Administrative Services Manager B - Yakima, United States - Yakima Valley College

Description

Salary:
$4, $5,900.00 Monthly


Location :
Yakima, WA


Job Type:
Classified

Job Number:

24-054


Division:
Accounting Services

Opening Date:

04/24/2024

Closing Date:

5/8/2024 11:00 PM Pacific

Description

We invite you to consider joining Yakima Valley College (YVC), an innovative and equity-focused designated Hispanic Serving Institution that is committed to the pursuit of equitable student learning outcomes for its diverse students.

Yakima Valley College is accepting applications for the position of

Administrative Services Manager B.

This is a full-time, in-person, classified position; the beginning salary is $4,385 per month for 40 hours per week, with periodic increments of up to $5,900, plus a full state benefits package.

The

Administrative Services Manager B

position in the Business Office is responsible for: collections, cashier team leader/backup, check processing, processing cash receipts, and processing accounting entries.

This position serves as the cashier team leader as well as the backup cashier (covering cashier open hours as necessary); this position provides full cashier functions and calculates and processes quarterly refunds.

This position is a challenging assignment that involves the use of a complex automated system for maintaining college accounting records.

Work involves a high degree of detail, largely involving numbers or strings of numbers/text, mathematical acumen, cash handling, accuracy and thoroughness, evaluation of input and result, dependability, and flexibility to changing work situations/workflow.

Work conditions include high-stress situations, high use of technology for the majority of the job, high degree of accuracy and efficiency, expectation of timely workflow, and functioning in concert with other Business Office team members.

The

Administrative Services Manager B

reports directly to the Director of Business & Accounting Services.


Our Mission Statement:

As a federally designated Hispanic-serving Institution residing on the traditional homelands of the 14 Confederated Tribes and Bands of the Yakama Nation, Yakima Valley College cultivates equity and a culture of innovative and inclusive teaching and learning.

Yakima Valley College serves all students holistically, supports all students' learning goals, and fosters achievement within career and educational pathways.

We strengthen our communities by providing opportunities for personal enrichment, economic mobility, and sociocultural engagement.

This

Administrative Services Manager B

position supports our mission by providing fiscal functions to the director, assistant director, other department staff, and other fiscal staff at the college.

This support assists the department in managing and protecting the college assets, maintaining fiscal integrity (banking, bankruptcy, collections, processing college checks, and inputting accounting entries), interpreting and enforcing regulations and policies, and training and leading fiscal staff (building staff skills and college community).

This position has a direct role in the financial stability of the college operation, allowing the college to continue operations of delivering education and providing learning opportunities.

(Core Theme:

Community)

Essential Tasks


JOB PROFILE:
Accounting System-PeopleSoft (ctcLink):

Post accounting transactions to the college's automated accounting system. Process data entry (input) for the Business Office into the system. Assist with the generation of 1098-T Student Tax forms.


Bankruptcy:
Receive bankruptcy notices from collection agencies, research charges, and file proof of claims regarding the debt owed to YVC. Notify college departments of bankruptcy (stay of action until the bankruptcy case is settled).

Track bankruptcy status and court decision. Verify that the collection agency has resumed collection activity after the case is decided.


Cashiering:
Function as the cashier team leader for cashiers in Yakima and Grandview. Provide training, assistance, and resources to cashiers. Function as a cashier and provide backup cashiering when necessary. Review and analyze cashier batches and close out cashier batches. Input cashier transactions during the pre-arranged Grandview Cashier Backup Process. Process online payments during peak cashiering periods. Transport materials/documents between the Business Office and Cashiering. Analyze and process student refunds. Manage third-party tuition payments and billings. Maintain record of students on payment plans and follow-up reminders. Prepare cash boxes and maintain change funds in cashiering.

Collections for Student Debt/Citations/

Other Department Debt:
Has primary responsibility for overseeing and managing collections for the college. Receive student debt notification from other areas (primarily from financial aid), research charges, and the amount due. Post debt to the collection spreadsheet and generate collection letters to students according to college collection guidelines.

Post debt to student accounts and manage service indicators. Respond to requests from students and individuals regarding debt. Advise students of their repayment options. Establish repayment agreements. Maintain repayment files. Track repayment agreements, incoming payments, and delinquent payments. Identify delinquent accounts; send a final demand letter.

Send unpaid debt (after the final demand deadline) to the collection agency, using the agency's online submittal system. Monitor agency collection accounts. Post payments received from collection agency to student account.

Serve as liaison w/the collection agency.

Generate annual debt statistics for the Director.


Communication:
Respond to requests for information from students, staff, and visitors. Serve as the primary point of contact for student 1098-T questions. Interpretation and implementation of rules and regulations about collections, recording, reporting, custody, and safeguarding of college assets. Knowledge of Federal Funding rules and regulations, Washington State rules and regulations, and YVC institutional policies and procedures. Coordination and response to state and federal audits and program reviews. Interpreting internal and external policies and translating them into efficient and effective procedures.

Bank Mobile-Electronic Distribution of

Financial Aid Funds:

Function as a contact for students needing assistance with Bank Mobile (the agency that provided electronic distribution of financial aid funds).

Process refund reversals as requested by the college community. Serve as the liaison with Bank Mobile, attend webinars, communicate with the Bank Mobile rep, etc. Train on-campus staff in Bank Mobile processes.


Key Results Expected:

Handle complex financial transactions and records using statistical reasoning, evaluation (data completeness, accuracy, consistency, and comparability with other data), and analysis (spreadsheets, databases).

Monitor cashiering and accounting batches to ensure accurate input on a timely basis. Handle collection processes promptly according to YVC policy and procedures. Safeguard college assets including cash. Assist the Director of Business & Accounting Services, Assistant Director, Business Office staff, campus community, and students as needed. Other duties as assigned.

Qualifications


MINIMUM QUALFICATIONS:
High school diploma, or GED certificate.

Fifteen quarter hours or ten semester hours of college-level accounting or bookkeeping.

Two years of full-time experience as a Fiscal Technician, or equivalent, including experience using accounting-related software.

An Associate of Arts Degree, or equivalent, in accounting or business may substitute for one year of required experience.


KNOWLEDGE OF:
The community college accounting system.

Finance-related modules in the ERP system and how they interact.

Federal and state rules and regulations and YVC institutional policies and procedures. General Accepted Accounting Principles (GAAP). Cash handling policies and procedures. General ledger accounts and accounting transactions.


SKILLED WITH:
Personal computers along with finance-related applications are an integral part of the position.
the college accounting system (knowledge, skill, and high level of proficiency).
Microsoft Outlook, Excel, Word, and Access (knowledge, skill, and high level of proficiency).
Researching and analyzing information in SAAM, SBCTC website, and other sources.
Communicating information, concisely, and logically both in writing and orally, using language the audience will best understand.


ABILTIY TO:

Work with a high degree of accuracy and thoroughness - work must be neat, orderly, and provide sufficient information to be readily auditable; compares finished work to what is expected to find inconsistencies.

Work with a high level of independence.
Complete assignments within appropriate timelines with minimum review.
Balance multiple responsibilities while ensuring deadlines are met.
Work with frequent interruptions, numerous stops/starts, and a high volume of tasks with multiple deadlines.

Work cooperatively and collaboratively with the director, assistant director, fiscal staff, students, and other departments to ensure accurate reporting of financial information.

BEHAVIOR:
Be a team leader, assisting other staff and support the college's mission and goals.
Be engaged, show confidence in self and others, and inspire/motivate others. Dependable with regular work attendance and follow established work schedules and break periods. Maintain a pleasant, tactful manner in adverse situations. Maintain a friendly, approachable, professional demeanor. Be thorough, detail-oriented, and self-directed. Possesses a strong fiscal/business acumen.

Supplemental Information


Application Instructions:
To apply for this position, you


MUST
submit a complete YVC Online Employment Application, and include the following


REQUIRED

attachments:
A cover letter

describing

how you meet

the qualifications of this position (a generic cover letter will not be accepted)

A current resume

(a resume will not substitute for the "work experience" section of the online application)

Three (3) professional references

(personal references do not count as professional)

Unofficial transcripts

for confirmation of degree (if minimum qualifications require a degree). The successful candidate will be required to submit official transcripts at time of hire.

Certifications/Credentials

as required for fulfillment of the minimum qualifications.

Please note:
Failure to follow the above application instructions will lead to disqualification. Please do not include any attachments other than the ones requested above.

E-mailed documents will not be accepted after the closing of the recruitment or in lieu of attaching your documents to the online application.

Employment Information:
Those applicants invited to interview may be required to complete a skills test.

Candidates may be subject to a Criminal History Background Check as a condition for consideration of employment.

"In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire."

Yakima Valley College does not discriminate against any person on the basis of race, color, national origin, disability, sex, genetic information, or age in admission, treatment, or participation in its programs, services and activities, or in employment.

All inquiries regarding compliance should be directed to the Director of Human Resource Services, YVC, South 16th Ave. & Nob Hill Blvd., Yakima, WA 98902; or call

Yakima Valley College's Annual Safety and Fire Report is available online at https://containing mandated information about current campus policies concerning safety and security issues, required statistics, and other related.

information for the past three calendar years. To obtain a paper copy of the report, please call

Applicants with disabilities who require assistance with the recruitment process will be accommodated to the extent reasonably possible.

All positions are subject to funding.

Yakima Valley College offers a selection of health and retirement plans allowing you to take advantage of the plans that work for you.

We also offer paid leave, development and career opportunities, and other compensation benefits. Benefit packages are a key component of our Total Compensation Model.

Insurance Benefits

Yakima Valley College offers medical (including vision), and dental. There are several medical plans with affordable monthly premiums that offer coverage throughout the state.

Employees are also covered by basic life and long term disability insurance, with the option to purchase additional coverage amounts.

To view premium rates, coverage choice in your area and how to enroll, please visit the

Retirement and Deferred Compensation

State Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the ' web site.

Employees also have the ability to participate in the (DCP), a supplemental retirement savings program that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.

Please refer to the for more detailed information.

Paid Leave and Other Incentives

In addition to the benefits above, full time classifed employees can accrue up to 25 days of vacation, 12 sick days, and 3 personal days each year.

Full time employees are also able to take advantage of waived tuition, scholarships and other professional development opportunities.

Contact our Human Resources team with any additional questions you may.
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