Title:

Assistant Director of Fiscal Services

Job Category:

Classified Administrators and Managers

Job Opening Date:

October 10, 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 a.m. - 5:00 p.m.

Hours Per Week:

40

Percentage of Employment:

100%

Months of Employment:

12

Salary:

Annual salary starting at $154,476

Required Documents:

Resume and Cover Letter

Job Description:

District Management Team Salary Schedule - RANGE 18

Initial Screening Date: October 30, 2023

A resume and cover letter 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 DESCRIPTION

To lead, plan, develop, organize, coordinate, manage, control and evaluate the functions, programs, services and activities for all District-wide Accounting and Budget functions of District Fiscal Services, including Budget, Student Accounts Receivable System, Accounts Payable, Accounts Receivable; and Associated Student Government (ASG), Financial Aid, Community Education, Foundation, General Fund and Project Accounting; ensure that programs are operating within the appropriate fiscal parameters and remain in compliance with District, local, state and/or federal requirements; and develop and/or maintain business process design in financial accounting systems for cash management, accounts payable, accounts receivable, banking, expenses, grants, and budgeting.

To prepare and submit accurate financial reports, including the annual financial audit and adopted budget, as required, according to established timelines; coordinate assigned activities at the District and college levels; and provide highly complex staff assistance to the Executive Director of Fiscal Services; serve as initial primary reviewer of accounting information provided by the colleges; primarily responsible for budgeting and managing of the fund accounting and revenue reconciliation functions of the District.

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 general direction from the Executive Director of Fiscal Services or designee of the Chancellor.

Exercises direct supervision over technical and clerical accounting 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.

Plan, develop, organize, coordinate, manage and evaluate the accounting and budgeting programs, services, operations and activities of the District, including the Students Accounts Receivable System, cash handling and supervision of cash vault, budget, accounts receivable, accounts payable including capital construction retentions; and ASG, financial aid, community education, foundation, general fund and project accounting; supervise the day-to-day activities of the technical and accounting staff engaged in the complex fund accounting and revenue reconciliation, as well as accounting, clerical and support staff assigned to District accounting department.

Act on behalf of the Executive Director of Fiscal Services during absences.

Assist the Executive Director of Fiscal Services in forecasting short-range and long-range District revenues, appropriations, and expenditures; assist in preparing multi-year financial projections, cash flow and financial analysis for the Chancellor, Vice Chancellor of Business Services, the Board of Trustees, District management, and other interested parties; develop and recommend budget, cost control, and related financial strategies, policies, procedures, and prepare and review budget revisions and transfers; coordinate, direct and approve the calculation, posting, auditing and adjustment of journal entries, review account code structure for accuracy and compliance with the California Budget and Accounting Manual, maintain the District account structure and may provide training on public sector budget processes and District accounting and budget related processes.

Provide technical expertise to and develop recommendations for the Executive Director of Fiscal Services in the formulation of District policies, procedures and administrative regulations.

Provide leadership to identify technology needs and requirements as they relate to accounting functions of the District; determine major project requirements, such as technology used to gather/maintain accounting information, and coordination with deployment dates of the software.
 

Translate administrative accounting needs to ensure features/services of new software are compatible with Generally Accepted Accounting Principles (GAAP) requirements and internal control best practices; promote new accounting systems and services to the college communities; interface with user groups to determine and develop solutions to process/system issues; act as a user advocate; and propose and promote new projects to meet identified needs.

Direct and coordinate the accounting business needs through the financial system; propose and review accounting interfaces with external and internal systems; diagnose and eliminate potential service vulnerabilities; lead efforts to document and disseminate accounting system technologies with all constituent groups; and ensure staff support and responsiveness to end user questions.

Communicate and provide technical expertise, direction, guidance, and advice to others regarding areas of assignment, such as automated reconciliation, payment processing, grants processing, and budgeting; coordinate assigned programs, operations, and activities; and respond to public records act requests for information.

Formulate administrative procedures related to financial management to ensure legal and contractual liability to the District; and interpret federal and state laws, mandates, government codes, education codes, and public contract codes.

Ensure that all accounting and budgeting operations and activities of the District are performed according to Title 5, Section 59011 of the California Code of Regulations and adhere to applicable laws, regulations, requirements of federal and state agencies, District and professional standards and pending legislature related to District accounting functions; ensure the timely and accurate processing of payments and depositing of receipts; and ensure the timely and accurate maintenance of all budget and accounting records for the District, both colleges and their ancillary organizations, including ASG and Foundations.

Design and evaluate internal control procedures to safeguard assets, ensuring financial reporting in accordance with Generally Accepted Accounting Principles (GAAP), and ensuring all transactions are authorized.

Administer the District budget by preparing preliminary, tentative and final District-wide budget documents, monitoring and analyzing District and college/site/department prepared budgets for all District funds, reviewing and reconciling account activity and preparing summary reports.

Maintain and manage office document retention in accordance with state and federal Law. 

Ensure the timely and accurate preparation and maintenance of accounting records and payments to vendors, consistency between all accounting systems, and correct use of all GAAP. 

Assist the Executive Director of Fiscal Services with planning, developing, recommending and implementing accounting policies and controls; develop, implement and maintain appropriate methods and procedures to optimize efficient and effective delivery of services related to assigned functions; monitor and evaluate operations and activities, and take corrective actions as necessary.

Serve on committees, task forces and other work groups as needed; provide technical expertise and guidance regarding areas of responsibility; research, analyze and resolve problems; find solutions and improve operations while keeping an open mind and complying with legal requirements and established procedures.

Assist District and college management and staff in developing, preparing, maintaining and reporting accounting and budget records; and manage the year-end closing process and compilation of fiscal year financial statements.

Communicate with other fiscal services personnel, District and college administrators and support personnel, representatives of state and federal agencies, educational institutions, Orange County Department of Education (OCDE), social service organizations, counselors and others to coordinate programs and activities.

Manage reimbursement claims for State capital outlay projects, scheduled maintenance programs and mandated cost programs.

Manage, monitor, review and evaluate the status of various ongoing projects and identify and report weakness to maintain appropriate financial integrity of the District.

Interpret, understand, apply and explain local, County, State and federal government laws and accounting and budgeting practices and ensure legal compliance; inform, guide and monitor District and college staff, and vendors regarding legal compliance, timeliness, and accuracy related to requisitions, policies, claims and other activities and transactions; provide technical accounting and financial advice to District staff, site managers and others involved in the District-wide budget development process and in the preparation of related budget and fiscal summaries and activity documentation documents.

Audit the accuracy of enrollment, budget, revenue, expenditure and related financial reports, and prepares claims, invoices, and other related reports; develop and implement methods for gathering financial data, and ensure the timely and accurate preparation and submittal of a variety of factual, statistical, and narrative data, reports, proposals, summaries and analysis, recommendations and other materials as needed or requested, including budget reports and annual recap data; coordinate and respond to periodic audits; coordinate the compilation of data for periodic and special reports and may coordinate the gathering of information for internal, federal, and/or State audit purposes.

Train, guide, supervise, support 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, select and recommend hiring of employees; recommend transfers, reassignment, termination and disciplinary action; motivate staff and resolve conflicts within the group. 

Prepare, administer and monitor annual budgets for area of assignment; prepare recommendations and justifications regarding budget requests; and authorize expenditures according to District policies and applicable regulations.

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

Make oral presentations at various gatherings; conduct workshops to provide specialized information regarding accounting and budgeting; assure the development and dissemination of information related to new or revised automated systems, requirements or regulations affecting assigned areas of fiscal operations and services; coordinate and assist Information Technology personnel with the development and implementation of new or improved software for fiscal services; and provide analysis of accounting structural needs.

Perform specialized duties related to the District’s automated accounting system; assess needs and analyze system capabilities; confer with computer programmers and other technical staff regarding system enhancements; test and evaluate results and new features; and provide analysis of accounting structural needs.

Perform other duties as assigned that support the overall objective of the position and the District's mission and philosophy.

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

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, business administration or a closely related field. A CPA and/or CMA are desirable.

Experience:

At least five years of increasingly responsible experience in professional accounting, including three years in a lead or supervisory capacity in a medium to large complex business/public agency environment.

Commitment to equity and diversity. All applicants must have demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty and staff. The applicant must be able to demonstrate how these factors relate to the need for equity-minded practices within an educational environment.

LICENSES, CERTIFICATES, AND/OR OTHER REQUIREMENTS:

Valid California driver's license.

KNOWLEDGE OF:

Applicable District policies and local, state and federal laws, codes and regulations, including laws regulating public finance, payment of obligations and fiscal operations for public institutions.

Automated system capabilities and limitations, including personal computers and methods applicable to a wide variety of accounting, budget, and auditing tasks.

District and college organization, operations, and objectives.

Interpersonal skills including tact, patience, and diplomacy.

Modern office practices, procedures, methods, and equipment.

Modern principles and practices of general and government accounting and auditing.

Oral and written communication skills.

Principles and practices of training, supervision, and performance evaluation.

Principles, procedures and techniques of budget analysis and development.

Program analysis and revenue forecasting.

Sources of revenue to fund governmental services.

ABILITY TO:

Analyze and interpret financial and accounting records.

Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.

Collect, compile, and analyze data.

Communicate clearly, concisely and effectively, both orally and in writing, with diverse constituencies within and outside of the District.

Design and install new and improved accounting and recordkeeping systems.

Develop, implement, and manage methods and procedures for areas of assignment.

Encourage professional excellence among the staff and promote an organizational culture of customer service, innovation, and quality services. 

Establish and maintain cooperative and effective working relationships with those contacted in the course of work.

Evaluate accounting and budget procedures for efficiency, customer service, and improvements to business practices.

Interpret, apply, and explain applicable District policies and procedures.

Interpret, apply, and explain applicable local, state and federal laws, codes and regulations.

Learn the District organization, operations, and policies.

Monitor and critically review a variety of accounting documents.

Operate computer and applications software, including database management, spreadsheet, word processing and software related to area of assignment.

Operate modern office equipment.

Organize, direct, and implement a comprehensive accounting function.

Participate in developing, consolidating and administering the District's annual comprehensive budget.

Participate in forecasting current and future revenues and expenditures affecting the District's financial condition, including receipts, disbursements, accruals, and deferrals.

Plan and organize work.

Prepare and administer budgets for assigned program areas.

Prepare complex and comprehensive financial data, cost analysis studies, summaries, statements, clear and concise reports, policy/position papers, letters, and analyses.

Prepare oral and written reports and recommendations.

Relate effectively to people of varied academic, cultural, and socioeconomic background using tact, diplomacy, and courtesy.

Select, train, lead, direct, supervise and evaluate the performance of assigned personnel.

Understand and effectively and collaboratively work in a complicated multi-college environment, as well as within a system of community college districts.

Work independently with minimum direction.

WORK ENVIRONMENT AND PHYSICAL DEMANDS

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Work Environment:

Standard office setting. Typically, duties are performed in an office environment while sitting at a desk or computer terminal. Incumbents are subject to contact with administrators and other personnel, frequent interruptions, noise from talking or office equipment and demanding legal timelines. At least minimal environmental controls to assure health and comfort.

Physical Demands:

Incumbents regularly sit for long periods of time, walk short distances on a regular basis, travel to various locations to attend meetings and conduct work, use hands and fingers to operate an electronic keyboard or other office machines, reach with hands and arms, stoop or kneel or crouch to file, speak clearly and distinctly to answer telephones and to provide information; see to read fine print and operate computer; hear and understand voices over telephone and in person; and lift, carry, and/or move 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.