 1978. The district is tied closely to the suburban and rural communities that it serves, providing a $1 billion economic impact to the region through its payroll, purchasing, and spending by students and alumni.

The district has a strong commitment to diversity and equity with a student population representing a broad variety of backgrounds, ethnicities, socioeconomic levels, cultures and abilities. The district strives to provide an educational environment that fosters cultural awareness, mutual understanding, and respect that ultimately also benefits the global community.

The colleges offer more than 150 degrees and certificates in a wide range of programs. Both colleges have signature programs that have become well-renowned. Grossmont College is recognized for its top-notch Administration of Justice, Culinary Arts, Nursing and Allied Health and Theatre Arts programs, while Cuyamaca is known for its Automotive Technology, Ornamental Horticulture, Environmental Health and Safety and Water/Wastewater Technology programs.

jeid-a5b560876349b943ace5c462ad1a1781