October 2013

FLSA: NON-EXEMPT

SALARY: 59

CBA DESIGNATION: Represented

DEFINITION

Under direction, performs complex professional accounting, budgeting, grant management, financial reporting, disbursements and/or payroll duties; coordinates day-to-day office operations; maintenances and reviews District level accounting, budgetary and fiscal records, documents, and reports, assuring accuracy and conformance with established procedures; leads, trains, and coordinates work.

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from a Fiscal Services or Foundation manager.  Will not act in the capacity of a supervisor, but may be required to lead other staff.

 REPRESENTATIVE DUTIES: (Illustrative Only)

• Performs technical accounting and auditing work in the preparation, maintenance, and review of District-level financial records, accounts, disbursements, payroll, vendor payments, and reports; assure compliance with applicable rules, regulations, policies, and procedures.
• Maintains area activities and communicates, both orally and in writing, with the Department of Education at the State and Federal levels, State Chancellor's Office, Los Angeles County Office of Education, Department of Health and Human Services, other Federal, State, and local agencies as well as other divisions and project directors.
• Prepares and maintains a variety of difficult financial, disbursement, and accounting records, ledgers, and reports; audits accounts as necessary to assure proper internal controls.
• Leads and trains personnel.
• Maintains and monitors assigned accounts; posts data and maintains journals and ledgers; reconciles, adjusts, and balances assigned accounts; audits deposits; disbursements; transfers funds as necessary between various funds and accounts.
• Reviews financial documents to assure accuracy, completeness, and compliance with applicable regulations, requirements, and established procedures.
• Assures compliance with District, State, and Federal policies and procedures, applicable laws and regulations and generally accepted technical principles.
• Prepares reports for assigned unit; maintains records, ledgers, and reports.
• Prepares comprehensive reports as required by the District, State, Federal government, or other agency.
• Compiles information and data and prepares a variety of financial, accounting, disbursement, and budgetary reports and statements.
• Reviews financial reports and computer printouts to assure accuracy and completeness; make corrections and adjustments as necessary.
• Coordinates communication and accounting activities with other District departments and personnel, governmental agencies, auditors, and vendors.
• Prepares cash flow and cash balance reports to optimize the management of the cash needs of the District.  Prepares financial reports such as those needed to enable the District to issue Tax Revenue Anticipation Notes, Grant Anticipation Notes, Capital Leave and Certificate of Participation.
• Provides information to District personnel regarding area's requirement and financial transactions, procedures, and errors; answers questions; intervenes, and resolves problems related to the specific area assigned.
• Audits and advises support staff regarding various documents/forms involved in specific area operations, i.e., invoices, requisitions, purchase orders, warrants, cash receipts, time sheets, journal entries, and promissory notes.
• Prepares audit reports and audits area operations to assure proper internal controls; assists external auditors as assigned.
• Monitors data entry to County and District files to assure accuracy of data.
• Monitors cash collections during registration with Admissions staff and monitors disbursement of Financial Aid disbursements to students.
• Reviews and interprets Federal, State, County, Los Angeles County Office of Education, District and other regulations, laws, policies, and procedures relating to all accounting, disbursements, payroll, and vendor payments.
• Participates in task forces, meetings, and may provide input in the selection of new staff members.
• Operates a variety of office equipment and machines.
• Researches and recommends process improvements to provide timely and more efficient use of resources to management.
• Performs related duties as assigned.

KNOWLEDGE of:

• Specific area's rules, regulations, principles, practices and procedures, including GAAP.
• Thorough record-keeping techniques.
• Modern office practices, procedures, and equipment.
• District organization, operations, policies, and objectives.
• Oral and written communication.
• Applicable sections of State Education Code and other applicable laws.
• Technical aspects of field specialty and principles of providing training and work direction.
• Interpersonal skills using tact, patience, and courtesy.
• Correct English usage, grammar, spelling, punctuation, and vocabulary.

ABILITY to:

• Prepare and maintain complex office operations and reports related to specific area. 
• Organize day-to-day operations of specific area.
• Train others.
• Analyze situations accurately and adopt an effective course of action.
• Operate standard office machines including calculator, computer terminal, typewriter and copier.
• Meet schedules and time lines.
• Work independently with minimal direction.
• Establish and maintain cooperative and effective working relationships with others.
• Read, interpret, apply, and explain rules, regulations, policies and procedures.
• Communicate effectively both orally and in writing.

EDUCATION AND EXPERIENCE:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying.  A typical way to obtain the required qualifications would be:

Bachelor's degree in Accounting or Finance and four years of direct, increasingly responsible experience required.

Six years of increasingly responsible, directly related work experience in excess of the four years of required experience may be substituted for the bachelor’s degree.

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various District and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone.  This is primarily a sedentary office classification although standing and walking between work areas may be required.  Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment.  Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information.  Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

ENVIRONMENTAL ELEMENTS

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.  Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.   

Pasadena City College
1570 East Colorado Boulevard, Pasadena, CA 91106
(626) 585-7361 direct ⋅ (626) 525-7924 fax