Student Services Accounting Coordinator II (SBO) (2 positions) at College of the Canyons

Valencia, CA

About the Job

Two weeks prior to the deadline to submit applications, the diversity of current applicants will be assessed. Upon review, if the pool does not include sufficient diversity at that time, the application window may be extended.

The Santa Clarita Community College District/College of the Canyons is seeking two (2), full-time Student Services Accounting Coordinator II (SBO) positions in the Student Business Office.

Salary Placement:

Salary placement will be on Range 32 of Classified Represented Salary Schedule B. **Initial salary step placement for new employees is customarily at step 1, 2, or 3 ($5,936.00/ $6,300.00/ $6,656.00 per month) of this 20-step salary range.

Probationary period for new Classified employees is six months. Work year is 12 calendar months. The normal workweek for this position is 40 hours. Paid holiday, discretionary, and sick time are provided. Ten vacation days accrue during the first year of employment. A regular work schedule will be assigned, with the ability to occasionally work a flexible schedule as needed with supervisor approval.

Who We Are

The Santa Clarita Community District is committed to achieving educational equity for all students. As presented in our District Strategic Plan, which focuses on Access, Engagement, and Success, “Equity, inclusion, and diversity are not goals in themselves, but ideologies embedded in all actions and planning across all departments and functions of our college and its two campuses.” These areas of focus demonstrate a resolve to focus on student success and confirm that we are at the forefront of change with integrated planning efforts that both evolve and anticipate the needs of our students. We provide students with a rich and dynamic learning experience that embraces differences – fostering healthy inclusion through inquiry, shared dialogue, and reflection to ensure that we promote a sense of community, collegiality, and cooperation. When you join our team at the Santa Clarita Community College District, you can expect to be part of an inclusive, creative, flexible, innovative, and equity-focused community that engages students, each other, and the community in scholarly inquiry, creative partnerships, and the application of knowledge and success.

Who We Want

We value the ability to serve students from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities, and orientations. Therefore, we prioritize applicants who demonstrate they understand the benefits diversity brings to a professional educational community. The successful candidate must be an equity-minded individual committed to collaborating with faculty, classified staff, administration, students, and community partners who share our commitment to closing equity gaps. The Santa Clarita Community College District seeks leaders possessing a strong grounding in academic and student services programs and a thorough understanding of the primary mission of the community college. We seek employees that value mentorship and working in a collegial, collaborative environment, who are conscientious risk takers and transformational leaders guided by a commitment to helping all students achieve their educational goals.

“Big Picture” Responsibility:

Reporting to and under the direction of the Director, Student Business Office, coordinates activities related to processing third-party billing, special programs, collection of student registration and/or other fees, monitoring account aging, balancing daily deposits, cashiering duties and auditing and disbursements of student/third-party refunds. This position is responsible for complete and accurate accounting records for all student accounts - tuition collections, refunds, and third-party billings and deferments. Performs technical accounting and auditing work in analyzing student accounts, identification and correction of irregularities, post and review of student accounts, reports and assists in compliance with applicable rules, regulations, policies and procedures. Oversees sponsorship account setup and maintains records. Assures compliance with state and federal regulations, policies, and procedures. Performs other related duties, as assigned.Essential Duties:

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to this class.

Performs a variety of technical accounting work involving the allocation and disbursement of funds as required by program guidelines. Specializes in Accounts Receivable.
Processes third-party billing accounts and special payment accounts. Prepares and processes third-party billing statements, assures paperwork is accurate and complete, monitors and processes payments and refunds, tracks aging accounts, updates billing information, and coordinates activities with students, staff, college departments and third-party agencies. Approves and establishes new third-party agreements with providers. Communicates with third party agencies to arrange payments or resolve discrepancies as necessary. Maintains currency on third-party financial reporting regulations, procedures and use of their proprietary billing portals or databases.
Serves as liaison between the District and the United States Department of Veteran Affairs, State Approving agency for Veteran Affairs and other related organizations regarding veteran affairs student accounts. Represents District as a Certifying Official with U.S. Department of Veteran Affairs. Communicates with our Veterans Resource Center to assure accurate reporting.
In collaboration with the Director, inputs, updates, prepares, maintains, and formats statistical reports, runs queries, and coordinates data collection for various District and auxiliary organization audits.
Creates and maintains a variety of complex financial and statistical reports and summaries related to student accounts. Prepares, files, and reconciles required tax reports. Receives, reviews, balances, and reconciles accounts and financial reports from records maintained.
Audits, monitors, posts, reconciles, and adjusts student and general ledger accounts, student accounts receivable; including compiling and analyzing accounting data and statements for managers and auxiliary operations, as necessary to ensure proper internal control.
Establishes and monitors payment arrangements, fee deferments and waivers in the system.
Coordinates and performs all operations of activities pertaining to student accounts. Advises students and evaluates financial holds. Assures prompt and proper payment of invoices, collection of funds, and funds deposited in student accounts and general ledgers.
Assists Director with implementation of auditor recommendations, maintenance of current procedures regarding student accounts, monitors and evaluates cashiering procedures, compiles manuals and assures dual control. Assists Director in ensuring compliance with audit requirements and identifying and reporting compliance issues to the Director if the issues cannot be resolved. Assists with development of strategies to fulfill audit findings.
Processes student collection accounts. Issues letters, conducts collection calls, tracks aging, issues student balance statements, forwards past due collection accounts to a third-party recovery agency, updates agency on payments and removal of collections, posts collection payments, and processes write-offs.
Processes student and third-party related refunds and disbursements. Verifies accounts for accuracy, applies fees if applicable, and compiles records for processing.
Maintains various student payable and/or receivable, databases and logs, detailed student records and ledgers, issues student billing statements, and establishes/creates new student accounts.
Performs analysis and reconciliations for student receivables. Receives, posts, and balances daily receipts and reconciles cash and credit card receipts to student accounts. Makes daily deposits of district money, compiles daily paperwork, processes monthly balancing reports and adheres to appropriate cash handling and management procedures. Records and reconciles counter and online credit card transactions. Coordinates with Fiscal Services on researching and processing payment discrepancies, deposit discrepancies, returned checks and credit card charge backs.
Coordinates disbursement and monitoring of emergency loans. Distributes payroll checks and financial aid checks.
Assembles and composes correspondences independently or in accordance with general instructions.
Cross-trains and performs the essential duties of equal or lower level classifications/positions within the department.
Complies with FERPA and collection account laws and regulations.
Provides administrative and clerical support.
Completes assigned projects in a professional and timely manner.
Applies knowledge of modern office practices and equipment including expert use of computers for word processing, record management, state and institutional reporting requirements and filing systems.
Exercises tact and diplomacy in working with student, staff, faculty, administrators and community members. Performs other related duties, as assigned.

Demonstrated Knowledge and Abilities:

Position requires knowledge of:

Generally accepted accounting principles, practices, and procedures applicable to community college districts.
Methods, practices and terminology used in accounting and computerized accounting systems.
Federal, state and local rules regulations and requirements related to Student Financials, Financial Aid, and District accounting functions.
State Education Code and other applicable laws.
Financial analysis and research techniques.
Computer software applications including spreadsheet, database, and word processing programs. Microsoft Excel, Access, and Word. Modern office practices, procedures and equipment. Advanced techniques, operation of personal computer, and computer applications such as MS Office Suite which includes Word, Excel, Outlook, PowerPoint and Access, and District MIS software.
District organization, operations, policies, and objectives.
Interpersonal skills using tact, patience, and courtesy.

Position requires ability to:

Assure compliance with district, state and federal regulations, legal mandates, policies, rules, and guidelines regarding student financial functions, including Title IV, California Education Code, and FERPA law.
Analyze data and situations, reason logically, draw valid conclusions and develop effective solutions to system problems.
Design methods of processing data with electronic computers.
Coordinate, organize, schedule and perform responsible and complex accounting procedures within governmental compliance constraints and laws.
Prepare clear and concise fiscal, financial and narrative reports.
Apply knowledge of modern office practices and equipment including automated word processing, record management and filing systems, telephone techniques, online communications, correspondence and report writing.
Establish and maintain comprehensive and accurate files and records, prepare concise and complete reports as required.
Provide appropriate information to the students, faculty, staff, and the public in a friendly and professional manner.
Maintain confidentiality when dealing with sensitive and privileged material and information.
Take responsibility and use professional judgment based on established guidelines and procedures.
Communicate effectively orally and in writing.
Establish and maintain cooperative working relationships with faculty, staff, trainees, and others connected in the performance of duties.
Adapt to changing student and procedural requirements.
Show willingness to participate in cross-training activities; ability to learn quickly and retain new information.
Demonstrate excellent customer service skills and ability to multi-task in a high stress, team-oriented environment.
Assume responsibility and perform repetitive work, or continuously perform the same work with accuracy and efficiency.
Type with speed and accuracy; make mathematical calculations in a like manner.
Utilize with a high level of skill a variety of computer software, including word processing, spreadsheet, database and other business-related software.
Apply knowledge of basic methods and techniques of organization and planning.
Interpret policies, regulations and operational procedures pertaining to this service area to staff and students.
Demonstrate clear evidence of sensitivity to and an understanding of the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of community college students, staff and community.

Minimum Requirements:

Experience:
Two (2) years of full-time equivalent experience performing accounting and financial record management related functions, while assisting the general public with payment processing, financial counseling, billing and/or third-party invoicing. Position requires proficient use of Microsoft Excel software application.

Education:
Education equivalent to an Associate’s degree (60 semester units) from an accredited institution is required. Two years of related experience in addition to that identified above may be substituted for each one-year (30 semester units) of college.

Desirable Qualifications:

Bachelor’s degree or higher with an emphasis in finance, accounting, business administration, or a related field.
Experience working in a student business office, financial aid office and/or accounting department.
Previous experience working in community colleges, universities, high schools, or community agencies.
Account Receivable Experience, including program billing, balancing statements, collections and aging.
Experience with auditing, monitoring, posting and reconciling general ledger accounts.
Customer service experience.
Experience using document imaging software.
Experience using an administrative database (such as Banner, Colleague, or PeopleSoft).

Physical Characteristics:

Position requires sitting and viewing a computer monitor for extended periods of time plus frequent periods of standing and walking, which may include climbing staircases; dexterity of hands and fingers to operate a computer keyboard and related equipment; stooping, kneeling, crouching, crawling, twisting/turning, bending at the waist, and reaching in awkward positions; frequently exerting 10 to 20 pounds of force to lift, carry, push, pull or otherwise move objects; hearing and speaking to communicate and provide information to others; vision to read printed material and computer monitor; handling and working with various materials and objects; intermittent exposure to impatient, angry and/or verbally aggressive individuals; and travel from site-to-site.

District Classified Employee Benefits:

Full-time employees are provided with a diversified program that includes medical, dental and vision insurance including dependent coverage, disability, and life insurance as well as Section 125 options. These benefits commence on the first of the month following date of hire. Professional development opportunities are provided to all employees. Educational incentive is available to eligible Classified Represented and Confidential employees.

RETIREMENT: Classified employees contribute to the Public Employees' Retirement System (PERS), a defined benefit retirement plan through the State of California.

Conditions of Employment:

Successful completion of background fingerprint clearance, pre-employment physical examination (disabilities not related to the physical job will not affect the application process) and TB screening.

Proof of eligibility to work in the United States and signing of loyalty oath per government codes 3100-3109.

Meeting applicable eligibility requirements under CalPERS or CalSTRS if you are a current or former member.

Board of Trustees approval.

Official, sealed transcripts are required upon offer of employment.

Equal Employment Opportunity:

Santa Clarita Community College District is an Equal Opportunity Employer.

The Santa Clarita Community College District is committed to employing qualified employees who are dedicated to student learning and success. The Board recognizes that diversity in the academic environment fosters awareness, promotes mutual understanding and respect, and provides suitable role models for all students. The Board is committed to hiring and staff development processes that support the goals of equal opportunity and diversity, and provide consideration for all qualified candidates. The District does not unlawfully discriminate in providing educational or employment opportunities to any person on the basis of race, color, religion, religious creed (including religious dress and grooming practices), national origin, ancestry, citizenship, physical or mental disability, medical condition (including cancer and genetic characteristics), genetic information, marital status, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender, gender identity, gender expression, age (40 years and over), sexual orientation, veteran and/or military status, protected medical leaves (requesting or approved for leave under the Family and Medical Leave Act or the California Family Rights Act), domestic violence victim status, political affiliation, and any other status protected by state or federal law or on the basis of these perceived characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics.

Applicants who have disabilities may request that accommodations be made in order to complete the selection process by contacting the Human Resources office directly at (661) 362-3427.

About the District:

Access. Engagement. Success.
College of the Canyons serves more than 37,000 students on two campuses in the Santa Clarita Valley, about 30 miles north of downtown Los Angeles. Better known locally as COC, the college excels at both transfer and career preparation, sending thousands of graduates each year to California’s top public and private four-year universities, and into high-wage careers in Southern California’s fastest-growing industries.

The college has earned numerous regional, state, and national awards for its innovative and collaborative efforts to increase student access, engagement, and success. It was the only California community college to receive the 2024 Carnegie Community Engagement Classification from the American Council on Education and Carnegie Foundation for the Advancement of Teaching. The college is also recognized for its high degree of Hispanic student enrollment and degree achievement, having been named one of the top colleges in the nation for those achievements by The Hispanic Outlook in Higher Education Magazine.

The college takes seriously its mission to foster diversity, equity, and inclusion. With a 48-percent Hispanic student population, it is a federally designated Hispanic-Serving Institution (HSI), as well as an Asian American and Native American Pacific Islander-Serving Institution (AANAPISI).

College of the Canyons is:

Guided by an elected five-member Board of Trustees composed of former faculty members and students committed to prudent fiscal management and thoughtful policy development.
Supported by an active Foundation that generates more than $1 million of revenue and awards more than $300,000 in student scholarships each year.
Recognized as a statewide leader in the development and implementation of OER/ZTC (open educational resources/zero textbook costs) materials, saving students millions of dollars in textbook costs.
Resourceful, as evidenced by the $16 million in grant revenue generated in the past year.
Highly regarded in the community, whose residents voted to approve more than $400 million of bond funds in three separate elections since 2001.
Focused on making higher education more affordable, as evidenced by the Canyons Promise program that provides the first two years of study free for new, full-time students.

The best measure of our success is the achievement of our students. Their accomplishments include:

Transferring to the top University of California campuses, including Berkeley, Los Angeles, and San Diego.
Earning national and state academic awards, including Jack Kent Cooke Scholarships, Coca-Cola Leaders of Promise Scholars, and Phi Theta Kappa All California Academic Team honors.
Winning 39 state championships while competing in 17 intercollegiate sports.
Designing research projects carried aboard NASA spacecraft.
Garnering numerous awards in Model UN, Forensics (Communications), and Future Business Leaders of America competitions.
Achieving a 21 percent median wage increase after completing career education courses.

Those who are selected for positions at College of the Canyons will join a team of accomplished administrators, esteemed educators, and dedicated staff members who are innovative and focused on enhancing people’s lives by continually expanding educational access, engagement, and success.

Ready. Set. Grow.
College of the Canyons is poised to continue growing in its ability to expand access to higher education, to enhance student engagement, and to bolster the ongoing success of our students and wider community.

Currently, we are:

Building an off-site Advanced Technology Center to provide hands-on training in advanced manufacturing, robotics, and welding.
Renovating the Student Center to create a more welcoming gathering space for students.
Enhancing the services we offer to students at our Canyon Country campus with the addition of 110,000 square feet of classrooms, labs, and support spaces in the new Takeda Science Center and adjoining Student Services & Learning Resources Center.
Offering 275 associate degree and certificate programs (and always developing more), including new Allied Health training programs in Occupational Therapy, Physical Therapy, Pharmacy Technology, and Diagnostic Medical Sonography.
Creating a safe space for students to share their voices and engage in dialog and connection in our new Intercultural Center.
Hosting world-class entertainers in the Santa Clarita Performing Arts Center at the Valencia campus.
Offering a wide variety of bachelor’s, master’s, and doctoral degrees from partner universities at the Dr. Dianne G. Van Hook University Center.
Bolstering the economic development of our region by raising $2.5 million in external funding to provide customized workforce training for more than 5,100 local employees.

By always working to create new opportunities, focusing on innovation, and embracing dynamic partnerships, we create ongoing success that benefits everyone we serve.

Are You Ready to Join Us?
College of the Canyons is looking for faculty, staff, and administrators who are leaders, innovators, and creators focused on putting the needs of students first. Specifically, we seek those who share our commitment to:

Teaching and Learning – College of the Canyons values high performance in teaching and learning.
Respect for All People – We expect students and employees to demonstrate honesty, integrity, social responsibility, and ethical behavior that fosters a college climate characterized by civility, collegiality, and acceptance.
Partnership with Community – We advance the educational, intellectual, artistic, civic, cultural, and economic aspirations of our surrounding community by actively partnering with more than 100 community schools, colleges, universities, businesses, and government and social agencies.
Excellence – We set the highest standards for ourselves and support the professional development of faculty, staff, and administrators.
Creativity and Innovation – We encourage members of the college community to be entrepreneurial, forward-thinking, creative, persistent, spontaneous, and willing to explore new ideas that strengthen our ability to enhance student access, engagement, and success.

Location. Location. Location.
The single college within the Santa Clarita Community College District, College of the Canyons is located in Santa Clarita, the third most populous city in Los Angeles County, and serves a 367-square-mile area in the northern part of the county. The college’s two campuses are just a short drive from downtown Los Angeles.

With mild weather and convenient freeway access, the Santa Clarita Valley offers residents and visitors convenient year-round access to what makes Southern California a popular destination. Theme parks, Pacific Ocean beaches, and mountains are nearby, along with the dining, cultural, and sports attractions of Los Angeles, Beverly Hills, Hollywood, and other iconic destinations.

Our service area is a hub of advanced manufacturing, biotechnology, and film production. By redefining the traditional role of community colleges, we have become the training provider of choice for local companies, which count on us to deliver high-quality, cutting-edge training.

APPLICATION AND SELECTION PROCESS:

Applicants are encouraged to complete their applications online. Please visit our website at http://www.canyons.edu/administration/humanresources . If you require assistance, please call the Human Resources office at (661)362-3427 or for the hearing-impaired TTY/TDD Line at (661)362-5178. Applicants may check the status of their application online and may expect to be notified within approximately 4 to 5 weeks following the Review Date as to the status of their application.

All application materials must be uploaded online or received in the Human Resources office by the end of the day on the Review Date in order to assure consideration for this position. Postmark is not acceptable for this purpose. Separate application materials must be submitted for each position applied for. Materials submitted become property of the District and will not be returned, copied, or considered for other openings. The Human Resources office is located in the University Center, Suite #360, 26455 Rockwell Canyon Road, Santa Clarita, CA 91355.

Your application is not complete until the following required materials have been uploaded online or received by the Human Resources office:

Online District CLASSIFIED Application.
Detailed resume, which includes month/year dates of employment and descriptions of responsibilities at each employer.
Letter of interest (cover letter). In your letter, please address your qualifications and experience as they pertain to the job duties and the abilities section of this announcement.
Copies of complete and legible college transcripts clearly indicating all college units earned and any degree awarded. You can submit unofficial copies of transcripts for application purposes. Copies of diplomas are not acceptable in lieu of college transcripts. Official, sealed transcripts are required upon offer of employment. Please see our website for the requirements for evaluation of transcripts from foreign colleges or universities.
Confidential Recruitment Source Information (voluntary survey). This is voluntary and is a part of the online applicant profile, separate from the application.
Supplemental Questionnaire. Please answer the following questions as part of your application packet.

Please describe your professional experience performing accounting and financial records management-related functions, while assisting the general public with financial counseling, payment processing, and processing/ monitoring billing. Highlight any previous experience you may have working in community colleges, universities, high schools, and/or community agencies. Include employer name(s), position title(s), dates of employment, full-time or part-time status (including number of hours per week), your roles and responsibilities. Please provide your total years of verifiable full-time equivalent experience in this field.
Do you possess education equivalent to an Associate’s degree (60 semester units) from an accredited college or university? If so, please list all coursework completed in finance, accounting, business administration or a related field. Please provide a legible copy of your college/university transcript in your application packet. (Copies of diplomas are not acceptable in lieu of college transcripts.) If you do not possess the equivalent Associate’s degree, and you are using additional years of work experience in lieu of semester units, please clearly indicate how you meet the minimum educational requirement through this additional work experience.
Please describe your customer service experience, and the roles you played in serving the public.
Describe your accounts receivable experience. Please include processing program billing, issuing invoices, balancing statements, collection and aging. How did you monitor outstanding balances to assure that payments were processed accurately and in a timely manner?
Describe your experience working with an administrative database program (such as Banner, Colleague, Datatel, or PeopleSoft) or a proprietary system, as well as your experience working with Microsoft Word, Excel, and Outlook.
Please describe your experience providing clerical/administrative support in the workplace. Describe how your work supported your manager or department.
Please describe your methods for organizing multiple projects and daily work.
Please describe your ability to work successfully in a multicultural, diverse environment.
Why do you want to work as a “Student Services Accounting Coordinator II (Student Business Office)” at College of the Canyons?

Letters of reference are optional.

Please note:

Skills evaluation of candidates for interview may be required.
Travel and relocation expenses are the responsibility of the applicant.
Hiring committees review all complete, qualified application packets. Possession of the minimum qualifications does not guarantee an interview.
“Experience” generally refers to relevant paid experience. In some instances, unpaid experience may be counted as experience towards meeting the minimum qualifications or requirements for the position only if it entailed responsibilities substantially similar to those of relevant paid positions in the field. It is the applicant’s responsibility to provide sufficient information and details to the Human Resources office at the time of submission of their application packet. Details should include the organization, contact name, contact information, start and end dates, hours per week, and a list of relevant unpaid/volunteer duties or responsibilities performed. Not all unpaid experience may qualify. Upon offer of employment, an applicant will be required to obtain written verification(s) of any relevant unpaid/volunteer experience.
Current COC employees who are applying for this position: Please be aware that materials from your personnel file are not included as part of the application file; therefore, please provide the same requested application materials as any other applicant.
Please be aware that, should you be considered as a finalist for this position, reference checks will include current supervisor(s).
Applicants are encouraged to apply online. If you need assistance with the application process, contact:

Human Resources Office

(661) 362-3427

TTY/TDD (661) 362-5178 or visit our website at

www.canyons.edu/administration/humanresources

It is the applicant’s responsibility to ensure that all application materials are fully and correctly submitted. All materials submitted are for this position only and become the property of the District. Materials will not be returned, copied, or considered for other openings. Resumes may not be submitted in lieu of the official application form.

The College is expecting to conduct initial interviews between the weeks of August 12, 2024, and August 19, 2024, and conduct final interviews between the weeks of August 19, 2024, and August 26, 2024. This is an estimated timeline and is subject to change.

Interviews may be conducted in-person or remotely via Zoom.

** This is an on-campus position. **

Positions are offered contingent on funding. We reserve the right to withdraw, extend the filing date, reopen, or delay filling this position. Recruitment may continue until the position is filled.

This recruitment may be used for future vacancies, including positions on either the Valencia Campus or the Canyon Country Campus.

Salary

5,936 - 6,656 /year