FISCAL ASSISTANT SUBSTITUTE/ON-CALL
Job Description
Basic Functions
This is a continuous recruitment for an applicant pool to fill part-time, substitute, temporary, or hourly assignments on an as needed basis.
Departments or Divisions will refer to the pool of applications on file, as needed, to fill temporary assignments. Applicants will remain in the pool for at least 12 months.Compensation will be based on the position that is being subbed. Substitute compensation will be calculated using step 1 of the range the classification is placed on the Classified Salary Schedule.
DEFINITION
Under supervision, performs routine clerical and administrative support duties in the preparation, maintenance, and processing of accounts payable, accounts receivable, payroll, expenditures, reimbursements, student accounts, and student aid transactions; posts, balances, adjusts, and maintains accounting and financial records; and performs related duties, as assigned.
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from assigned supervisory or managerial personnel. Exercises no direct supervision over staff.
CLASS CHARACTERISTICS
Initially under close supervision, incumbents learn and perform routine accounts receivable, accounts payable and student accounts duties. As experience is gained, assignments become more varied, complex, and difficult; close supervision and frequent review of work lessen as an incumbent demonstrates skill to perform the work independently. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise.Representative Duties
EXAMPLES OF TYPICAL JOB FUNCTIONS
Management reserves the right to make reasonable accommodations so that qualified employees with verified medical conditions can perform the essential functions of the job.
- Performs a variety of routine clerical support duties related to accounts receivable, accounts payable, and student accounts, including balancing, adjusting, and maintaining accounts and financial records according to established policies and procedures.
- Performs a variety of accounts payable duties for the bookstore and Associated Student Body (ASB), including auditing invoices and monitoring open purchase orders to ensure expenditures do not exceed budgeted amounts; orders banking materials for various District accounts.
- Performs various accounting duties to support District accounting functions; collects student fees; reconciles cash and voucher transactions.
- Reviews periodic reports from collections billing service or other systems to correct discrepancies or issues regarding potential losses of accounts; communicates and resolves questions, concerns or issues regarding a variety of financial and related student services transactions, including collection on overdue accounts and compliance with due diligence requirements.
- Performs District deposit transfers from local banks to the County Treasury Office; prepares spreadsheets of monies collected; enters transfer information into a computer; runs transmittal reports and issues checks from clearing accounts; provides audit trail for deposit transfers.
- Distributes income received by the County on the District’s behalf to the appropriate District accounts including revenue from taxes, lottery, and State apportionment funds.
- Monitors various account funds, including numerous student club accounts; balances and prepares journal entries; posts cash receipts and cash disbursements into journals and posts to general ledger; makes journal entries to appropriate accounts accurately; adjusts and closes entries for fiscal year end.
- Prepares and maintains a variety of accounting-related records and reports to assure compliance with Education Codes and mandated requirements.
- Reconciles various District, bank statements for checking and money market accounts; verifies funds in accounts; corrects bank errors as needed.
- Answers questions from staff, outside vendors, and financial institutions regarding policies and procedures.
- Works productively and cooperatively with others by demonstrating respect, patience and equitable treatment of all internal and external customers.
- Observes and complies with District and mandated safety rules, regulations, and protocols.
- Performs other related duties as assigned.
Requirements
Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
Education:
Equivalent to completion of the twelfth (12th) grade.
Experience:
One (1) year of specialized clerical accounting experience.
Licenses and Certifications:
- None.
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