BUSINESS SERVICES SUPERVISOR
Job Description
Excellent fringe benefit package includes District paid medical, dental, vision, EAP (employee assistance plan) and life insurance for employee and eligible dependents, and income protection. Voluntary plans include supplemental life insurance, Flexible Spending Accounts, 403b and 457 Deferred Compensation Accounts. Supervisor positions also include 22 vacation days, 20 holidays, 12 sick leave days and 6 administrative leave days per year.
POSITION SUMMARY
The Business Services Supervisor reports to the Director of College Fiscal Services at Evergreen Valley College. This is a full time, 12 months per year, classified supervisor position.
POSITION PURPOSE
Reporting to assigned administrator, the Business Services Supervisor oversees the daily operations of the business office and financial administration.
NATURE and SCOPE
The Supervisor of Business Services is responsible for efficient and effective financial management of a campus or equivalent business unit and communications with the District office. Advancement to this position would be through promotion based on compliance with the stated qualifications and a demonstrated ability to develop and implement accounting controls, prepare financial performance statements, conduct financial analysis, and supervise staff engaged in a variety of business transactions. Ensure accurate and timely production of general ledger, accounting and budget reports, prompt payment of invoices and issuance of statements for accounts receivable. Provide assistance to District personnel in implementation of accounting policies, procedures, and requirements. Facilitates development of and administers the approved operating budget for organization unit.
DUTIES AND RESPONSIBILITIES
1. Facilitates data gathering and preparation of annual operating budget proposals for the campus or business unit. Distributes worksheets and receives information from administrators, faculty, and staff on personnel, programs, equipment and supply needs, projects, etc., then organizes information in accounts for further review.
2. Provides training and technical expertise to administrators, faculty, and staff for budget development and assists in resolving issues and conflicts on expenditures and budget.
3. Supervise and evaluate the performance of assigned staff; interview and participate in selecting employees; train, counsel, discipline and terminate personnel according to established policies and procedures.
4. Sets up procedures for monitoring approved budgets, including special funds and grants.
5. Prepares budget transfers or journal vouchers for corrections and/or adjustments to the budget. Reviews expense requisitions for compliance, analyzes variances and resolves variances with Department Heads.
6. Conducts special financial research or analytical studies to assist administrators in the formulation new policies and planning of new or revised programs.
7. Monitors the financial performance of special projects, funds, and grants, preparing mandated compliance reports as required.
8. Receives, reviews, and approves purchase requisitions for appropriateness and budgetary compliance. Verifies completeness of information, then forwards requests to a centralized purchasing office for action.
9. Receives, reviews, and approves requests for checks, warrants, claims, and reimbursement for expenses.
10. Oversees and prepares financial performance statements for the operating budget of the assigned campus/operating unit. Coordinates financial information flow with the District office and participates with preparation of general ledger and other summary documents.
11. Accounts for fixed assets of the campus/operating unit.
12. Supervises and coordinates facility use requests by outside agencies and internal departments.
13. Oversees and prepares periodic financial statements for fund/student accounts, grants, and other special programs. Reviews transactions, approves advances and loans for books and supplies, reconciles special accounts, and disburses checks to financial aid recipients or others.
14. Acts as campus internal auditor to audit financial data and documents to assure accuracy, completeness and compliance with district policies and procedures and applicable government regulations. Develops and maintains document trails to support internal and external audits.
15. Receives and verifies payroll and related information, forwarding on to a centralized payroll function for processing. Verifies budget line item codes, overtime, and payroll allocations such as paid time off.
16. May perform certain financial aid duties such as develop payment plans for students accessing eligible student body funds, bill and receive funds for course attendees,
17. Conducts various financial studies to support budget, project, and grant proposals.
18. May perform certain property management functions such as leasing, use scheduling, fees, and billing to outside users. Receives and/or initiates requests for facilities maintenance.
19. Performs other duties and responsibilities as assigned.
KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of:
1. Structure and format of relational databases used for financial, administrative, and student information.
2. Accounting and audition principles and practices.
3. Theory and practices of cost accounting and governmental accounting.
4. Principles of supervision, training and performance evaluation.
5. Modern and complex principles and practices of financial recording keeping and reporting.
6. Analysis and research methods and techniques, as related to finance and accounting.
7. Data processing applications.
8. Pertinent Federal, State, and local laws, codes and regulations.
9. Interpreting and explaining District policies and procedures.
10. Preparing and interpreting complex fiscal records and reports.
Skills and Ability to:
1. Operate assigned equipment.
2. Using software for computer based accounting, budge and data systems.
3. Preparing clear and concise reports.
4. Communicating clearly and concisely, both orally and in writing.
5. Establishing and maintaining effective working relationships with those contacted in the course of work.
6. Motivational and mediation skills preferred.
The Business Services Supervisor reports to the Director of College Fiscal Services at Evergreen Valley College. This is a full time, 12 months per year, classified supervisor position.
POSITION PURPOSE
Reporting to assigned administrator, the Business Services Supervisor oversees the daily operations of the business office and financial administration.
NATURE and SCOPE
The Supervisor of Business Services is responsible for efficient and effective financial management of a campus or equivalent business unit and communications with the District office. Advancement to this position would be through promotion based on compliance with the stated qualifications and a demonstrated ability to develop and implement accounting controls, prepare financial performance statements, conduct financial analysis, and supervise staff engaged in a variety of business transactions. Ensure accurate and timely production of general ledger, accounting and budget reports, prompt payment of invoices and issuance of statements for accounts receivable. Provide assistance to District personnel in implementation of accounting policies, procedures, and requirements. Facilitates development of and administers the approved operating budget for organization unit.
DUTIES AND RESPONSIBILITIES
1. Facilitates data gathering and preparation of annual operating budget proposals for the campus or business unit. Distributes worksheets and receives information from administrators, faculty, and staff on personnel, programs, equipment and supply needs, projects, etc., then organizes information in accounts for further review.
2. Provides training and technical expertise to administrators, faculty, and staff for budget development and assists in resolving issues and conflicts on expenditures and budget.
3. Supervise and evaluate the performance of assigned staff; interview and participate in selecting employees; train, counsel, discipline and terminate personnel according to established policies and procedures.
4. Sets up procedures for monitoring approved budgets, including special funds and grants.
5. Prepares budget transfers or journal vouchers for corrections and/or adjustments to the budget. Reviews expense requisitions for compliance, analyzes variances and resolves variances with Department Heads.
6. Conducts special financial research or analytical studies to assist administrators in the formulation new policies and planning of new or revised programs.
7. Monitors the financial performance of special projects, funds, and grants, preparing mandated compliance reports as required.
8. Receives, reviews, and approves purchase requisitions for appropriateness and budgetary compliance. Verifies completeness of information, then forwards requests to a centralized purchasing office for action.
9. Receives, reviews, and approves requests for checks, warrants, claims, and reimbursement for expenses.
10. Oversees and prepares financial performance statements for the operating budget of the assigned campus/operating unit. Coordinates financial information flow with the District office and participates with preparation of general ledger and other summary documents.
11. Accounts for fixed assets of the campus/operating unit.
12. Supervises and coordinates facility use requests by outside agencies and internal departments.
13. Oversees and prepares periodic financial statements for fund/student accounts, grants, and other special programs. Reviews transactions, approves advances and loans for books and supplies, reconciles special accounts, and disburses checks to financial aid recipients or others.
14. Acts as campus internal auditor to audit financial data and documents to assure accuracy, completeness and compliance with district policies and procedures and applicable government regulations. Develops and maintains document trails to support internal and external audits.
15. Receives and verifies payroll and related information, forwarding on to a centralized payroll function for processing. Verifies budget line item codes, overtime, and payroll allocations such as paid time off.
16. May perform certain financial aid duties such as develop payment plans for students accessing eligible student body funds, bill and receive funds for course attendees,
17. Conducts various financial studies to support budget, project, and grant proposals.
18. May perform certain property management functions such as leasing, use scheduling, fees, and billing to outside users. Receives and/or initiates requests for facilities maintenance.
19. Performs other duties and responsibilities as assigned.
KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of:
1. Structure and format of relational databases used for financial, administrative, and student information.
2. Accounting and audition principles and practices.
3. Theory and practices of cost accounting and governmental accounting.
4. Principles of supervision, training and performance evaluation.
5. Modern and complex principles and practices of financial recording keeping and reporting.
6. Analysis and research methods and techniques, as related to finance and accounting.
7. Data processing applications.
8. Pertinent Federal, State, and local laws, codes and regulations.
9. Interpreting and explaining District policies and procedures.
10. Preparing and interpreting complex fiscal records and reports.
Skills and Ability to:
1. Operate assigned equipment.
2. Using software for computer based accounting, budge and data systems.
3. Preparing clear and concise reports.
4. Communicating clearly and concisely, both orally and in writing.
5. Establishing and maintaining effective working relationships with those contacted in the course of work.
6. Motivational and mediation skills preferred.
EDUCATION AND EXPERIENCE
1. Equivalent to Bachelor’s degree from an accredited institution with major course work in accounting, finance, business administration or a related field.
2. Five years of increasingly responsible accounting and budgeting experience, preferably in a public agency.
1. Equivalent to Bachelor’s degree from an accredited institution with major course work in accounting, finance, business administration or a related field.
2. Five years of increasingly responsible accounting and budgeting experience, preferably in a public agency.
- Demonstrated sensitivity, knowledge and understanding of the diverse academic, socioeconomic, gender identity, sexual orientation, cultural, disability, and ethnic background of groups historically underrepresented, and groups who may have experienced discrimination.
- Success integrating diversity as appropriate into the major duties outlined in the job description and in the duties listed in the District’s hiring policy; or demonstrated equivalent transferable skills to do so.
1. Bilingual abilities, desirable.
For positions that require a degree or coursework:
Degree(s) must have been awarded by a college or university accredited by an accrediting body recognized by the U.S. Council on Post-Secondary Accreditation and/or the U.S. Department of Education.
All degrees and credits earned outside of the United States must have a U.S. evaluation (course by course) of the transcripts and must be submitted with the application.
Degrees earned outside of the U.S. without a U.S. credential evaluation attached, will not be considered.
Degree(s) must have been awarded by a college or university accredited by an accrediting body recognized by the U.S. Council on Post-Secondary Accreditation and/or the U.S. Department of Education.
All degrees and credits earned outside of the United States must have a U.S. evaluation (course by course) of the transcripts and must be submitted with the application.
Degrees earned outside of the U.S. without a U.S. credential evaluation attached, will not be considered.
1. Typical office environment.
The District is represented by dedicated and talented employees who are passionate about providing our student population with the best educational experience possible. The District recognizes that cultural diversity in the academic environment promotes academic excellence; fosters cultural, racial and human understanding; provides positive roles models for all students, and creates an inclusive and supportive educational and work environment for its employees, students, and the community it serves.
As of Fall 2022, with enrollment of approximately 14,400 students per semester, and an extremely diverse student population (Hispanic/Latino 48%, Black/African-American 4%, Asian/Pacific Islander 31%, American Indian/Native American 0.3%, White/Caucasian 9%) attaining educational goals reflecting 56% – Transfer to a 4-Year College/ University, the District’s emphasis on student success makes it a recognized educational leader in the State.
As of Fall 2022, with enrollment of approximately 14,400 students per semester, and an extremely diverse student population (Hispanic/Latino 48%, Black/African-American 4%, Asian/Pacific Islander 31%, American Indian/Native American 0.3%, White/Caucasian 9%) attaining educational goals reflecting 56% – Transfer to a 4-Year College/ University, the District’s emphasis on student success makes it a recognized educational leader in the State.
The District encourages a diverse pool of applicants to serve as colleagues to an existing diverse group of managers, supervisors and confidential staff consisting of 30% Hispanic/Latino, 24% Asian/Pacific Islander, 9% Black/African American, 18% White/Caucasian, and as well as encouraging applications from all qualified, outstanding applicants.
EQUAL OPPORTUNITY EMPLOYER STATEMENT:
San José-Evergreen Community College District is an Equal Opportunity Employer committed to nondiscrimination on the basis of ethnic group identification, race, color, language, accent, immigration status, ancestry, national origin, age, gender, gender identity, religion, sexual orientation, transgender, marital status, veteran status, medical condition, and physical or mental disability consistent with applicable federal and state laws.
CONTACT:
Employment Services,
Human Resources, SJECCD
40 S. Market Street, San Jose, CA 95113
Phone: (408) 270-6414
Email: hremploymentservices@sjeccd.edu
Employment Website: https://sjeccd.peopleadmin.com
District Website: www.sjeccd.edu
APPLICATION PROCEDURES:
Interested applicants MUST SUBMIT ONLINE ALL of the following materials by the First Review Date/Closing Date as listed on the job announcement. Applications received after the First Review Date will only be forwarded to the hiring committee at their request.
1. A completed online San José-Evergreen Community College District APPLICATION.
2. A COVER LETTER (Stating how you feel you meet the qualifications as outline in the job announcement).
3. A current RESUME/CURRICULUM VITAE
4. TRANSCRIPT – (If Required) If a degree is listed as a requirement, transcripts (Not Diplomas) MUST INCLUDE confer or award date of stated degree. Unofficial transcripts will be accepted; however if the position is offered, official transcripts will be required prior to employment. If the transcripts or degrees are from outside of the United States, an official certification of equivalency to U.S. degrees by a certified U.S. credential review service (course by course of the transcripts) MUST also be submitted. (See below for a list of suggested services that provide foreign degree equivalency evaluation to U.S. degrees).
Note: Some positions may require additional documents and/or certificates, in addition to the items listed above. Please refer to the job announcement.
OTHER APPLICANT INFORMATION:
1. Only complete application materials will be considered. No exceptions.
2. Letters of Recommendation are NOT required and will not be forwarded to the hiring committee.
3. Upon hire the successful candidate must provide the required documents of identity and authorization to work and attest he/she is authorized to work in the United States.
4. Application materials become the property of the District and will not be returned or duplicated.
5. Travel expenses to attend the interview are the responsibility of the candidate.
6. Meeting the minimum qualifications does NOT assure an interview.
7. The District may re-advertise, delay, choose not to fill the position, or choose to fill more than one position.
Suggested services that provide foreign degree equivalency evaluation to U.S. degrees:
Academic Credentials Evaluation Institute, Inc.
Website: http://www.acei-global.org/
Education Records Evaluation Services
Website: www.eres.com
International Education Research Foundation
Website: http://www.ierf.org/
World Education Services
Website: www.wes.org
San José-Evergreen Community College District is an Equal Opportunity Employer committed to nondiscrimination on the basis of ethnic group identification, race, color, language, accent, immigration status, ancestry, national origin, age, gender, gender identity, religion, sexual orientation, transgender, marital status, veteran status, medical condition, and physical or mental disability consistent with applicable federal and state laws.
CONTACT:
Employment Services,
Human Resources, SJECCD
40 S. Market Street, San Jose, CA 95113
Phone: (408) 270-6414
Email: hremploymentservices@sjeccd.edu
Employment Website: https://sjeccd.peopleadmin.com
District Website: www.sjeccd.edu
APPLICATION PROCEDURES:
Interested applicants MUST SUBMIT ONLINE ALL of the following materials by the First Review Date/Closing Date as listed on the job announcement. Applications received after the First Review Date will only be forwarded to the hiring committee at their request.
1. A completed online San José-Evergreen Community College District APPLICATION.
2. A COVER LETTER (Stating how you feel you meet the qualifications as outline in the job announcement).
3. A current RESUME/CURRICULUM VITAE
4. TRANSCRIPT – (If Required) If a degree is listed as a requirement, transcripts (Not Diplomas) MUST INCLUDE confer or award date of stated degree. Unofficial transcripts will be accepted; however if the position is offered, official transcripts will be required prior to employment. If the transcripts or degrees are from outside of the United States, an official certification of equivalency to U.S. degrees by a certified U.S. credential review service (course by course of the transcripts) MUST also be submitted. (See below for a list of suggested services that provide foreign degree equivalency evaluation to U.S. degrees).
Note: Some positions may require additional documents and/or certificates, in addition to the items listed above. Please refer to the job announcement.
OTHER APPLICANT INFORMATION:
1. Only complete application materials will be considered. No exceptions.
2. Letters of Recommendation are NOT required and will not be forwarded to the hiring committee.
3. Upon hire the successful candidate must provide the required documents of identity and authorization to work and attest he/she is authorized to work in the United States.
4. Application materials become the property of the District and will not be returned or duplicated.
5. Travel expenses to attend the interview are the responsibility of the candidate.
6. Meeting the minimum qualifications does NOT assure an interview.
7. The District may re-advertise, delay, choose not to fill the position, or choose to fill more than one position.
Suggested services that provide foreign degree equivalency evaluation to U.S. degrees:
Academic Credentials Evaluation Institute, Inc.
Website: http://www.acei-global.org/
Education Records Evaluation Services
Website: www.eres.com
International Education Research Foundation
Website: http://www.ierf.org/
World Education Services
Website: www.wes.org
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