- Director College Business Services
- Manager Budget (College)
- Budget Analyst II
- Budget Analyst I
- Fiscal Technician II
- Fiscal Technician I
- Property Control Technician
- Receiving Clerk
Director College Business Services
Serves as chief operational officer, plans, organizes and generally directs the areas of records, fiscal services, facilities, maintenance, financial aid, college information, marketing and public relations, personnel services, student activities and security. Works with administrators, faculty, staff, students, representatives of other educational institutions, professional organizations, vendors, community, business and government leaders.
Common Work Activities:
- Plans and directs the fiscal and general operation of the college and serves as college representative on district operations councils and committees
- Oversees the preparation of the college budget and administers the approved budget
- Develops and implements policies and procedures for the maintenance and operation of the physical facilities, grounds and for the scheduling and utilization of college facilities by college personnel and the community
- Directs the college personnel evaluation program and recommends to the President the employment, retention or termination of all college personnel
- Oversees resignations, leaves of absences, transfers, reclassifications, etc.
- Responsible for the security of the persons and property of the college
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Manager Budget (College)
Manages college budget preparation and control of activities for all funds; prepares a variety of financial reports, projections and analysis and provides strategic analysis services. Work contacts include district personnel, administration, faculty, students, state and local government agencies and the public.
Common Work Activities:
- Coordinates the design and implementation of the annual college budget planning and preparation for all funds - general, auxiliary, restricted and plant funds
- Coordinates and recommends the design of budgeting systems, policies and procedures
- Oversees the preparation of budget reports required by the State and other governmental agencies
- Initiates and monitors budget transfers
- Develops long and short range financial plans and projection of expenditures and revenues
- Prepares annual budget, control and analysis of budgeted expenditures, position control function
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Budget Analyst II
Leads and manages numerous projects and performs varied analysis, reconciliations, budget development and planning. Work contacts include: administrators, faculty, staff, students, media, outside governmental agencies and the public.
Common Work Activities:
- Analyzes current year spending and revenues, and long-term financial forecasts
- Recommends modified funding and prepares transfers as needed
- Conducts program evaluations, policy analysis and training on budget development policies
- Creates and processes transfers from various accounts
- Prepares periodic status reports, journal voucher setups
- Prepares analytic schedules and reports for the Financial Advisory Council and the Chancellor's Executive Council
- Research, develop and implement strategies for decision-making
- Performs analytical and critical thinking, meets deadlines
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Budget Analyst I
Compiles and manages the annual operating budgets while providing analytical and administrative support. Work contacts include: Governing Board members, administrators, faculty, staff, students, media, outside governmental agencies and the public.
Common Work Activities:
- Prepares budget analysis for expenditures
- Analyzes current year spending and revenues
- Creates and processes transfers from various accounts
- Prepares periodic status reports, journal voucher setups for input into the computerized accounting system
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Fiscal Technician II
Participates in and directs the work of other staff in on-line fiscal record-keeping, verification, and cashiering; acts as assistant to and acts on behalf of the Fiscal Agent as requested. May direct work of students and temporaries
Common Work Activities:
- Assists the Fiscal Agent in the coordination of office procedures and workflow
- Assists in hiring and training of fiscal office staff; directs the work of other fiscal office staff
- Assists the Fiscal Agent in reviewing and approving requisitions and payroll documents, maintaining appropriate cash levels and security measures, and researching problems
- Serves as liaison between fiscal office and other college/District offices
- Responds to complex inquiries not requiring the attention of the Fiscal Agent
- Issues financial aid checks, paychecks, refunds, petty cash, expense reimbursements, and advances, etc.
- Verifies fulfillment of obligations and current eligibility prior to issuing checks
- Maintains and audits a variety of records including third party billings, student records, and department budgets
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Fiscal Technician I
In a fiscal office in accordance with established procedures performs on-line fiscal record keeping, verification and cashiering. May direct work of students and temporaries.
Common Work Activities:
- Receives payments for student fees and fines, loan payments, and proceeds of food service and bookstore sales, facility rentals, athletic and fund-raising events, etc.
- Verifies cash reports for accuracy; issues scholarships, financial aid, and Veterans' Administration Checks and deferments, paychecks, refunds, petty cash, expense advances and reimbursements, coin and currency change, etc.
- Verifies the fulfillment of all obligations and current eligibility before issuing checks; explains financial aid documents to students
- Posts transactions to appropriate records; audits data entry to student records, balance due and refund due records, third party billings
- Trains and directs the work of students and temporary cashiers
- Files a variety of fiscal documents; prepares accounts balance reports; counts and balances cash collected, prepares cash boxes and bank deposits; reviews purchasing requisitions for proper coding and signatures
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Property Control Technician
Identifies, records and accounts for all Capital Equipment Assets utilizing a computerized Property Accounting System. Reconciles physical inventories of equipment and coordinates redistribution and/or disposal of surplus equipment.
Common Work Activities:
- Responds to inquiries relating to property accounting which requires detailed knowledge of policies, procedures, systems and regulations of assigned area
- Evaluates and proposes changes to computerized accounting system; performs system maintenance
- Assists in surplus property sales; determines property value before sale; provides detailed account of all expenditures; recommends method for disposal of equipment
- Provides assistance on reporting and replacement of lost, stolen and damaged equipment, accounts for, and records donations; coordinates program for re-allocation of surplus property
- Reconciles results to computerized data base and evaluates inventory results; prepares journal vouchers; reviews requisitions, purchase orders and invoices to maintain integrity of systems
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Receiving Clerk
Receives, distributes, inventories and maintains records of equipment and supplies, may process incoming and outgoing mail and other shipments. This position works in the area of Shipping and Receiving. Work contacts include administrators, faculty, staff and students. Equipment use includes mail meter machine, postal scales, microfiche reader, forklift, electric cart, pallet jack and two-wheel dolly and standard office equipment. Some positions may use trucks or vans.
Common Work Activities:
- Verifies purchase order, tags, and delivers to consignee, and places equipment in area designated, noting any shortages or overages; inspects for damage received in transit
- Operates the supply stand for departments located at college, fills orders as per requisition, assists the Fiscal Agent and Property Control Supervisor in conducting periodic inventories of capital equipment items
- Labels capital equipment items consigned to the college on receipt; approves invoices for payment and forwards to accounts payable
- Processes shipping of merchandise via United Parcel, U.S. Post Office or freight lines
- Receives and distributes mail; collects obsolete equipment and delivers to salvage; unloads, counts and delivers books and supplies to bookstore
- Moves and assembles furniture; assists setting up for special events
- May perform preventive maintenance on vehicles
- Maintains and updates purchasing files; assists setting up for special events
- Performs athletic and janitorial inventories
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