Administrative & Staff Job Classifications

Class Specification Title:  Fiscal Support Specialist

Series: Fiscal – Fiscal Support

Levels in series:  1 | 2 | 3 

CLASS SUMMARY

The Fiscal Support Specialist is the third level of a three level Fiscal-Fiscal Support series. Incumbents perform paraprofessional duties, such as resolving internal and external concerns, advising College departments, processing and monitoring transactions, analyzing, reconciling, and reporting financial information and may serve as supervisor or lead to other staff. The Fiscal Support Specialist is distinguished from the Fiscal Support Technician by its paraprofessional responsibilities and supervisory responsibilities, if applicable.

TYPICAL CLASS ESSENTIAL DUTIES

These duties are a representative sample; position assignments may vary.

1. May supervise or serve as a lead to employees to include: prioritizing and assigning work; conducting performance evaluations; ensuring staff is trained; making hiring, termination and disciplinary recommendations; serving on task forces or other special assignments. Varies 0-10%
2. Providing paraprofessional assistance in interpreting and applying policies, procedures and regulations related to areas of assignment. Daily 20%
3. Processing financial or property control transactions, preparing reports, researching and resolving discrepancies for entry into manual and computerized systems, to include tuition and other student fees, applications, certificates; processing and calculating promissory notes, employee/staff fee waivers, disbursing petty cash or travel advances, or other related tasks.  Daily 15%
4. Monitoring and reconciling financial information, such as cash drawers, departmental budgets or College property; identifying discrepancies and problems, and recommending solutions.  Daily 15%
5. Purchasing within assigned limits; reviewing, processing, coding, and auditing purchases, purchase requisitions, purchase orders, charge backs, expense reports, invoices, capital equipment and/or material requests; setting up vendors in computerized databases and coordinating with them; maintaining related documentation.  Daily 15%
6. Providing customer support by responding to and resolving internal and external questions and concerns pertaining to areas of assignment.  Daily 10%
7. Creating and maintaining paper and electronic files which may be subject to public audits, to include new employee processing.  Daily 10%
8. Creating, reviewing, interpreting, and maintaining a variety of records, systems, and logs.  Daily 5%
9. Performing other duties of a similar nature or level. As Required

POSITION SPECIFIC RESPONSIBILITIES MIGHT INCLUDE:

Incumbents assigned to accounting, receivables, or budget may be responsible for:

• Generating vendor and student payments; verifying accuracy
• Generating and compiling information from the Enterprise Resource Planning system
• Reconciling Enterprise Resource Planning records
• Compiling and reporting tax information
• Researching and preparing reports
• Coordinating accounting processes to meet audit and fiscal deadlines

Incumbents assigned to procurement may be responsible for:

• Assisting other departments with choosing vendors and supplies
• Researching alternative suppliers and materials
• Preparing and obtaining price quotes
• Processing purchases and service contracts within authorized limits
• Ordering supplies and other materials

Incumbents assigned to cashiering may be responsible for:

• Accepting payments, such as tuition and other student fees
• Dispensing payments, such as pay checks, travel advances and petty cash
• Generating Enterprise Resource System and other reports

Incumbents assigned to business services may be responsible for:

• Processing Enterprise Resource Planning information
• Reconciling Enterprise Resource Planning records
• Posting invoices, financial aid, tuition and other account information
• Generating and inputting personnel information for Enterprise Resource Planning
• Preparing account refunds

Incumbents assigned to the payroll may be responsible for:

• Processing and printing payroll checks
• Auditing and preparing federal and state payroll taxes
• Preparing and processing employee timesheets

Incumbents assigned to the property control may be responsible for:

• Maintaining inventory schedules
• Assisting with internal and external audits
• Maintaining inventory records

Incumbents assigned to sponsored programs may be responsible for:

• Assisting College departments with specialized information on grants and contracts
• Processing Enterprise Resource Planning (ERP) information; assisting with ERP grants module training
• Maintaining grants and contracts records and databases
• Assisting with internal and external audits
• Analyzing awards for reporting requirements; processing and filing reports with external agencies to meet deadlines

Training and Experience (positions in this class typically require):
High School Diploma, or General Equivalency Degree, and four years of bookkeeping, accounting, property control or purchasing support experience, supervisory or ; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above. An Associate's Degree is preferred.

Licensing Requirements (positions in this class typically require):
Some positions may require: Notary Public Commission.

Knowledge (position requirements at entry):
Knowledge of:

• Supervisory principles
• Training techniques
• Scheduling principles
• Bookkeeping principles
• Basic accounting and reporting principles
• Computers and applicable software
• Electronic research methods
• Customer service principles
• Applicable local, state and federal laws and regulations
• Basic auditing/monitoring techniques
• Modern office equipment
• Basic inventory control principles

Skills (position requirements at entry):
Skill in:

• Adapting to rapidly changing environments
• Solving problems
• Coordinating and executing multiple tasks
• Analyzing and compiling information
• Developing reports
• Applying policies and procedures
• Monitoring and evaluating employees
• Prioritizing and/or assigning work
• Providing customer service
• Using computers and applicable software
• Processing payment transactions
• Using modern office equipment
• Balancing and reconciling transactions
• Resolving accounting and reporting discrepancies
• Communication and interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction

Physical Requirements:
Positions in this class typically require: fingering, talking, hearing, seeing and repetitive motions.

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

NOTE:  The above job description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department.

Classification History:
Draft prepared by Fox Lawson & Associates LLC (DJG/LM)
Date: 02/01
Revised by Human Resources 1/05