Fiscal Specialist 1

South Puget Sound Community College (SPSCC) is seeking highly motivated and qualified candidates for the Fiscal Specialist 1 position in the Corporate and Continuing Education (CCE) department.  This is a full-time, in-person position.  

CCE provides non-credit training and professional services.  The Fiscal Specialist 1 is the primary person responsible for purchasing and inventorying within the department, including serving as the p-card custodian, purchasing and maintaining the inventory of books and materials for CCE classes, purchasing for departmental and special project needs, and coordinating purchases with other departments as needed.  The Fiscal Specialist 1 is also involved in preparing invoices, reconciling financial information and entering data in college systems.

South Puget Sound Community College is committed to increasing its cultural diversity with an emphasis on equity and inclusion among its professional staff. A firm understanding of anti-racist policy development coupled with the skills to eliminate barriers that harm underrepresented people is a college requirement. The students that we serve come from a variety of backgrounds. On average, 43% of SPSCC students are people of color. We strongly encourage members of the underrepresented groups, veterans, and bi- or multi-lingual individuals to apply for this position to help meet the needs of our diverse students and service district.

And if that isn't enough?  We also offer:    

• A healthy work/life balance for our employees with the opportunity for flexible work schedules and remote work depending on position and college needs
• Fine dining in the Percival Room, offering vegetarian, vegan, and gluten-free choices as part of our Culinary Arts and Baking & Pastry Arts programs
• The Clipper Coffee Corner serves Batdorf & Bronson coffee and a selection of delicious food items from our baking/culinary students
• A brand-new Health & Wellness Center
• FREE Bus service every 15 minutes to downtown Olympia and beyond
• FREE parking on our campuses – permits are not required
• On-campus child care
• Percival Creek, which runs beneath our campus footbridge, provides year-round beauty and views of Chinook, Coho, and chum salmon pass through each fall
• Many walking paths that are marked and on nicely paved sidewalks
• SPSCC promotes wellness with a variety of different workshops and events on campus
• Lots of activities with our Artist & Lecture series, which are FREE for staff and faculty
• Many community events in the Kenneth J. Minnaert Center for the Arts
• Employee Resource Groups (ERGs)that offer an opportunity for SPSCC employees to gather and connect around issues that define them personally, and which affect their work at the College and their professional development. Current Employee Resource Groups include:
  • Staff and Faculty of Color (SFOC) ERG - an employee network which strives to create an intentional and relational foundation for community and trust building across different groups through shared values.
  • The LGBTQIA ERG creates a space for LGBTQIA staff and faculty at the college to share resources, build support and community, and work towards greater equity and accessibility.

Program Fiscal Support

• Purchasing-serve as P-card custodian; Reconcile P-card and obtain signatures prior to the deadline set forth by the college’s purchasing office  
• Calculate unit book, handout, and other material costs and input in the appropriate course management system
• Order books based on program needs and maintain inventory levels
• Return books as needed and track refunds; or surplus process
• Prepare order receipts for book and class material purchases by 1st of each month for account reconciliation
• Department supply ordering, inventory check, and receive requests from staff
• Request quotes, enter requisitions, and track departmental purchases
• Generate billing invoices for Kraken Studios, rentals, and other areas as assigned
• Input billing and payment invoices for department service contracts in college and department systems
• Ensure payments are made to third-party vendors by monitoring invoices, communication, and payments; reconcile payments in departmental systems
• Entry of third-party (student) bills/invoices in the ctcLink system
• Generate CampusCE transaction reports
• Reconcile department accounts receivable in internal databases
• Coordinate and contribute to the businesses served list utilizing payment records and other internal resources 
• Research availability, prices, and requirements of tests for certification classes as requested by Program Directors/Supervisor; coordinate with test host for purchase of vouchers; coordinate with IT for tech requirements; schedule lab/proctor; purchase vouchers; register testers
• Monitor budget expenditures for special projects
• Coordinate Lacey Campus Facilities p-card with Facilities
• Create and maintain spreadsheets and databases, e.g., inventory and budgets
• Track and take payments of cash and checks to the business office for payment application and deposit
• Assist with monthly, quarterly, and year-end reporting efforts, tracking and file management

Program and Lacey Campus Clerical Support

• Research and identify the best book and class material vendors to buy from; attach the book/vendor in the database
• Maintain database accuracy, including but not limited to vendor information, book and material costs and special ordering information
• Check USPS mail daily, distribute as appropriate, including CCE checks for processing, internal mail for SPSCC, mail for EDC and affiliates, forwarding mail to Olympia Campus entities as appropriate, and return to sender all misdelivered mail.
• Sort incoming mail from Central Services to appropriate staff/faculty boxes; contact sender or recipient for misdelivered items.
• Lacey Campus supply ordering, inventory check, and receive requests from faculty/staff
• Work with Central Services when more mail slots are needed
• Label/Eliminate faculty/staff mailboxes as requested
• Prepare reports for program-specific data as requested
• Yearly archive oldest year files, following procedures and working with appropriate personnel
• Log into the CCE call center when the call center is short-staffed or during high volume times, including serving as registration backup for non-credit CCE participant registration
• Assist with special registration, paperwork, or certificate needs when needed

• Act as a proctor/backup proctor for all testing services offered by CCE, such as NIMS testing; obtain all required certifications and ensure they are kept current

Attend Meetings and/or Conferences

• Attend weekly operations meetings and play an important role in recognizing and finding potential issues
• Attend other meetings and conferences as a program representative as needed

Other Duties as Assigned

• Tasks include but are not limited to, program support, campus support, and special projects.  Duties will be assigned that align with position-level knowledge expectations, skills, and capacity.  
• Act as backup to peer duties as requested or instructed

Minimum Qualifications

• Three years of fiscal record-keeping experience OR equivalent education/experience

Preferred Qualifications

• Strong organizational skills, ability to work independently and prioritize multiple tasks, maintain office confidentiality, and accommodate numerous interruptions.  
• Position requires a high degree of accuracy and attention to detail.
• Excellent communication skills and the ability to work well with others and function as a team member. 
• Advanced knowledge of computers and software applications, specifically MS Office suite: Word, Outlook, Excel, PowerPoint, and Access.
• Excellent communication skills and the ability to work well with others and function as a team member. 
• Commitment to a working environment that values a diverse academic environment, inclusive of students, faculty, and staff of diverse cultural, socioeconomic, and educational backgrounds.

Applications must be completed online and include the following attachments:

1. Cover letter addressed to the Screening Committee highlighting your ability to perform the responsibilities and competencies described in the job posting. 
2. Current resume/CV showing all educational and professional experience which demonstrates how you meet the minimum and any preferred qualifications. 

Top candidates will be notified directly to interview for this position. Selection will be based on the applicant's knowledge, skills, and abilities to perform the duties listed in this job posting as identified in the materials requested above. Applications with comments directing the reader to see attachments will be considered incomplete.
 
 Veterans Preference
 Applicants who meet the minimum qualifications and are wishing to claim Veterans Preference should redact their personally identifiable information from a copy of their United States Department of Veterans Affairs honorable discharge documentation and email to sbutler-hill@spscc.edu with the job number for which they are applying in the subject line.
 
 Background Check Condition of Employment
 Employment with the college is contingent upon the successful completion of a comprehensive background check. Any adverse information will be considered on a case-by-case basis and does not automatically preclude a candidate from employment.
 
 
South Puget Sound Community College values diversity and is an Equal Opportunity Employer and Educator
South Puget Sound Community 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. Prohibited sex discrimination includes sexual harassment (unwelcome sexual conduct of various types). SPSCC 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 person has been designated to handle inquiries regarding non-discrimination policies, Title II and Title IX, Samantha Dotson, Executive Human Resource Officer /Title IX Coordinator, 360-596-5361, ssoto@spscc.edu, Building 25, Room 220, 2011 Mottman Rd SW, Olympia, WA 98512;  South Puget Sound Community College is a smoke-free/drug free environment.

Applicants needing accommodation in the application process in an alternative format may contact the Human Resources office at (360) 596-5500.

Salary : $41,724 - $55,584