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Coordinator, Bursar's Office

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.  To apply for the position, please click the Apply for this Job link/button.

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Please see Special Instructions for more details.

To be guaranteed consideration, it is the applicant’s responsibility to ensure that all required materials are received before the initial screening date and time indicated on the job posting. Incomplete application packets will not be considered. All application materials will become College property, will not be returned, and will not be copied. Please visit our employment website at http://hrjobs.mtsac.edu to complete and submit your application for this position.

Position Information

Position Information

Job Title: Coordinator, Bursar's Office
Position Number: 201314710
Department: Bursar's Office
Job Category: Classified
Time (Percent Time): 100%
Term (months/year): 12 months/year
Current Work Schedule (days, hours): Monday - Friday, 7:30am - 4:30pm
Salary Range: A-105
Salary: Steps 1 - 6, $5,268 - $6,724 per month
Shift Differential:
Open Date: 08/14/2017
Initial Screening Date: 09/04/2017
Open Until Filled: Yes
Application Procedure:

Complete application packets will be accepted until the position is filled; however, those submitted by 11:59 p.m. (PST) on September 4, 2017 are assured consideration.

Applicants must submit all of the following materials online at http://hrjobs.mtsac.edu to be considered for this position:

1. A Mt. San Antonio College online application.
2. A cover letter describing how the applicant meets the required education and experience.
3. A detailed résumé that summarizes educational preparation and professional experience for the position.
4. College and/or university transcripts showing the awarded/conferred degree (if applicable) are required and must be submitted with the online application by all applicants, including current or former employees of the college, to demonstrate that the required educational qualifications are met. Unofficial transcripts are acceptable at the time of application; however, copies of diplomas are not accepted in lieu of transcripts.

Health & Welfare:

College contributes $10,946 toward annual premium for medical, dental, vision and life insurance coverage. Lifetime retirement benefits provided for eligible retirees. The District participates in the Public Employees’ Retirement System (PERS), State Teachers’ Retirement System (STRS) retirement programs, and MetLife Social Security Alternative Plan.

*Note Salary and Health & Welfare Benefits are subject to change.

Basic Function/Overview:

DEFINITION

Under general supervision, coordinates communications and information to meet student needs for registration fee policies in accordance with state, federal, and local laws and regulations, and College policies and procedures; leads Bursar’s Office personnel engaged in fee collections and related transactions. Coordinates the preparation, maintenance, and processing of account receivables, payments, refunds, and student accounts; maintains accounting and financial records.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from the Associate Vice President, Fiscal Services or designee. May provide technical and functional direction and training to assigned staff.

CLASS CHARACTERISTICS

This is a journey-level and specialized class that performs a variety of professional and technical duties in support of student account activities and other College transactions in the Bursar’s Office. The incumbent coordinates daily processing, record-keeping activities, and reporting requirements in accordance with federal, state, and local laws, rules, and regulations. Successful performance of the work requires extensive knowledge in financial record keeping, cash handling procedures, and student records management.

Essential Duties/Major Responsibilities:

• Coordinates daily functions, operations, and activities in the Bursar’s Office, including preparing, securing, monitoring, reconciling, and analyzing all College collections such as tuition, parking permits, and other miscellaneous fees and payments.
• Schedules, assigns, oversees, trains, and provides work direction to assigned staff.
• Provides direction in financial and cash management, interprets College policies and procedures.
• Communicates with third party contract vendors and federal and state agencies to verify deferment authorizations, arrange payments, or resolve discrepancies as needed.
• Provides quality customer service through timely and effective communication to students and other departments regarding student account issues, policies, and procedures.
• Handles a variety of difficult customer situations and disputes using tact, diplomacy, and patience to defuse irate/angry customers. May intervene, as necessary, on the behalf of other office staff.
• Responds to student inquiries regarding their accounts and fees; assists students with related questions on the phone and/or in person.
• Prepares and processes a variety of documents involved in financial transactions; records and reconciles credit card transactions.
• Creates and maintains reports and summaries related to student accounts; reviews, balances, and reconciles accounts and financial reports.
• Maintains student accounts, receives monies, clears holds if applicable, and enters appropriate data; makes adjustments as needed; reviews and cancels pending student credit card transactions as appropriate; places and releases holds for financial obligations; analyzes, places, and corrects waivers; applies holds on student records as needed; researches, authorizes, and processes student refunds.
• Performs specialized duties in the student accounts module within the enterprise application system including managing student accounts, performing enterprising application systems procedure testing, and setting up new fees/payment codes as necessary.
• Creates processes that generate student refunds and performs other technological functions as needed.
• Receives, counts, and reconciles registration monies (cash and cash equivalent). Posts funds collected to appropriate accounts and categories. Verifies and reconciles revenue categories on cash summary reports, ensuring accuracy and detail for audit trail purposes.
• Consults and coordinates with Admissions and Records, Financial Aid, and other departments across campus on business process changes as a result of system updates, researches these changes for potential problems, and develops and implements solutions.
• Provides technical and functional direction to other department staff including providing guidance and assistance in problem resolution.
• Exercises appropriate discretion in carrying out duties to include maintaining security and confidentiality of student account records mandated by Family Educational Rights and Privacy Act (FERPA) regulations, and in accordance with state, federal, and local laws and regulations, and College policies and procedures.
• Extracts and downloads information to prepare reports and audit accuracy of data.
• Prepares Internal Revenue Service (IRS) form 1098-T filing information. Coordinates with third party vendor annually; prepares duplicate, replacement, and corrected 1098-T forms for students.
• Researches and resolves issues with student accounts related to student fee processes.
• Attends and participates in various meetings as assigned.
• Learns and applies emerging technologies as necessary to perform duties in an efficient, organized, and timely manner.

Other Duties:

Performs other related duties as assigned.

Knowledge Of:

• Current principles, practices, and methods of public accounting and finance in a public agency.
• Financial operations of community college operations such as accounts receivable, tuition, financial aid, and other student fees and revenue sources.
• Basic principles and practices of providing technical and functional direction and training to assigned staff.
• Record keeping, information processing requirements, policies and procedures related to the maintenance of student accounts and payments.
• Principles and practices of cash handling procedures.
• Automated accounting application and finance systems; computer software related to accounts receivable.
• Computer applications related to work, including word processing, database, and spreadsheet software.
• Applicable federal, state, and local laws and regulations, regulatory codes, ordinances, and College policies and procedures relevant to assigned area of responsibility.
• English usage, spelling, vocabulary, grammar, and punctuation.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, students, and District staff, including individuals of various ages, abilities, socio-economic and ethnic groups.

Skills and Abilities:

• Interpret, apply, explain, and ensure compliance with applicable federal, state, and local laws and regulations, policies and procedures of accounting and basic student account processes.
• Coordinate and participate in the processing and verification of incoming monies and receipting processes.
• Evaluate and make recommendation for improvements in operations, procedures, policies, or methods.
• Establish, maintain, and research student account records and other related accounting records and files.
• Establish and maintain a variety of filing, record keeping, and tracking systems.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
• Make accurate arithmetic, financial, and statistical computations.
• Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
• Compose correspondence and reports independently or from brief instructions.
• Operate modern office equipment including computer equipment and specialized software applications programs.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Understand scope of authority in making independent decisions.
• Review situations accurately and determine appropriate course of action using judgment according to established policies and procedures.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Minimum Qualifications/ Education & Experience:

Equivalent to an Associate’s Degree in accounting, finance, business administration, or related field from a regionally accredited college or university, and five (5) full-time equivalent years of experience in accounting, finance, or cash management.

Equivalencies:
Preferred Qualifications:

Experience in Bursar’s Office in higher education and/or a Bachelor’s degree is desirable.

License(s) & Other Requirements:

Employees may periodically be required to operate a vehicle that necessitates possession of a valid California driver’s license. Such employees must have the ability to secure and maintain a valid California driver’s license.

Examination Requirements:
Working Environment:

Incumbents work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Incumbents may interact with staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

Physical Demands:

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Incumbents must possess the ability to lift, carry, push, and pull materials and objects up to 20 pounds.

Hazards:
Conditions of Employment:

Official offers of employment are made by Mt. San Antonio College Human Resources and are made contingent upon Board approval. It is also required that a final offer of employment will only be made after the candidate has successfully been live-scanned and clearance for employment is authorized by Human Resources. Costs for live-scan services shall be borne by the candidate.

Notice to all prospective employees – The person holding this position is considered a ‘mandated reporter’ under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Administrative Procedure 3518, titled Child Abuse Reporting, as a condition of employment.

As required by the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Mt. San Antonio Community College Annual Security Report is available here: http://www.mtsac.edu/safety/pdf/2014ASRFinal.pdf

The person holding this position is considered a ‘Responsible Employee’ under Title IX of the Educational Amendments Act of 1972 and is required to report to the College’s Title IX Coordinator all relevant details reported to him or her about an incident of alleged sexual misconduct including sexual harassment, sexual assault, dating and domestic violence and stalking.

Typing Certificate Requirements:
Special Notes:

Please note: A confirmation number will be assigned when your application packet indicates the supplemental questions have been answered and a document has been attached to each required link. Assistance with the online application process is available through the Office of Human Resources at 1100 N. Grand Avenue, Walnut, CA 91789-1399. Human Resources: (909) 274-4225. E-mail: employment@mtsac.edu.

TRAVEL POLICY: Costs associated with travel in excess of 150 miles one way from residence for the purpose of an interview will be reimbursed up to $500 maximum. Relocation costs will be borne by the successful candidate.

THE MT. SAN ANTONIO COLLEGE DISTRICT WILL NOT SPONSOR ANY VISA APPLICATIONS.

Foreign Transcripts:

Foreign Transcripts: Transcripts issued outside the United States require a course-by-course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached with the application and submitted by the filing deadline.

Inquiries/Contact:

Human Resources at 1100 N. Grand Avenue, Walnut, CA 91789-1399. Human Resources: (909) 274-4225.
E-mail: employment@mtsac.edu.

Selection Procedure:

A committee will evaluate applications, taking into account breadth and depth of relevant education, training, experience, skills, knowledge, and abilities. Interviews may include a writing sample, committee presentation, and/or performance test. The start date will be following Board approval and receipt of live scan clearance.

Special Instructions to Applicants:

To be guaranteed consideration, it is the applicant’s responsibility to ensure that all required materials are received before the initial screening date and time indicated on the job posting. Incomplete application packets will not be considered. All application materials will become College property, will not be returned, and will not be copied. Please visit our employment website at http://hrjobs.mtsac.edu to complete and submit your application for this position.

EEO Policy:

The College is an equal opportunity employer. The policy of the College is to encourage applications from ethnic and racial minorities, women, persons with disabilities, and Vietnam-era veterans. No person shall be denied employment because of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex (gender), age, sexual orientation, or the perception that a person has one or more of these characteristics.

Conflict of Interest

Mt. San Antonio College employees and the Board of Trustees members shall not engage in any employment or activity that is inconsistent with, incompatible with, or in conflict with Mt. San Antonio College’s Administrative Procedures (AP 2710 Conflict of Interest, AP 2712 Conflict of Interest Codes).

Cancel RTF Policy:

WE RESERVE THE RIGHT TO RE-OPEN, RE-ADVERTISE, DELAY OR CANCEL FILLING THIS POSITION.

THIS RECRUITMENT MAY BE USED TO FILL FUTURE VACANCIES.

Quick Link http://hrjobs.mtsac.edu/postings/4897

Posting Specific Questions

Required fields are indicated with an asterisk (*).

  1. * The District does not provide sponsorship for authorization to work in the United States. Work authorization should be established at the time of application submission.
    • I understand this statement
  2. * Incomplete applications packets will not be considered. Stating “see resume” on your application will be considered an incomplete response.
    • I understand this statement
  3. * Evidence of minimum qualifications must be established in the online application form. Supporting documents such as cover letter, resume, etc. will not be used for the purpose of determining minimum qualifications.
    • I understand this statement

Optional & Required Documents

Required Documents
  1. Cover Letter
  2. Resume/Curriculum Vitae
  3. Transcripts to Meet Required Qualifications
Optional Documents
  1. Letter of Recommendation 1
  2. Letter of Recommendation 2
  3. Other Document 1
  4. Other Document 2
  5. Other Document 3