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Accounting Specialist

College of Marin
California, United States
Salary Not specified
Posted date
Oct 14, 2021

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Position Type
Administrative, Business & Administrative Affairs, Financial Affairs
Employment Level
Salary Band
Not specified
Employment Type
Full Time
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Accounting Specialist

Salary: See Position Description
Closing Date:
Job Type: Full Time
Location: Kentfield &/or Indian Valley Campus (Novato) &/or Online, CA


Open Until Filled

All application materials must be received by the Priority Screening Date in order to be considered during the initial screening. Applications received after this date may be considered thereafter at the discretion of the College until the position is filled. This position performs its duties on both the Kentfield and Indian Valley (Novato) campuses, so if not already residing within the Bay Area, the successful candidate must be willing to relocate.

Due to COVID-19, applicants should be prepared that if selected to interview for a position at the College, all interviews will be held remotely.

Diversity Statement:
College of Marin strives to embrace diversity in all forms: it strives to be an Inclusive community that fosters an open, enlightened and productive environment and demonstrates sensitivity to and respect for a diverse population.

COM serves a county population of approximately 250,000 residents. Based on 2019-2020 academic year credit enrollment data, the diversity of students at the college includes greater representation than the county with regards to enrollment by Hispanic/Latino (30% of enrollment), Asian (8%), Black/African American (3%), and Multi-racial (6%) students.

College of Marin does not discriminate in employment on the basis of, or perception of, race, ethnic group identification, ancestry, color, religion, age, sex, national origin, sexual orientation, physical disability, mental disability, gender, gender identity, gender expression, marital status, medical condition, pregnancy, genetic information, family and medical care leave, military or veteran status, or prior record of arrest or conviction, and is subject to Title IX of the Education Amendments of 1972, Title VII of the Civil Rights Act of 1964 as amended, Civil Rights Act of 1991, Americans with Disabilities Act of 1990, and Section 504 of the Rehabilitation Act of 1973. In accordance with Executive order 11246 (as amended), the College of Marin is an Equal Opportunity Employer.

Position Overview
Under the direction of the Accounting Supervisor or Fiscal Services Director, perform a variety of specialized accounting duties in the review, monitoring, development, analysis, maintenance, auditing and adjustment of various College funds and accounts; review, process and audit various transactions; prepare, maintain, reconcile and audit a variety of financial and statistical data, reports, statements and records.

Essential Functions

  • Perform a variety of specialized accounting duties in the review, monitoring, development, analysis, maintenance, auditing and adjustment of various College vendors and accounts; assist in assuring financial activity of assigned funds and accounts complies with applicable standards, requirements, laws, codes, rules, regulations, policies and procedures.
  • Review, audit, reconcile and adjust assigned College funds and accounts; calculate, assemble, match, sort, tabulate, review and post a variety of financial and statistical data; process, verify and update accounts to reflect budget and expenditures; balance accounts, audit for errors and make appropriate adjustments; initiate and process account and budget transfers and other transactions as needed.
  • Prepare, process, verify and evaluate a variety of financial transactions; calculate, prepare and assure accuracy of incoming and outgoing payments; analyze and follow up on payments, expenditures and vendor receivables; review and audit various transactions such as requisitions, purchase orders and transfers to assure compliance with established requirements and procedures.
  • Research, review, compile, prepare, calculate, analyze and revise financial and statistical data related to assigned accounts, budgets and activities; compare and reconcile ledgers, statements, invoices, billings, records, documents and reports to identify errors and discrepancies; research, investigate and resolve financial issues, errors and discrepancies.
  • Distribute a variety of fiscal reports, correspondence and documents (e.g. budgets, vendor history, etc.) for the purpose of providing documentation and information to others.
  • Process accounts payable in support of assigned fiscal functions; collect and account for vendor monies; prepare and follow up on invoices and purchase orders; review and evaluate contracts and invoices to determine appropriate billing amounts; receive, verify and process incoming invoices and credit memos; check money totals against receipts and invoices to assure accuracy.
  • Maintain a variety of accounts payable files and records (e.g. vendor lists, invoices, return check notices, electronic credit card processing authorizations, declinations, and resolutions etc.) for the purpose of providing up-to-date reference and audit trail for compliance.
  • Input, code and update a variety of financial and statistical data in an assigned computer system; establish and maintain automated records, databases and files; initiate queries, develop spreadsheets and generate a variety of computerized reports and documents; assure accuracy of input and output data.
  • Reconcile and process Financial Aid and Direct Loan check runs. Ensure accurate specifications for file upload to financial institutions. Upload positive pay files to Marin County Department of Finance and banking entities. Interface with banking entities contracted by the district regarding "never issued" issued checks for these student payments.
  • Prepare and maintain a variety of financial and statistical reports, statements and records related to income, expenditures, accounts, budgets, programs, transfers, billings, balances and assigned duties; review, audit and evaluate financial statements, records and reports to assure accuracy, completeness and compliance with established guidelines; make corrections as needed.
  • Prepares a variety of fiscal reports, correspondence and documents, etc. (e.g. accounts payable reports, IRS Forms 1099-MISC tax forms, sales and use tax reports, etc.) for the purpose of providing documentation and information to others and ensuring timely compliance with accounting requirements.
  • Track and analyze all district utility accounts monthly for internal and external reporting; prepare and process electronic utility payments. Estimate and compile projections for the year as requested. Audit and research new and recurring lease invoices for billing accuracy.
  • Review and process all procurement card holder accounts. Ensure that monthly card holder reports and supporting documentation adheres to district policy and procedures. Generate individual electronic procurement card statements and reconcile to the master district statement within a strict deadline. Audit and reconcile procurement card reports and supporting documents. Maintain cardholder access and purchasing limits.
  • Processes a variety of fiscal information (e.g. managing student refunds , account reconciliation, file transfer to county, vendor invoices, return check replacements, , etc.) for the purpose of ensuring that invoices are properly approved for payment, payments are made in a timely manner and records are updated, and/or ensuring compliance with accounting requirements.
  • Reconciles bank account transactions related to accounts payable activity. Serve as a back-up for processing cash statements, deposits, electronic fund transfers, etc. for the purpose of maintaining accurate balances and complying with district accounting practices.
  • Communicate with administrators, personnel and various outside organizations to exchange information and resolve issues or concerns. Responds to inquiries from a variety of sources (e.g. district staff, vendors, students, parents, etc.) for the purpose of providing necessary information for completing transactions, taking action and/or complying with established fiscal guidelines.
  • Provide technical assistance to personnel, students, vendors and others concerning assigned accounting functions; respond to inquiries and provide detailed and technical information concerning related accounts, standards, requirements, processes, transactions, issues, records, reports, requirements, laws, codes, regulations, policies and procedures.
  • Supports the accounts payable function of the District for the purpose of ensuring the timely processing of District payables. Participate in pre-production accounts payable system testing for Banner and Evisions upgrades. Work closely with College of Marin Information Technology staff to perform system testing.
  • Generate test positive pay file and warrants for the County Department of Finance. Report, analyze and resolve Banner accounts payable system problems with system vendor. Work with Ellucian to provide documentation and feedback on system errors. Ensure daily sub-ledger balancing; research discrepancies and complete correcting transactions.
Other Functions:
  • Assists other personnel for the purpose of supporting them in the completion of their work activities.
  • Operate a variety of office equipment including a calculator, copier, fax machine, typewriter, computer and assigned software.

Requirements & Desirables
  1. An Associate's and/or Vocational School Degree with study in job related area and two (2) years of related experience; or
  2. Any combination of education and training equivalent to two (2) years of college-level coursework from an accredited institution in a related field and/or two (2) years of increasingly responsible work experience; and
  3. Demonstrated sensitivity to and an understanding of the diverse academic, socioeconomic, cultural and ethnic backgrounds disabilities and learning styles of community college students and staff.

KNOWLEDGE, SKILLS AND ABILITIES: (Desirable Attributes & Skills)

KNOWLEDGE is required to perform business math including calculation of fractions, percents and/or ratios; interpret written procedures, write routine documents and speak clearly; and understand multiple step instructions. Specific knowledge required to satisfactorily perform the functions of the job includes: accounting/bookkeeping principles, independent contractor laws, federal income taxation reporting requirements, and local sales and use tax regulations. Knowledge of accounts payable and purchasing processes, proper FOAP coding, and budgetary constraints. Understanding of Banner and Evisions system upgrades for proper testing. Understanding of Marin County Finance Department and banking entity's systems for proper uploading of positive pay files.

SKILLS are required to perform multiple technical tasks with a need to upgrade skills due to changing job conditions. Specific skills required to satisfactorily perform the functions of the job include: operating standard office equipment; performing basic to complex bookkeeping/ accounting procedures including account reconciliation; preparing and maintaining accurate records; and utilizing pertinent software applications. Use of new or additional equipment/software brought about by new technology shall be incorporated consistent with the level of responsibility and complexity of this job. Skill in efficiently generating, customizing, and analyzing vendor portal reports for procurement card and utility accounts activity. Skill in using MS Excel for analysis.

ABILITY is required to schedule activities; often gather, collate, and/or classify data; and use basic job related equipment. Flexibility is required to work with others under a wide variety of circumstances; analyze data utilizing defined and similar processes; and operate equipment using standard methods of operation. Ability is also required to work with a significant diversity of individuals and/or groups; work with data of varied types and/or purposes; utilize job related equipment; perform system testing for Banner, Evisions, and Marin County Finance Department upgrades; and report, analyze and resolve Banner accounts payable system problems. In working with others, problem solving is required to analyze issues, create plans of action and reach solutions; with data analysis and evaluation it is significant; and with computer/computerized data it is significant. Specific abilities required to satisfactorily perform the functions of the job include: communicating with diverse groups; meeting year-end processing deadlines and schedules; ensure items are processed in the correct fiscal year; establishing effective working relationships; working with frequent interruptions; and working with detailed information/data. Sensitivity to and understanding of the diverse academic, socioeconomic, cultural and ethnic backgrounds, disabilities and learning styles of community college students and staff.

Prior to employment, the selected candidate will be required to complete the following:
  1. In accordance with Federal Law all employees must provide proof of eligibility to work in the United States.
  2. Criminal Justice/Fingerprint Clearance.
  3. COVID-19 Vaccination Status: All employees new to the District who access campuses or other District facilities, and/or participate in off-site work in-person for the District, must be fully vaccinated against COVID-19, prior to employment unless approved as exempt due to verified medical or religious reasons (as defined in federal or state laws and regulations).
  4. California Education Code, Section 87408.6 requires persons employed by a community college in an academic or classified position to submit to a TB risk assessment developed by CDPH and CTCA and, if risk factors are present, an examination to determine that he or she is free of infectious TB; initially upon hire and every four years thereafter.
  5. DISASTER SERVICE WORKERS: All Marin Community College District (MCCD) employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the MCCD requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency. For more information, please see the MCCD Emergency Operations Plan.
  6. Candidates applying for positions with the Marin Community College District may be disqualified from consideration should their conviction history not meet the standards established under the California Education Code.

The following documents must be attached to your application in order to render it complete. Use the Attachment Type indicated in parentheses when making your attachments.
  1. Cover Letter (cover letter)
  2. Resume (resume)
  3. Transcript conferring Associate's degree or showing whatever coursework you have completed and are using as the basis for your application as described in the Requirements section, above. (transcript).
  4. STATEMENT: Please provide a response to the following prompt (one page maximum): College of Marin's commitment to educational excellence is rooted in providing equitable opportunities and fostering success for all members of our diverse community. Practices and outcomes related to diversity and inclusion are vital measures of institutional excellence. How would you contribute to College of Marin's effort of enhancing diversity in a meaningful way?

Supplemental & Salary Information
Responsibilities include: working under standardized instructions and/or routines focusing primarily on results; providing information and/or advising other persons; and operating within a defined budget and/or financial guidelines. Significant utilization of resources from other work units is required to perform the job's functions.

The usual and customary methods of performing the job's functions requires the following physical demands: some lifting, carrying, pushing and/or pulling; some climbing and balancing; some stooping, kneeling, crouching and/or crawling; significant reaching, handling, 10-key and keyboarding. Generally the job requires 70% sitting, 15% walking and 15% standing. The job is performed under minimal temperature variations, a generally hazard free environment, and in a clean atmosphere.

FLSA Status:
Salary Range: CSEA 119
Starting Salary Range:
$31.70 - $34.96 per hour (step 1 - 3). Normal entering step is Step 1.

Please refer to our Human Resources website for salary schedules.

Campus: Indian Valley Campus in Novato, CA
Full-time Equivalent: 1.0 - full-time
Months per Year: 12
Work Days/Hours:
Monday - Friday
8am - 4pm

Employees in classifications represented by the California School Employees' Association (CSEA) Chapter 196 and are required to comply fully with the CSEA/Marin Community College District (MCCD) Collective Bargaining Agreement. CSEA employees are also members of the California Public Employees Retirement System (CalPERS), to which the member contributes up to 7% of their reportable compensation on a monthly basis. General information regarding rights and responsibilities under the Agreement can be found in the Collective Bargaining Agreements section of our Human Resources site

Applications must include the documents listed in the Required Documents section to be rendered complete; incomplete applications will not be accepted. Screening will begin after the priority screening date. Applicants selected to interview will be contacted to schedule an interview appointment with the screening committee; however, applicants will be notified of their status, either way, following the screening. Regrettably, College of Marin is not able to offer reimbursement for travel to interviews at this time.

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