What are the responsibilities and job description for the Fiscal Specialist 2 - ABO position at Olympic College?
Description
Olympic College is recruiting for a Fiscal Specialist 2. The mission of Olympic College is to serve and enrich our communities by providing quality education and training for all who seek to improve their lives through learning. The mission of the Academic Business Office (ABO) is to support Instruction and its divisions with accurate and timely budgeting, faculty contract, and purchasing services to enable faculty to focus on their teaching mission. The focus of this Fiscal Specialist is to provide Purchasing Card (“PCard”) reconciliation and purchasing services for Instructions as well as support faculty contract management, budget management activities and additional assigned responsibilities.
Essential Functions
- Reconcile all credit card transactions by verifying invoice and merchandise receipts and cross checking with orders; verifying extensions of price and totals, discounts, tax charged, credit memos applied; providing correct chart strings and account codes; and uploading receipts to ctcLink.
- Communicate with budget administrators to obtain their approval of assigned transactions and provide information as requested.
- Maintain well organized electronic copies of PCard transactions on the ABO share folder as well as office paper copies as appropriate.
- Prepare purchasing summary reports to support budget tracking activities for the ABO and assigned divisions.
- Identify and use various ctcLink queries to extract, summarize, and evaluate purchasing expenditures and trends for budget administrators.
- Collaborate with Procurement/Central Services on PCard reconciliation business processes and regulatory requirements.
- Coordinating with Procurement/Central Services, request new PCards, credit limit and transaction changes, and the cancellation of PCards.
- Identify process improvement opportunities and coordinate with ABO team members and assigned divisions to develop improved business processes.
- Coordinate the purchasing of goods and services for assigned divisions by working with the requestor to identify the item(s), verifying quantity and pricing, taxes and vendor information.
- Coordinate receiving and distributing purchased goods.
- Advise assigned divisions and staff members on procedures involved in contracting for goods and services.
- Order large purchases by obtaining multiple bids and ensuring all business and regulatory requirements are met.
- Collaborate with ABO Fiscal Specialists, ISS, Payroll, Human Resources (“HR”) and assigned division offices to review and refine as necessary faculty contracts for full-time faculty, Moonlight assignments, affiliates, adjuncts, pay-by-enrollment courses and stipends.
- Generate and evaluate ctcLink queries (e.g., enrollment, earned code) results to review and maintain faculty contracts.
- Submit necessary HR and Payroll forms to correct payments, combo codes, and other contract elements.
- Create and update process documents related to PCard reconciliation and purchasing.
- Collaborate with other Fiscal Specialists to develop and maintain budgeting and faculty contract management process documents.
- Coordinate with other Fiscal Specialists to maintain additional process documents as assigned.
- Collaborating with Business Services, Budget Office, Payroll, HR, ISS, division offices, and Procurement on business process improvement opportunities.
- Developing and maintaining ABO performance indicators and tracking systems.
- Reviewing and analyzing Instruction budgets and payroll including Corrections grant tracking.
Qualifications
Minimum Qualifications
- High School Diploma or GED
- Fiscal record-keeping experience
- Two years of fiscal record-keeping experience
- Two years of working in a community college environment
- Working knowledge of ctcLink/PeopleSoft or another large financial system.
Additional Information
Terms of Employment
Please note that we are unable to sponsor visas for this position. Only candidates who are currently authorized to work in the United States will be considered.
This is a full-time classified position scheduled to work 40 hours a week, with a salary range of $44,736 - $59,844 annually. All classified positions will start their salary at Step A, when you have completed six months of probation, you will receive a 5 percent pay increase. A collective bargaining agreement exists, and this position is covered by the Washington Public Employees Associate (WPEA) Union. Classified positions qualify for the following benefits:
Medical/vision, dental, long-term disability, life insurance, and accidental dismemberment, Flexible Spending Arrangement, Dependent Care Assistance Program, Wellness Programs, Department of Retirement Systems Plan 2 or Plan 3, Deferred Compensation Program (DRS) retirement savings plan; TIAA supplemental retirement savings plan, Aflac, 11 paid holidays, leave – vacation/sick/personal holiday/personal leave, auto/home insurance, space available tuition waiver, Employee Assistance Program (EAP), fitness center, reduced rate and priority consideration on-site child care on a space available.
For more information regarding benefits, please visit our website here.
Conditions of Employment
- Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position. In addition to the background check, candidates will be required to complete the Sexual Misconduct Disclosure Form as required WB HB 2327.
- Olympic College seeks candidates for employment who share our commitment to fostering an equitable and inclusive learning environment (read ourEquity Statement). All applicants are required tosubmit a statement of 500 words or less, describing the value of diversity, equity, and inclusion in the higher education environment and their prior, current, and/or potential contribution(s) to fostering diversity, equity, and inclusion as an employee.
How To Apply
To be considered for this position a candidate must apply online through the Olympic College website and submit the following required materials:
- Olympic College Online Application
- Resume
- Cover Letter - in your cover letter describe how your experience sets you apart for this position.
- Unofficial college transcripts. Official transcripts and copies of mandated certifications will be required of the successful candidate.
EEO Statement
Olympic College provides equal opportunity in education and employment and does not discriminate on the basis of race, color, national origin, age, disability, genetic information, sex, sexual orientation, marital status, creed, religion, or status as a veteran of war. Olympic College provides reasonable accommodations for qualified students, employees, and applicants with disabilities in accordance with the Americans with Disabilities Act and Federal Rehabilitation Act. The following people have been designated to handle inquiries regarding non-discrimination and accommodation policies:HRticket@olympic.edu. This recruitment announcement does not reflect the entire job description and can be changed or modified without notice.
Salary : $44,736 - $59,844
