Financial Support Specialist-Grants

Cabrillo College   Aptos, CA   Full-time     Finance
Posted on April 4, 2024
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Financial Support Specialist-Grants

Cabrillo College



Salary: See Position Description
Job Type: Full-time (100%)
Job Number: 2024-01798
Closing: 4/25/2024 11:59 PM Pacific
Location: Hybrid (Online and On-site at Aptos), CA
Department: Grants Office

Employment Opportunity

We need YOU! Cabrillo College is looking for staff to provide quality programs and services for a diverse student population promoting ever-evolving needs as our students grow toward their individual aspirational goals. Cabrillo is an Hispanic Serving Institution (HSI) with a special focus on enhancing the Latinx student experience. Come join our team, valuing high-level and innovative instruction, support services, a welcoming environment, and helping to change the world one student at a time!

NOTE: This is a hybrid in-person/telecommuting position.
This full-time, 12-months per year Financial Support Specialist - Grants position under general supervision, provides difficult and highly responsible accounting support to an instructional division to ensure sound expenditure management and compliance; performs a variety of paraprofes­sional duties in preparing, maintaining, verifying accuracy and appropriateness, and processing account­ing transactions; prepares budget records and reports and monitors expenditures for general, categorical and grant-funded programs and services; and performs related duties as assigned.

About the position:
This position supports several grants, primarily with the Director of Federal and State Emergency Grants (FSEG). These grants are from a variety of funders with different requirements. Currently, the position supports two FSEG grants, one of which is state-funded and the other federal; this accounts for 60% of the position. The remaining 40% of the position supports other grants with Career Education and with Natural & Applied Sciences. The ideal applicant will have experience in grant accounting in the California Community College system.

The ideal candidate will share Cabrillo's commitment to educating its racially and socioeconomically diverse student population. Cabrillo College serves approximately 11,400 students per term. In the Fall of 2022, 58% of Cabrillo students are members of minoritized populations, identifying themselves as LatinX (51%), Multi Ethnic (5%), Asian (2%), Black Non-Hispanic (1%), Filipino (1%), American Indian/Alaskan Native (<1%) and Pacific Islander (<1%). In 2006, Cabrillo College was designated a Hispanic-Serving Institution, reflecting the great responsibility that the College has to the educational attainment and economic well-being of the surrounding community.

COMPENSATION AND BENEFITS:

Starting Salary Range: $5,169 to $5,984 per month; plus 5% annual increases up to step 7, maximum initial salary step placement on the classified salary schedule is step 4. Full-time (40 hours per week) assignment, 12 months per year. Monday through Friday, 8:00 a.m. - 5:00 p.m. with evenings and weekends as required.

Classified employees are required to join the California Public Employees' Retirement System (CalPERS) and as such contribute 8% of their monthly salary to CalPERS on a pre-tax basis. Position scheduled to begin as soon as possible, pending continued funding and Governing Board ratification. Salary is subject to proration based on the beginning date of assignment. Cabrillo is unable to sponsor work visas.

Benefits: Our comprehensive benefits package includes medical, dental, life, short and long term, and vision (optional) insurance provided at a share of cost on a pretax basis, CalPERS Retirement and an Employee Assistance Program. Please see the Benefits link on the HR webpage for more information.

Work-Life Balance:

This opportunity is a full-time assignment, 12 months per year. Classified employee benefits include:
  • Twelve (12) days vacation leave accrued annually; rate increases up to a maximum of twenty (20) days at year ten (10)
  • Twelve (12) days of sick leave accrued annually, seven (7) of which can be used as Personal Necessity days annually
  • Nineteen (19) paid holidays annually
  • Five percent (5%) Longevity award annually after ten (10) years of service with increases to fifteen percent (15%) at twenty (20) years
  • Professional Growth educational incentive program


As a classified staff member at Cabrillo College, you will join a vibrant community of professionals and educators working together to provide a positive educational environment where our students experience diverse academic and cultural perspectives.

Examples of Duties
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

  • Reviews or prepares and processes a variety of accounting documents for approval including vendor invoices, check requests, travel and conference requests, employee reimbursement requests, credit memos and other expense-related forms; verifies accuracy, completeness, correct accounting codes and proper authorizations; verifies compliance with funding source provisions and District policies and procedures; requests corrections and additional supporting information when necessary; posts trans­actions to proper general ledger accounts; works with Finance and division staff to resolve funding availability, account code and compliance questions and issues.
  • Maintains, updates and reconciles a variety of budget workbooks and expenditure spreadsheets to the District enterprise finance and accounting system; monitors encumbrances and expenditures and calculates budget usage and fund percentages; verifies and reconciles payroll workbooks for faculty and staff and Teaching Unit (TU) allocations, and initiates action to resolve and correct any discrep­ancies; ensures expenses are posted to the correct budget accounts and time periods; ensures faculty units are correctly assigned; researches and prepares budget and TU transfers and expen­diture adjustments to correct discrepancies and submits for approval; prepares monthly reports to the division dean on the status of all accounts; reconciles and prepares division accounts for year-end close in accordance with Finance instructions, ensuring all budget transfers and journal entries are posted to the correct periods by established deadlines; closes blanket purchase orders.
  • Assists or participates in preparing budget projections and budget scenarios and setting up budgets for general fund, single- and multi-year categorical and grant-funded programs; verifies and calcu­lates payroll and benefit chargeback costs; verifies the accuracy of postings to payroll; verifies the allowability of planned program expenditures; prepares journal entries and budget/expenditure transfers as required; ensures requirements for match­ing and in-kind funds are planned for; recon­ciles and prepares monthly reports on grant accounts; verifies expenditures are on track with grant awards and allocations; prepares grant financial reports; may periodically meet with deans, program coordinators and other staff to review grant and spend­ing activities and ensure timeliness of reports; makes recommendations to the dean, directors and grant staff on expenditure patterns to ensure conform­ance with grant terms.
  • Coordinates division purchasing activities, including purchases using State Institutional Equipment funds, with department chairs, faculty, administrators and staff; researches requests and verifies approvals; obtains informal bids and compares vendor costs; prepares requisitions and blanket purchase order requests and supporting documentation; monitors delivery status; resolves any invoicing discrepancies with Purchasing and/or Accounts Payable staff; maintains information on appropriate budget numbers and cost center, activity, object and project codes applicable to the division and its programs and services.
  • Coordinates the hiring of student workers and temporary hourly workers with Human Resources and division staff; verifies the availability of funds and accuracy of hiring documents; verifies accuracy and processes timecards; maintains the division absence/sick leave replacement spreadsheet.
  • Provides information on District/program policies and procedures, explains their application and answers questions or provides additional information to ensure understanding; works with division and program staff to reprogram surplus funds to enhance program activities; serves as a resource in providing information on expenditure and compliance issues, compiling data and preparing reports.

OTHER DUTIES
  • Prepares work orders for facility and equipment installations and repairs; prepares and tracks Infor­mation Technology work requests.
  • Prepares and maintains a wide variety of supporting records and files.
  • Performs general administrative and clerical support duties as required.
  • Demonstrates sensitivity to and understanding of diverse academic, socioeconomic, cultural, disabi­lity, gender identity, sexual orientation and ethnic backgrounds of community college students, faculty and staff.
  • Performs related duties as assigned.


Minimum Qualifications
EDUCATION AND EXPERIENCE

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
  • Understanding of, and sensitivity to, the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation, of community college students, faculty and staff; AND
  • Graduation from high school or GED equivalent supplemented by college coursework in accounting; AND
  • Progres­sively responsible paraprofessional accounting, bookkeeping or financial support experience (3 years desired); OR
  • An equivalent combination of training and experience.
Desired:
  • An associate degree in accounting or business admin­istration and experience in a college or university or another governmental agency is preferred.
KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:
  • District policies, procedures and practices governing budgeting, purchasing, accounts payable and receivable processing, cash receipting and related financial transactions.
  • Paraprofessional accounting/bookkeeping methods and practices and associated internal control policies and procedures.
  • Methods and techniques of general ledger posting and reconciliation.
  • Business math.
  • Use and operation of applicable modules of the District's enterprise accounting and finance systems.
  • State and federal laws and regulations pertinent to application for and administration of grants and categorically-funded programs for a variety of programs and functions at a level of detail necessary to carry out assigned responsibilities.
  • General understanding of sources of information relating to requirements for administration of grant and categorical programs such as Title V of the California Education Code and other applicable laws and regulations.
  • Customer service practices and etiquette.
  • Principles and practices of sound business communication including English usage, spelling, grammar and punctuation.
  • Office practices, procedures and equipment including database and spreadsheet software and other business software applications.

Skills and Abilities to:
  • Read, understand, interpret and apply District, state and federal requirements and guidelines for the develop­ment of general fund and program budgets and the financial administration of grant and categorically-funded programs, particularly with regard to the allowability of expenditures.
  • Make highly detailed comparisons, calculations and tabulations of financial data and review account­ing and related documents accurately and with high attention to detail.
  • Understand and apply rules, regulations, policies and procedures and apply them in a variety of procedural situations.
  • Organize, set priorities, work independently and exercise sound judgment within established guide­lines.
  • Operate a computer using spreadsheet and other standard business software; operate other standard office equipment.
  • Maintain a variety of financial records and files, including confidential documents and records.
  • Communicate effectively, both orally and in writing.
  • Understand and follow written and oral instructions.
  • Establish and maintain effective working relationships.
  • Uphold the District's mission, values and objectives including equity and Guided Pathways.
  • Support an inclusive work environment that fosters diversity, respect and engagement.

LICENSES, CERTIFICATES AND OTHER REQUIREMENTS
  • A valid California driver's license or ability to access and use alternative transportation.


Additional Information

Application Process:
  1. Complete application and answer supplemental questions; provide detailed information to aid in determining if the minimum qualification requirements have been met
  2. Attach resume
  3. Attach all unofficial transcripts for college coursework completed, if applicable, displaying any degrees conferred (photocopies, photos, and downloads are acceptable).


Please note: All application materials must be received by 11:59 pm on the closing date indicated above.

Attention Applicants

Only completed applications with the above required documents will be reviewed by the committee. Application materials not required (including cover letters and letters of recommendation) for this position will not be reviewed. Remove personally identifiable information such as personal photos, social security number, birth date, age, and gender from your application materials. Expenses related to the recruitment process are the responsibility of the applicant. Cabrillo is unable to sponsor work visas. A position eligibility pool may be established in order to fill other full-time, part-time, or substitute assignments as needs arise.

Questions? Concerns? Please contact HR as Departments, Divisions, and Committee Members are unable to discuss active recruitments with potential candidates.

Selection Procedure

A search committee will review and invite applicants for an interview. Meeting the posted requirements does not guarantee an interview. A written performance exercise and/or presentation/demonstration may be a part of the interview, and finalists may be invited to return for a second interview. All notifications will be via email, and can also be accessed through your application profile.

Conditions of Employment

Selected candidates given a conditional offer of employment are required to submit tuberculosis screening clearance results, proof of eligibility to work in the United States, and present their Social Security card upon hire (for payroll purposes).

EEO Statement

Cabrillo College is an equal opportunity employer and actively seeks a diverse pool of qualified applicants. The policy of the College is to encourage applications from all persons. No person shall be denied employment because of ethnicity or race, color, sex or gender, gender identity, gender expression, age, religion, marital status, disability, sexual orientation, national origin, medical conditions, status or protected veteran status.

Accommodations
Persons with disabilities who require reasonable accommodation to complete the employment process must notify Human Resources at cabrillohr@cabrillo.edu.



To apply, please visit https://www.schooljobs.com/careers/cabrilloedu/jobs/4440549/financial-support-specialist-grants





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Cabrillo College

Aptos , CA