Napa Valley College
Business Office Assistant
Napa Valley College, Napa, California, United States, 94559
Salary:
See Position Description
Location :
Napa, CA
Job Type:
Classified (Full-time)
Job Number:
2024-00026
Department:
Business & Finance
Opening Date:
10/15/2024
Closing Date:
11/12/2024 11:59 PM Pacific
DESCRIPTION
Napa Valley College is seeking a Business Office Assistant in the Business & Finance Office. The Office assists students with their fee related and student body related financial activities. It also assists and supports departments and employees of the College with their purchasing, accounting, payroll and budget needs. The Office ensures that all activities comply with generally accepted accounting procedures, District polices, and state and federal regulations.
The incumbent in this position will be receiving, depositing, and accounting for all moneys received by the district; processing transactions related to student accounts; and performing accounting of all fixed assets.
The position reports to the Manager, Accounting.
This is a full-time, 12-months-per-year, classified position. The salary has an appropriate placement on range 4 of the current Classified Salary Schedule. The starting salary range is $3,494 to $4,045/month, with future steps up to $4,916/month. Placement is made based on experience. The college offers a fringe benefit package including medical, dental, vision, disability and life insurance, employee assistance program, and public employee retirement system membership.
DUTIES AND RESPONSIBILITIES
Essential Functions:
Assists with training student assistants and temporary personnel as assigned for the purpose of providing expertise and applicable skills.Collects student fees and other monies for the purpose of providing secure collection and making daily deposits of money received in the business office and in coordination with multiple departments.Maintains financial information, files, and records (e.g. financial transactions, student accounts, separate cash receipts records of various funds/accounts of the district, updates as fees are collected, etc.) for the purpose of ensuring the availability of documentation and compliance with established policies and regulatory guidelines and District audits.Participates in meetings as assigned (e.g. unit meetings, in-service training, workshops, accounting staff meetings, independent audits., etc.) for the purpose of conveying and gathering information required to perform job functions.Performs follow-up work to collect outstanding student fees (e.g. review and analyze status of individual student accounts, etc.) for the purpose of updating and implementing appropriate actions regarding delinquent student accounts.Prepares financial information (e.g. daily cash reconciliation, deposits, posts cash receipts transactions, student record updates, county deposit advice reports, budget code determinations, etc.) for the purpose of documenting activities, providing reference, conveying information, and complying with established financial, legal, and administrative requirements.Processes financial information (e.g. enrollment fees, tuition, returned checks, parking tickets, billing agency coordination, etc.) for the purpose of updating and distributing information, authorizing for action, and complying with established accounting practices.Provides customer service for Business Office for the purpose of providing information, assistance, and referral.Provides support to other departmental personnel for the purpose of ensuring efficient processing activities in compliance within policy and established regulatory guidelines.Reconciles financial data (e.g. deposits, cash receipts transactions, student accounts, annual petty cash verification, etc.) for the purpose of maintaining accurate account balances and ensuring compliance with established accounting practices.Researches discrepancies of financial information and/or documentation (e.g. deposits, cash receipts, accounting and processing problems, etc.) for the purpose of ensuring the accuracy and adhering to established procedures prior to processing.Responds to a variety of inquiries (e.g. staff, students, etc.) for the purpose of providing information, direction, and referral for addressing inquiry.Serves as a receptionist for Fiscal Services for the purpose of providing information and assistance to callers and visitors as requested and switchboard relief as needed.Other Functions:
Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.JOB REQUIREMENTS
Minimum Qualifications
Skills, Knowledge and Abilities:
SKILLS
are required to perform single, technical tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: applying district, state, and federal policies and regulations; operating standard office equipment; performing standard bookkeeping/accounting procedures; preparing and maintaining accurate records; customer service; and utilizing pertinent software applications.
KNOWLEDGE
is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and understand complex, multi-step written and oral instructions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: accounting or bookkeeping principles; money handling and processing; work-related district, state, and federal policies and regulations; concepts of grammar and punctuation; office application software; business telephone etiquette; and recordkeeping and record retention practices.
ABILITY
is required to schedule activities and/or meetings; gather, collate, and/or classify data; and use job-related equipment. Flexibility is required to work with others in a variety of circumstances; work with data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a wide diversity of individuals; work with a variety of data; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific ability based competencies required to satisfactorily perform the functions of the job include: maintaining confidentiality; meeting deadlines and schedules; setting priorities; working with detailed information; communicating with diverse groups; working independently with minimal supervision; displaying tact and courtesy; and demonstrated sensitivity to an understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic background of community college students.
Responsibility:Responsibilities include: working under limited supervision following standardized practices and/or methods; providing information and/or advising others; tracking budget expenditures. Utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization's services.
Work Environment:The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, and significant fine finger dexterity. Generally the job requires 75% sitting, 10% walking, and 15% standing. This job is performed in a generally clean and healthy environment.
Experience:Six (6) months of experience in an office setting or customer related role.
Education:High school diploma or equivalent.
Clearances:Criminal Background ClearanceTuberculosis Clearance
Title 8, USC, Section 1324-A requires verification of eligibility for employment in the United States.
Desirable Qualifications
Experience working in a college environmentExperience and proficiency with Microsoft Word, Excel, Outlook and Ellucian Colleague or similar ERP databasesCash handling experienceCustomer service experience handling multiple phone lines and email responses
APPLICATION PROCEDURE
A. Applicants must complete the online application through SchoolJobs.com. All elements of the application, including the education and work experience sections and supplemental questions must be submitted in order for the application to be considered complete. Napa Valley College evaluates candidates based on the information provided in the online application only. Do not attach resumes and cover letters.
Internal applicants are still required to submit a complete online application for this position. This includes the submission of transcripts.
B. Applicants must attach the following to complete the application process:
High School diploma or legible copies of transcripts verifying college work, degrees, and conferral dates (official transcripts required on offer of employment). Transcripts without the degrees and conferral dates will be deemed incomplete.
Foreign Transcripts: Napa Valley College requires that individuals who have completed college or university course work at an institution in a country other than the United States must obtain a complete evaluation of foreign transcripts, degrees and other relevant documents. A foreign transcript evaluation is required any time foreign course work is used to meet minimum qualifications and/or salary placement, even if the foreign transcript has previously been accepted by a different college or university in the United States. Foreign transcripts must be evaluated by one of the organizations approved by the State of California, Commission on Teacher Credentialing. Please click here (Download PDF reader) for a list of approved organizations.
It is important that your application reflect all of your relevant education and experience. Please note that applications will be rejected if no work experience is listed, or if other required application fields are missing or incomplete. Transcripts are the only attachments allowed so we may verify that the minimum education qualification has been met.
All required application materials must be submitted no later than 11:59 p.m. Pacific Time on the filing deadline. Please do not submit material not requested. Application materials submitted become the property of Napa Valley College and the Office of Human Resources, Training & Development cannot copy, return, or transfer material to other positions. Any expenses incurred in connection with the initial interview will be the responsibility of the candidate. The college will reimburse certain travel expenses associated with second interviews (if applicable), depending on distance of travel.
The District will not accept materials by e-mail, fax, or mail for this position.
SPECIAL ACCOMMODATIONS: If you are in need of special services or facilities due to a disability in order to apply or interview for this opening, please contact the Office of Human Resources, Training & Development.
Napa Valley College, an Equal Employment Opportunity Employer, maintains a drug-free workplace and requires that employees abide by that policy.
For more information, contact the Office of Human Resources, Training & Development:
2277 Napa-Vallejo HighwayNapa, CA 94558
(707) 256-7100jobline@napavalley.edu
For technical support, contact NEOGOV at (855) 524-5627.
The college offers a fringe benefit package including medical, dental, vision, disability and life insurance, employee assistance program, and public employee retirement system membership.
Information pertaining to specific benefit allotments can be found on the Regular Classified Salary Schedule.
Visit our Benefits page for more information regarding district-sponsored health benefits and to obtain information about our health benefit providers. For other specific questions related to benefits, contact the Office of Human Resources, Training & Development at (707) 256-7100.
01
Describe how your current and previous work experience has prepared you for the scope of work and minimum and desirable qualifications described in the job announcement for this position. Please include your experience with: a) Knowledge of standard office procedures; b) Reception and customer service skills; c) Preparing documents, letters, and reports; and d) Working in an environment of heavy public traffic.
02
Describe your current and previous work experience in interpreting and learning laws, regulations, and policies and your specific role in communicating and applying them in the workplace. (Limit your response to 300 words.)?
03
Please give a specific example of a difficult situation in the workplace that you had to analyze and resolve. What steps did you take? (Limit your response to 300 words.)
04
Please give specific examples of your cash handling experience such as processing payments, reviewing accounts, bank deposits and using a cash register/payment software. (Limit your response to 300 words.)
05
Describe your experience working with or serving individuals from diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and race/ethnic backgrounds and what you learned from the experience.? Give specific examples. (Limit your response to 300 words.)?
Required Question
See Position Description
Location :
Napa, CA
Job Type:
Classified (Full-time)
Job Number:
2024-00026
Department:
Business & Finance
Opening Date:
10/15/2024
Closing Date:
11/12/2024 11:59 PM Pacific
DESCRIPTION
Napa Valley College is seeking a Business Office Assistant in the Business & Finance Office. The Office assists students with their fee related and student body related financial activities. It also assists and supports departments and employees of the College with their purchasing, accounting, payroll and budget needs. The Office ensures that all activities comply with generally accepted accounting procedures, District polices, and state and federal regulations.
The incumbent in this position will be receiving, depositing, and accounting for all moneys received by the district; processing transactions related to student accounts; and performing accounting of all fixed assets.
The position reports to the Manager, Accounting.
This is a full-time, 12-months-per-year, classified position. The salary has an appropriate placement on range 4 of the current Classified Salary Schedule. The starting salary range is $3,494 to $4,045/month, with future steps up to $4,916/month. Placement is made based on experience. The college offers a fringe benefit package including medical, dental, vision, disability and life insurance, employee assistance program, and public employee retirement system membership.
DUTIES AND RESPONSIBILITIES
Essential Functions:
Assists with training student assistants and temporary personnel as assigned for the purpose of providing expertise and applicable skills.Collects student fees and other monies for the purpose of providing secure collection and making daily deposits of money received in the business office and in coordination with multiple departments.Maintains financial information, files, and records (e.g. financial transactions, student accounts, separate cash receipts records of various funds/accounts of the district, updates as fees are collected, etc.) for the purpose of ensuring the availability of documentation and compliance with established policies and regulatory guidelines and District audits.Participates in meetings as assigned (e.g. unit meetings, in-service training, workshops, accounting staff meetings, independent audits., etc.) for the purpose of conveying and gathering information required to perform job functions.Performs follow-up work to collect outstanding student fees (e.g. review and analyze status of individual student accounts, etc.) for the purpose of updating and implementing appropriate actions regarding delinquent student accounts.Prepares financial information (e.g. daily cash reconciliation, deposits, posts cash receipts transactions, student record updates, county deposit advice reports, budget code determinations, etc.) for the purpose of documenting activities, providing reference, conveying information, and complying with established financial, legal, and administrative requirements.Processes financial information (e.g. enrollment fees, tuition, returned checks, parking tickets, billing agency coordination, etc.) for the purpose of updating and distributing information, authorizing for action, and complying with established accounting practices.Provides customer service for Business Office for the purpose of providing information, assistance, and referral.Provides support to other departmental personnel for the purpose of ensuring efficient processing activities in compliance within policy and established regulatory guidelines.Reconciles financial data (e.g. deposits, cash receipts transactions, student accounts, annual petty cash verification, etc.) for the purpose of maintaining accurate account balances and ensuring compliance with established accounting practices.Researches discrepancies of financial information and/or documentation (e.g. deposits, cash receipts, accounting and processing problems, etc.) for the purpose of ensuring the accuracy and adhering to established procedures prior to processing.Responds to a variety of inquiries (e.g. staff, students, etc.) for the purpose of providing information, direction, and referral for addressing inquiry.Serves as a receptionist for Fiscal Services for the purpose of providing information and assistance to callers and visitors as requested and switchboard relief as needed.Other Functions:
Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.JOB REQUIREMENTS
Minimum Qualifications
Skills, Knowledge and Abilities:
SKILLS
are required to perform single, technical tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: applying district, state, and federal policies and regulations; operating standard office equipment; performing standard bookkeeping/accounting procedures; preparing and maintaining accurate records; customer service; and utilizing pertinent software applications.
KNOWLEDGE
is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and understand complex, multi-step written and oral instructions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: accounting or bookkeeping principles; money handling and processing; work-related district, state, and federal policies and regulations; concepts of grammar and punctuation; office application software; business telephone etiquette; and recordkeeping and record retention practices.
ABILITY
is required to schedule activities and/or meetings; gather, collate, and/or classify data; and use job-related equipment. Flexibility is required to work with others in a variety of circumstances; work with data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a wide diversity of individuals; work with a variety of data; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific ability based competencies required to satisfactorily perform the functions of the job include: maintaining confidentiality; meeting deadlines and schedules; setting priorities; working with detailed information; communicating with diverse groups; working independently with minimal supervision; displaying tact and courtesy; and demonstrated sensitivity to an understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic background of community college students.
Responsibility:Responsibilities include: working under limited supervision following standardized practices and/or methods; providing information and/or advising others; tracking budget expenditures. Utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization's services.
Work Environment:The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, and significant fine finger dexterity. Generally the job requires 75% sitting, 10% walking, and 15% standing. This job is performed in a generally clean and healthy environment.
Experience:Six (6) months of experience in an office setting or customer related role.
Education:High school diploma or equivalent.
Clearances:Criminal Background ClearanceTuberculosis Clearance
Title 8, USC, Section 1324-A requires verification of eligibility for employment in the United States.
Desirable Qualifications
Experience working in a college environmentExperience and proficiency with Microsoft Word, Excel, Outlook and Ellucian Colleague or similar ERP databasesCash handling experienceCustomer service experience handling multiple phone lines and email responses
APPLICATION PROCEDURE
A. Applicants must complete the online application through SchoolJobs.com. All elements of the application, including the education and work experience sections and supplemental questions must be submitted in order for the application to be considered complete. Napa Valley College evaluates candidates based on the information provided in the online application only. Do not attach resumes and cover letters.
Internal applicants are still required to submit a complete online application for this position. This includes the submission of transcripts.
B. Applicants must attach the following to complete the application process:
High School diploma or legible copies of transcripts verifying college work, degrees, and conferral dates (official transcripts required on offer of employment). Transcripts without the degrees and conferral dates will be deemed incomplete.
Foreign Transcripts: Napa Valley College requires that individuals who have completed college or university course work at an institution in a country other than the United States must obtain a complete evaluation of foreign transcripts, degrees and other relevant documents. A foreign transcript evaluation is required any time foreign course work is used to meet minimum qualifications and/or salary placement, even if the foreign transcript has previously been accepted by a different college or university in the United States. Foreign transcripts must be evaluated by one of the organizations approved by the State of California, Commission on Teacher Credentialing. Please click here (Download PDF reader) for a list of approved organizations.
It is important that your application reflect all of your relevant education and experience. Please note that applications will be rejected if no work experience is listed, or if other required application fields are missing or incomplete. Transcripts are the only attachments allowed so we may verify that the minimum education qualification has been met.
All required application materials must be submitted no later than 11:59 p.m. Pacific Time on the filing deadline. Please do not submit material not requested. Application materials submitted become the property of Napa Valley College and the Office of Human Resources, Training & Development cannot copy, return, or transfer material to other positions. Any expenses incurred in connection with the initial interview will be the responsibility of the candidate. The college will reimburse certain travel expenses associated with second interviews (if applicable), depending on distance of travel.
The District will not accept materials by e-mail, fax, or mail for this position.
SPECIAL ACCOMMODATIONS: If you are in need of special services or facilities due to a disability in order to apply or interview for this opening, please contact the Office of Human Resources, Training & Development.
Napa Valley College, an Equal Employment Opportunity Employer, maintains a drug-free workplace and requires that employees abide by that policy.
For more information, contact the Office of Human Resources, Training & Development:
2277 Napa-Vallejo HighwayNapa, CA 94558
(707) 256-7100jobline@napavalley.edu
For technical support, contact NEOGOV at (855) 524-5627.
The college offers a fringe benefit package including medical, dental, vision, disability and life insurance, employee assistance program, and public employee retirement system membership.
Information pertaining to specific benefit allotments can be found on the Regular Classified Salary Schedule.
Visit our Benefits page for more information regarding district-sponsored health benefits and to obtain information about our health benefit providers. For other specific questions related to benefits, contact the Office of Human Resources, Training & Development at (707) 256-7100.
01
Describe how your current and previous work experience has prepared you for the scope of work and minimum and desirable qualifications described in the job announcement for this position. Please include your experience with: a) Knowledge of standard office procedures; b) Reception and customer service skills; c) Preparing documents, letters, and reports; and d) Working in an environment of heavy public traffic.
02
Describe your current and previous work experience in interpreting and learning laws, regulations, and policies and your specific role in communicating and applying them in the workplace. (Limit your response to 300 words.)?
03
Please give a specific example of a difficult situation in the workplace that you had to analyze and resolve. What steps did you take? (Limit your response to 300 words.)
04
Please give specific examples of your cash handling experience such as processing payments, reviewing accounts, bank deposits and using a cash register/payment software. (Limit your response to 300 words.)
05
Describe your experience working with or serving individuals from diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and race/ethnic backgrounds and what you learned from the experience.? Give specific examples. (Limit your response to 300 words.)?
Required Question