COLLIN COUNTY COMMUNITY COLLEGE DISTRICT

JOB DESCRIPTION

 

 

TITLE:                                               Accounting/Budget Associate

 

DIVISION:                                         Administrative Services

 

DEPARTMENT:                              Business Services               

 

SECURITY SENSITIVE:                Yes                             

 

JOB TITLE CODE:                         0158                          

 

FLSA STATUS:                               Non-Exempt  

 

 

FUNCTION:              Perform secretarial, accounting, and departmental computer support required for efficient operation of the Business Office area.

 

REPORTS TO:        Director of Accounting and Financial Reporting

 

SUPERVISES:        N/A

 

 

MAJOR RESPONSIBILITIES

 

Essential Job Functions:

 

1)    Perform diversified secretarial duties to include typing letters, documents, reports and memoranda and maintain files; proofread all work to ensure accuracy.  Serve as backup to the Executive Assistant to  the Vice President of Administration.

 

2)    Provide computer support through word processing, spreadsheet, and presentation software including the use of graphics. 

 

3)    Maintain and ensure content accuracy of the department’s intranet web site, and Business Procedures Quick Reference Guide.

 

4)    Assist with yearly budget development for the Business Office using the Budget Development System.  Monitor monthly budget reports for the Business Office and research any problems and ensure corrections are made when necessary.  Prepare and enter budget adjustments.  Provide support for the Budget Adjustment System.

 

5)    Assist with yearly budget development for the District.  Prepare CCCCD proposed Budget Book and Power Point Presentation for Vice President of Administration.  Schedule conference room/computer lab for the Budget Development Workshop.

 

6)    Assist in preparing the Comprehensive Annual Financial Report (CAFR) of the District for publication.  Assist in organizing and maintaining the annual audit documentation binders.

 

7)    Maintain clear and precise communication with the Deans/Directors, cost center managers, faculty, students, and the general public.  Coordinate information flow and communication. 

 

8)    Maintain appointment calendar by coordinating the scheduling of appointments, meetings, and conferences (on and off campus) for Director of Accounting and staff.  Answer phones and forward written and oral messages to proper persons.  Screen, sort and distribute incoming mail as needed.

 

9)    Order office supplies, equipment and services through the on-line Automated Purchasing System  (BuySpeed).

 

10) Monitor and maintain an appropriate supply of all forms required (i.e. professional leave, budget adjustment, etc.) and create new forms as needed. Send requested department the forms within two (2) days of their request.

 

 

Marginal Job Functions:

 

Create and maintain filing system for general accounting functions.  Create and maintain updated files on Business Office employees and discipline matters.

 

Complete requisitions, professional leave and travel forms, conference registrations, and reservations as needed.  Follow through to assure proper action is taken by other divisions/companies.

 

Maintain copiers including ordering supplies and service.  Ensure service log is up-to-date.

 

Input work logs for all Business Office computer service work orders.

 

Assist Accounts Payable, Payroll, and Cashiering with data entry and other duties as required.

 

 

MINIMUM QUALIFICATIONS

 

Knowledge, Skills and Abilities:

 

Knowledge of modern office practices, procedures and management principles.

 

Knowledge of IBM compatible PC and basic/advanced word processing software, and data manipulation applications (Microsoft Office all applications.

 

Effective keyboarding skills and knowledge of related software.

 

Knowledge of basic accounting, business mathematics, and purchasing principles.

 

Skill in answering multi-line phone system with the ability to locate telephone numbers and related information.

 

Skill in operating required office equipment such as facsimile, photocopier, typewriter, vax printer, etc.

 

Ability to enter commands and observe system functions to verify correct system operation.

 

Ability to demonstrate safe work habits and safe use of equipment.

 

Ability to listen actively and demonstrate understanding.

 

Ability to plan, monitor and implement assigned activities effectively without undue instruction and supervision.

 

Ability to differentiate among competing demands so as to establish effective work priorities.

 

Knowledge of business English with the ability to write in complete sentences using appropriate words, correct grammar, punctuation and spelling.

 

Skill-in proofreading materials to ensure accuracy.

 

Ability to work in a fast-pace environment with constant noise.

 

Ability to regularly push, pull, lift or carry objects up to approximately 20 pounds.

 

Ability to maintain restraint and keep calm when faced with emotional or angry individuals.

 

Ability to shift quickly between several tasks without loss of continuity.

 

Ability to independently identify and undertake additional tasks to be accomplished.

 

Ability to work cooperatively with other employees to accomplish organizational and departmental goals.

 

Ability to perform all essential functions of the position.

 

 

Education and Experience:

 

Education:

 

Associate’s  Degree and Effective keyboarding skills and knowledge of related software. Must have good English composition and grammar skills and excellent telephone etiquette.

 

Experience:

 

Three years of secretarial work experience including filing, typing and answering telephones to include PC experience with word processing, spreadsheet, and web applications, and with customer service or sales.

 

Demonstrated knowledge of bookkeeping/accounting principles. Strong written and oral communication skills and the ability to relate well to students, staff, faculty and the general public.

 

OR

 

Any equivalent combination of training and experience.

 

Licenses/Certificates:   N/A

 

 

 

NOTE:  This job description is not an employment agreement or contract.  The President and/or designee has the exclusive right to alter this job description at any time without notice. 

 

Employees of CCCCD are expected, as required in their specific job functions, to participate in maintaining standards required for accreditation; to participate in college task forces, activities, meetings, committees and councils; to interact and work cooperatively in order to assist students, staff, faculty and the community in the accomplishment of various goals; to represent one’s self and the college in a positive, professional manner consistent with the core values which include a passion for learning, service and involvement, creativity and innovation, academic excellence, dignity and respect, and integrity; and to safeguard sensitive or confidential information from intentional or unintentional disclosure. 

 

Employees are expected to maintain current working knowledge of policies, procedures and guidelines necessary to answer work-related questions and to provide assistance to students, staff, faculty and the general public in a timely and courteous manner.  Employees are also expected to perform other duties as may be assigned by their supervisor and to contribute to the team efforts of the department and to assist the college in achieving its strategic goals.  

 

Employees must abide by all laws, college policies and guidelines.

 

Collin County Community College District is an equal opportunity employer and does not discriminate on the basis of race, color, religion, age, sex, national origin, disability or veteran status.