Application Procedure:
Complete application packets will be accepted until the position is filled; however, those submitted by 11:59 p.m. (PST) on March 7, 2019, are assured consideration.
Applicants must submit all of the following materials online at http://hrjobs.mtsac.edu to be considered for this position:
1. A Mt. San Antonio College online application.
2. A cover letter describing how the applicant meets the required education and experience.
3. A detailed résumé that summarizes educational preparation and professional experience for the position.
4. Three (3) letters of recommendation that reflect relevant experience (do not use social media or professional networks as a means to provide letters of recommendation).
5. College and/or university transcripts showing the awarded/conferred degree (if applicable) are required and must be submitted with the online application by all applicants, including current or former employees of the college, to demonstrate that the required educational qualifications are met. Unofficial transcripts are acceptable at the time of application; however, copies of diplomas are not accepted in lieu of transcripts.
Essential Duties/Major Responsibilities:
1. Prepares, maintains, verifies, and reconciles a variety of difficult and complex accounting and financial transactions and reports; audits financial records for accuracy; posts and reconciles journals; prepares journal entries for budget and actual, including revenues, expenditures, assets, liabilities, and fund balance accounts.
2. Processes information and develops reports using standard word processing and spreadsheet software, as well as, accounting, financial, and other related electronic information systems.
3. Assists with implementation, testing, and training of the enterprise application system or emerging technologies related to financial transactions of the District.
4. Counts, verifies, and reconciles cash, currency, coins, payments, and related receipts; prepares and verifies bank deposits for cash receipts; opens and closes departmental vault and safes.
5. Processes daily cash receipts for checks received and researches all sources of revenue.
6. Generates correspondence and responds to a variety of customer, vendor, and staff questions and complaints in person and over the telephone; researches and resolves problems; makes appropriate adjustments to accounting data and documentation.
7. Follows internal control procedures for assigned function; reviews, recommends, and implements approved internal controls, office procedures, and related systems.
8. Generates and assists in the preparation of monthly, quarterly, and year-end financial summary and technical reports, including the Annual Financial and Budget Report; posts accounts receivable and accounts payable accruals, journal entry adjustments, indirect costs, and deferred revenues entries at fiscal year-end; develops year-end budget carry-overs.
9. Assists departmental budget officers in problem solving, research, and reconciling actual expenditures with budgeted amounts; provides technical assistance to outside departments regarding budget activities; prepares expenditure and progress reports.
10. Participates in physical inventory; prepares journal entry adjustments; records cost of sales journals.
11. Assists in the preparation and monitoring of program, division, department, and/or campus-wide budgets; determines fund availability; requests, processes, and records budget transfers and budget revisions; prepares accounting and budget reports, including Board of Trustees agenda reports and resolutions; projects revenues and expenditures; reviews requisitions and expenditures for proper coding with respect to the budget.
12. Assists with development, compilation, update, balancing, and coordination of the Status Quo, Tentative and Adopted Budgets; prepares, assembles, and distributes budget reports to budget managers and/or management.
13. Assists program managers in interpreting grants and contract rules; interfaces with granting agencies at Federal, State, and local levels to resolve questions; reviews new grant budgets and works closely with program managers in setting up budgets within contract and regulations; monitors grant expenditures and budgets; follows policies and procedures for programs and County grants; audits time reporting.
14. Prepares tax documents and reports as established by federal, state, and local regulations.
15. Processes vendor payments, warrants, and checks; maintains warrant registers; processes warrants for student refunds, Financial Aid, and Payroll; prepares cash position and ensures cash availability to cover payments; prepares transfer of funds and notifies respective agency; prepares cash forecast.
16. Audits and reconciles accounts payable warrants; ensures legality and accuracy related to all warrants issued; maintains records of all transactions audited; audits and verifies authenticity of information, including source documents such as claims, vouchers, invoices, requisitions, purchase orders, and contracts, as well as, manual and computer-produced reports.
17. Reconciles general ledger cash accounts, operating revenue accounts, bank accounts, credit card accounts, and related cash accounts; balances and reconciles funds; processes adjustments, returned checks, repayments, journal entries, and discrepancies accordingly.
18. Assists in the preparation of personnel budgets; develops projections for salaries, and benefits; maintains position control; projects position expenditures and determines savings; reviews position requests, ensures available budget funds, and submits requests for approvals; creates and assigns position numbers for employees; transfers position budgets between various accounts.
19. Reviews, examines, and processes requisitions; researches vendors and obtains price quotes.
20. Processes travel and mileage reimbursement requests; verifies calculations, account numbers, and required documentation; posts encumbrances and expenditures; may occasionally prepare claim statements, requisitions, and revolving cash purchase forms for reimbursement.
21. Posts payroll to the general ledger; prepares analysis on faculty reassigned time; processes payroll corrections; prepares stipend pay spreadsheets; calculates paid leave accruals such as vacation and load banking.
22. Reconciles student accounts receivable; reviews, analyzes, and corrects variances between actual and electronic payments.
23. Prints payroll and accounts payable checks and transmits student refunds for payment.
24. Develops various accounting, financial, and budgetary reports as needed.
25. Maintains enterprise application systems security access and electronic approval signatures for requisitions, purchase orders, journal vouchers, and budget transfers and revisions.
26. Trains and provide work direction and guidance as required.
27. May perform the duties of Fiscal Technician I or II.
28. Learns and applies emerging technologies and, as necessary, to perform duties in an efficient, organized, and timely manner.
29. Performs all technical and complex accounting and auditing duties in preparation, maintenance, and review of financial statements and budgets for financial aid programs in compliance with federal, state, and local regulations.
30. Analyzes and reconciles Student Financial Aid disbursements and scholarship funds for all financial aid programs; monitors, communicates, and resolves discrepancies; returns funds to donors and transfers funds to other institutions based on student eligibility.
31. Reconciles financial aid grants and prepares cash draw downs requests; schedules disbursements and notifies parties.
32. Prepares checks and deposits to transfer funds to Cash in County Treasury to appropriate financial aid budgetary account.
33. Reconciles Federal Work Study program among Payroll, Financial Aid, and general and operating ledger accounts.
34. Performs a variety of customer service activities associated with financial aid programs; assists students at customer service window; researches student accounts, paperwork, checks, and related records; reconciles student accounts and prepares drawdown spreadsheets; assists students with utilization of debit cards for access to their funds.
35. Monitors budget versus actual; ensures expenditures are within authorized budgetary allocation; resolves discrepancies if expenditures exceed allocation.
36. Monitors, records, reconciles, and processes capitalized and non-capitalized fixed assets, equipment, construction in progress, new buildings/site improvements, and depreciation.
37. Analyzes information provided within each fixed asset purchase order; compiles instructions on appropriate methods of setting up fixed assets within the automated fixed asset module.
38. Monitors budget activities for capital projects; ensures expenditures and encumbrances are charged to proper accounts, within budget allocation, and in compliance with state and local regulations.
39. Prepares claims for reimbursements for state and local capital projects.
40. Reconciles fixed asset subsidiary ledger with general ledger; resolves discrepancies and posts journal entry adjustments.
41. Prepares year-end fixed asset summary report by type to include beginning balances, additions, and deletions, adjustments, and ending balances.
Minimum Qualifications/ Education & Experience:
Equivalent to an Associate’s degree from a regionally accredited college in accounting, finance, or a related field, and four (4) full-time equivalent years of increasingly responsible experience in processing financial documents, maintaining financial, accounting, or statistical records.
Preferred Qualifications:
A Bachelor’s degree from a regionally accredited college or university in one of the above-mentioned fields is desirable.
License(s) & Other Requirements:
The incumbent may periodically be required to travel to a variety of locations. If operating a vehicle, employees must have the ability to secure and maintain a valid California driver’s license.
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