College of Marin — Assistant Director of Fiscal Services
Filed in Administrative on March 16, 2023
Assistant Director of Fiscal Services
Salary: See Position Description
Closing Date:
Job Type: Full-time
Location: Kentfield & Indian Valley (Novato) – In Person, CA
Description
PRIORITY SCREENING DATE: April 10, 2023
Open Until Filled
All application materials must be received by the Priority Screening Date in order to be considered during the initial screening. Applications received after this date may be considered thereafter at the discretion of the College until the position is filled. This position performs its duties on both the Kentfield and Indian Valley (Novato) campuses, so if not already residing within the Bay Area, the successful candidate must be willing to relocate.
Applicants should be prepared that, if selected to interview for a position at the College, interviews may be held in person or remotely, depending on the District’s needs.
Diversity Statement:
College of Marin strives to embrace diversity in all forms: it strives to be an inclusive community that fosters an open, enlightened and productive environment and demonstrates sensitivity to and respect for a diverse population.
COM serves a county population of approximately 250,000 residents. Based on 2020-2021 academic year credit enrollment data, the diversity of students at the college includes greater representation than the county with regards to enrollment by Hispanic/Latino (30% of enrollment), Asian (7%), Black/African American (3%), and Multi-racial (6%) students.
College of Marin does not discriminate in employment on the basis of, or perception of, race, ethnic group identification, ancestry, color, religion, age, sex, national origin, sexual orientation, physical disability, mental disability, gender, gender identity, gender expression, marital status, medical condition, pregnancy, genetic information, family and medical care leave, military or veteran status, or prior record of arrest or conviction, and is subject to Title IX of the Education Amendments of 1972, Title VII of the Civil Rights Act of 1964 as amended, Civil Rights Act of 1991, Americans with Disabilities Act of 1990, and Section 504 of the Rehabilitation Act of 1973. In accordance with Executive order 11246 (as amended), the College of Marin is an Equal Opportunity Employer.
General Purpose:
Under general direction of the Director of Fiscal Services, the Assistant Director, Fiscal Services is responsible for the management and supervision of one or more major functional areas within the Fiscal Services Department; performs a variety of the most complex professional accounting duties; develops and maintains policies and procedures that meet regulatory requirements; supervises professional and clerical staff as assigned; acts as the liaison between the external auditors and the District; and performs other related duties as required.
Nature & Scope:
The Assistant Director, Fiscal Services is expected to provide administrative oversight and leadership, support department services, and ensure adherence with all regulatory policies and procedures, as well as policies and procedures of the District.
Incumbents are expected to use a high degree of individual judgement in the performance of duties. Incumbents in this position support student learning outcomes and institutional effectiveness by ensuring fiscal accountability and providing data needed to make informed decisions to maintain fiscal solvency for the District.
Essential Functions
The essential duties and responsibilities listed below illustrate the various types of work that may be performed. Omission of specific statements of duties and responsibilities does not exclude them from the position if the work is similar, and they are related or are applicable to the assignment. Incumbents may not perform all of the listed duties and may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.
- Plans, schedules, assigns, supervises and participates in the District’s professional accounting and budgeting activities; interprets and communicates District policies to staff and ensures compliance with applicable federal, state and District safety regulations; contributes to the development of and monitors performance against the annual department budget; approves purchases and other expenditures in accordance with District policies and procedures.
- Performs full supervisory activities of professional and technical staff, subject to management concurrence and in accordance with District policies, procedures, collective bargaining agreements and employee handbooks; interviews and participates in selecting new staff; establishes performance requirements, regularly monitors and evaluates performance; responds to grievances; with management concurrence, implements coaching or the progressive discipline process to address performance deficiencies; performs other activities relevant to supervision of assigned staff.
- Plans, prioritizes, assigns, supervises and reviews the work of professional and technical staff involved in accounts receivable, accounts payable, payroll, purchasing and student accounting; evaluates workflow, operations and activities and recommends and implements improvements and modifications; reviews and authorizes purchase requisitions, payments, invoices, expenditure transfer requests, and reimbursements; reviews journal entries and ensures funds and accounts are properly maintained; ensures staff understands and complies with established departmental policies, regulations, and procedures.
- Performs the more complex accounting, financial and statistical analyses and develops schedules and financial statements; advises and consults with management concerning the accounting and financial implications of existing and projected activities; reviews and approves financial documents and transactions in accounting systems, budgets and budget transfers; reviews complex billing statements and invoices; stays abreast of changing regulatory and reporting requirements. Assists the District’s negotiating team by providing budget related analysis.
- Performs complex analytical work in preparing and compiling budget projections; determines projected budget rollovers to next fiscal year; interprets District policy and procedures and provides information and responses to questions from District managers; participates in developing budget funding options; participates in adjusting budget projections for senior management review; coordinates activities and exchanges information with representatives of other agencies and institutions.
- Monitors and coordinates general fund, categorical and restricted program expenditures throughout the year; monitors and analyzes budget revenues and expenditures; ensures charges are made to appropriate accounts and comply with applicable state or federal and District requirements; administer District-wide cash balancing, identifies fund errors and performs necessary corrections; reviews and approves budget adjustments and expenditure transfers; researches, analyzes and compiles financial data for studies and special projects.
- Administers and analyzes a variety of financial and grant compliance reports as required by funders; responds to requests for information and questions from funders; researches financial procedures and technical guidelines to resolve reporting and grant accounting issues and recommends appropriate follow-up actions.
- Provides external auditors with requested information, work papers, audit schedules and supporting documentation; maintains fiscal information, files and records for the purpose of providing an up-to-date reference and audit trail for compliance.
- Researches, plans, develops and implements new aspects of finance and accounting; assists with the maintenance of the Chart of Accounts; assists with the implementation of new technology and financial software.
- Fosters an environment that embraces equity-minded practices, integrity, trust and respect; support, implement and promote compliance with the District’s Diversity and Equal Employment Opportunity Plan in all aspects of employment and education; increases cultural and ethnic diversity in staffing, programs and services.
- Oversees implementation of standard accounting procedures for the purpose of ensuring compliance with established accounting practices and all applicable regulatory requirements.
- Oversees the preparation of analytical and statistical reports on operations and activities; reviews the Quarterly Tax Return reports, and CalSTRS and CalPERS reports.
- Serves as the administrator/liaison for CalSTRS and CalPERS activities, oversight and related matters.
- Direct monthly and special payroll processes, including retirement system requirements, tax, mandatory and voluntary deductions, benefit calculations and tracking, local government payroll policies and procedures.
- Develops and maintains relationships with vendors and internal customers for assigned products and services; assists with streamlining processes; provides guidance and service to internal customers while enforcing established policies and procedures.
- Develops cost data and cost reports as necessary for management.
- Participates in the development and administration of the department budget.
Other Functions:
- Serves as designee in the absence of the Director of Fiscal Services.
- Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.
Requirements & Desirables
REQUIREMENTS
Education & Experience:
- Possession of a Bachelor’s degree from an accredited college or university in Accounting, Finance, Business Administration, or a related field, or equivalent.
- At least one year of formal training, internship or leadership experience related to the administrative assignment.
- Demonstrated commitment to equity-minded practices in support of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students we serve and sensitivity to and knowledge and understanding of groups historically underrepresented, and groups who may have experienced discrimination.
DESIRABLE QUALIFICATIONS
- Previous management experience in a public agency, preferably a public-school district.
- Possession of a valid Certified Public Accountant license.
CERTIFICATES & LICENSES
- A valid California driver’s license and the ability to maintain insurability under the District’s vehicle insurance program may be required in some assignments.
KNOWLEDGE, SKILLS & ABILITIES
Knowledge of:
- Principles, practices and procedures of general and governmental accounting, including methods of financial accounting, control and reporting, preferably in a community college environment.
- Management of accounting and financial operations including the review, maintenance and adjustment of funds, accounts and budgets to produce accurate financial and statistical records.
- Preparation of financial statements and related comprehensive reports.
- Generally Accepted Accounting Principles (GAAP), Governmental Accounting and Financial Reporting Standards (GASB Statements), CalPERS and CalSTRS, and other standards and requirements applicable to community colleges.
- Principles, practices and procedures of internal control and audit.
- Statements on Auditing Standards.
- Practices, procedures, techniques and strategies for determining operational effectiveness.
- Principles and practices of categorical fund and grant accounting, tracking and reporting.
- Principles and practices of budget development and management and particularly as they apply to community colleges.
- Federal, state, local and District laws, regulations and policies governing fiscal and budget requirements of community colleges and educational institutions, including those related to categorical programs and payroll.
- Safety policies and safe work practices applicable to the work being performed.
- Board Policies, Administrative Procedures, Human Resources procedures and collective bargaining agreements.
- Principles and practices of Equal Employment Opportunity in hiring, retention, performance and advancement.
- Principles, practices and techniques of effective supervision including advising and training.
- Diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students.
Skills and Abilities to:
- Plan, schedule, assign, supervise and evaluate the work of professional and technical accounting staff.
- Understand and be sensitive and respectful to the diverse academic, socioeconomic, ethnic, cultural, disability, religious background and sexual orientation of community college students, faculty and staff.
- Perform all the assigned duties of the position effectively and efficiently with minimal supervision.
- Define issues, analyze problems, evaluate alternatives and develop sound, independent conclusions and recommendations in accordance with laws, regulations, rules and policies.
- Organize and direct the activities and operations of the program, set priorities and exercise sound, independent judgment within areas of responsibility.
- Provide support to the director and senior management in assuring compliance with program financial, legal and administrative requirements.
- Select appropriate methodologies and perform complex appropriate mathematical and statistical calculations.
- Prepare clear, concise and comprehensive correspondence, financial and grant statements, reports and other written materials.
- Coordinate complex financial and grant-related audits.
- Understand, interpret, explain and apply applicable rules, regulations, policies and procedures, laws, codes and ordinances.
- Make presentations and present proposals and recommendations clearly, logically and persuasively to diverse audiences.
- Supervise and periodically evaluate the work of professional and technical accounting staff.
- Use tact and diplomacy in dealing with sensitive and complex issues, situations and concerned people.
- Communicate effectively, both orally and in writing.
- Understand and follow written and oral instructions.
- Operate a computer and use standard business software.
- Establish and maintain cooperative and effective working relationships with others.
CONDITIONS OF EMPLOYMENT
Prior to employment, the selected candidate will be required to complete the following:
- In accordance with Federal Law all employees must provide proof of eligibility to work in the United States.
- Criminal Justice/Fingerprint Clearance.
- California Education Code, Section 87408.6 requires persons employed by a community college in an academic or classified position to submit to a TB risk assessment developed by CDPH and CTCA and, if risk factors are present, an examination to determine that he or she is free of infectious TB; initially upon hire and every four years thereafter.
- DISASTER SERVICE WORKERS: All Marin Community College District (MCCD) employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the MCCD requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency. For more information, please see the MCCD Emergency Operations Plan.
- Candidates applying for positions with the Marin Community College District may be disqualified from consideration should their conviction history not meet the standards established under the California Education Code.
REQUIRED APPLICATION DOCUMENTS
The following documents must be attached to your application in order to render it complete. Use the Attachment Type indicated in parentheses when making your attachments.
- Cover Letter describing your interest in the position, including how you meet the minimum and preferred requirements and are qualified to perform the essential functions as listed in this job posting (cover letter)
- Resume (resume)
- Transcript conferring Bachelor’s degree or showing whatever coursework you have completed and are using as the basis for your application as described in Requirement #1, above. (transcript)
- STATEMENT: Please provide a response to the following prompt (one page maximum): College of Marin’s commitment to educational excellence is rooted in providing equitable opportunities and fostering success for all members of our diverse community. Practices and outcomes related to diversity and inclusion are vital measures of institutional excellence. How have you approached understanding the point of view of colleagues from diverse backgrounds? How would you contribute to College of Marin’s effort of enhancing diversity in a meaningful way?
Supplemental & Salary Information
PHYSICAL & MENTAL DEMANDS
The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
Physical Demands:
While performing the duties of this class, employees are regularly required to talk or hear, in person, via video conferencing, and by telephone; sit, walk and stand; use hands to handle, feel or operate objects, tools or controls; reach with hands and arms; and perform repetitive movements of hands or wrists. The employee is frequently required to lift up to 10 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
Mental Demands:
While performing the duties of this class, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve problems; observe and interpret situations; use math and mathematical reasoning; observe and interpret people and situations; learn and apply new information and skills; perform highly detailed work; work on multiple, concurrent tasks; work with frequent interruptions; work under intensive deadlines.
WORKING ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this class. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
- Employees work under typical office conditions subject to frequent public contact and interruption and to intermittent exposure to individuals acting in a disagreeable fashion.
- The employee may be required to travel to locations other than assigned work site.
CLASSIFICATION CATEGORY & RETIREMENT PLAN
The Assistant Director of Fiscal Services is a classified administrative position, in compliance with all applicable sections of the California Education Code and related statutes. Classified adminstrative employees are also members of the California Public Employees Retirement System (CalPERS), to which the member contributes up to 8% their reportable compensation on a monthly basis.
SALARY INFORMATION
FLSA Status: Exempt
Salary Grade: Management Level 3
Full Salary Range: $131,016 – $166,116 annually.
Starting Salary Range: $131, 016 to $140,220 annually (Step 1 to Step 3). Background and experience will determine placement. Normal entering step is Step 1.
Please refer to the Management Salary Schedule on our Human Resources web site for detailed information.
SELECTION PROCESS
Applications must include the documents listed in the Required Documents section to be rendered complete; incomplete applications will not be accepted. Screening will begin after the priority screening date. Applicants selected to interview will be contacted to schedule an interview appointment with the screening committee; however, applicants will be notified of their status, either way, following the screening. Candidates forwarded by the committee following the first interview may be invited for a second interview. Regrettably, College of Marin is not able to offer reimbursement for travel to interviews at this time.
jeid-ebf407ea8c4bc443b44c2326eb21c1ae
APPLY NOW: https://apptrkr.com/4008868
