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Administrative & Staff Job Classifications

Class Specification Title:  Fiscal Support Specialist

Series: Fiscal Support

Levels in series:  1 | 2 | 3 

BAND

GRADE

SUBGRADE

FLSA STATUS:

B

2

3

Non-exempt


CLASS SUMMARY

The Fiscal Support Specialist is the second level of a two 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. The areas include, but are not limited to: campus and district business services to include both purchasing and cashiering, payroll, benefits, accounts receivable, accounts payable, and property control.  The Fiscal Support Specialist is distinguished from the Fiscal Support Technician by performing specialized accounting and clerical paraprofessional duties using independent judgment and under limited supervision and serve as a resource to staff.

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. Varies 0-10%
  2. Providing paraprofessional assistance and serves as a resource to support and train College staff and external clients in interpreting and applying internal policies, procedures and regulations related to areas of assignment, both electronic and manual processes to include training of students on navigating the online payment process.  Daily 20%
  3. Processing financial or property control transactions, preparing reports, researching and resolving discrepancies for entry into manual and computerized systems, to include payroll and benefit information , processing and calculating employee pay, tuition and other student fees, applications, certificates;  processing  veteran administration  documents, employee/staff fee waivers, disbursing petty cash or travel advances, or other related tasks.  Daily 20%
  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. Creating and maintaining paper and electronic files which may be subject to internal and external audits.  Daily 15%
  7. Creating, reviewing, interpreting, and maintaining a variety of records, systems, and logs.  Daily 5%
  8. 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
  • 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
  • Preparing and processing employee timesheets

Incumbents assigned to student accounts may be responsible for:

  • Posting invoices, financial aid, tuition and other account information
  • Reconciles student accounts and processes student refunds

Incumbents assigned to the property control may be responsible for:

  • Maintaining inventory schedules
  • Assisting with internal and external audits
  • Maintaining inventory records
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 to include one year lead or supervisory experience 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/Certification Requirements for some positions in this class may require:

  • Notary Public Commission.

Knowledge of (position requirements at entry):
Knowledge of:

  • Maintaining confidential information and records
  • Bookkeeping principles
  • Basic accounting and reporting principles
  • Basic budget processes
  • Payroll processing
  • Benefit administration
  • Purchasing materials and supplies
  • Inventory control  practices
  • Computers and applicable software
  • Electronic research methods
  • Customer service principles
  • Applicable local, state and federal laws and regulations and compliance as it relates to area of assignment
  • Basic auditing/monitoring  practices
  • Supervisory principles
  • Training techniques
  • Modern office equipment

Skills in (position requirements at entry):
Skill in:

  • Adapting to rapidly changing environments
  • Solving problems
  • Coordinating and executing multiple tasks
  • Managing stressful situations
  • Analyzing and compiling information
  • Preparing  detailed reports
  • Applying policies and procedures
  • Providing excellent customer service
  • Using computers and applicable software
  • Processing payment transactions
  • Using modern office equipment
  • Balancing and reconciling transactions
  • Resolving accounting and reporting discrepancies
  • Monitoring and evaluating employees
  • Prioritizing and/or assigning work
  • 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.. 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, 1/2013