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    Office Coordinator - Anaheim, United States - California Department of Education

    California Department of Education
    California Department of Education Anaheim, United States

    4 weeks ago

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    Description
    Office Coordinator

    North Orange County Community College District


    Position Number:
    P


    Location:
    Fullerton College


    Department:
    FC Educational Partnerships & Programs

    Percentage of Employment: 100%

    Months of Employment: 12 Months Per Year

    Work Schedule:
    Monday- Friday, 8:00 AM - 5:00 PM (Schedule and shift are subject to change in accordance with department needs.)


    Job Description:


    Coordinates office activities, which may include accounting functions; discusses and reviews daily events with designated Manager to ensure timely and appropriate coordination of office activities; ensures that work is performed in a competent and timely manner.


    Ensures implementation and maintenance of established District policies and procedures; ensures compliance with federal policies and procedures related to accounting; assists in the development of revised District policies and procedures as necessary.


    Serves as an assistant to designated Manager; schedules meetings and appointments; prepares agenda items; maintains records and supplies; receives and processes incoming mail.

    Makes decisions within established policies and procedures in the absence of designated Manager.

    Attends meetings, conferences, and seminars to make presentations regarding policies and procedures.


    Answers questions and provides technical expertise to assist District personnel and department personnel regarding various records, budgets, accounts and programs.

    Coordinates communication and accounting activities with other District departments and personnel, governmental agencies, private agencies and vendors.


    Prepares financial statements and reports as directed; ensures compliance with applicable rules, regulations, policies and procedures; maintains a variety of difficult and complex financial and accounting records, ledgers, statements and reports.


    Assists in the preparation and monitoring of District-wide or campus-wide budget; processes budget transfers and prepares journal entries; signs warrants; monitors accounting activities of assigned categorically-funded programs; prepares expenditure and progress reports as required by funding agencies.

    Audits financial documents to assure accuracy, completeness; conduct research to resolve discrepancies as necessary.

    Supervises, trains, evaluates and directs the work of assigned staff as directed.

    Learns and applies emerging technologies and advances as necessary to perform duties in an efficient, organized, and timely manner.


    Participate in District/College efforts to increase the diversity of faculty and staff and to address student achievement gaps; active assistance in the creation of a welcoming and inclusive work and educational environment; attend and participate in diversity, equity and inclusion trainings and events.

    Performs related duties as assigned.


    Primary Purpose:


    POSITION IS PARTIALLY GRANT FUNDEDThis position is responsible for coordinating office activities; implementing policies and procedures; and performing a variety of complex administrative duties, which may include accounting functions in the absence of the designated Manager to assure efficient operations.


    Working Relationships:
    The Office Coordinator maintains frequent contact with various departments and personnel, and outside vendors, agencies and financial institutions.


    Knowledge, Skills, and Abilities:


    Knowledge of accounting and auditing principles, practices and proceduresKnowledge of financial and statistical record-keeping principlesKnowledge of modern office practices, procedures and equipmentKnowledge of applicable sections of State Education Code and other applicable lawsKnowledge of computer-based accounting systemsKnowledge of various computer software programsAbility to interpret, apply, and explain rules, regulations, policies and proceduresAbility to make arithmetic calculations quickly and accuratelyAbility to operate a variety of office equipment such as calculator, computer, copier, etc.

    Ability to analyze situations accurately and adopt an effective course of actionAbility to plan, organize and prioritize work

    Ability to meet schedules and time linesAbility to understand and follow oral and written directionsAbility to communicate effectively, orally and in writingAbility to understand scope of authority in making independent decisions

    Ability to review situations accurately and determine appropriate action according to established guidelinesAbility to supervise, train and provide work direction to othersAbility to establish and maintain effective working relationships with others


    Special Requirements:
    Coursework must be verifiable on a legible transcript.

    If selected as a finalist and/or given an offer of employment for this position, you will be required to provide a transcript (may be unofficial).

    Human Resources will contact the finalist to obtain this required documentation at that phase of the recruitment.


    Minimum Qualifications:
    High school diploma or GED, supplemented by related college-level coursework.

    Minimum five (5) years increasingly responsible related work experience, including supervisory experience.

    Commitment to diversity.

    All applicants must have demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty and staff.

    The applicant must be able to demonstrate how their experience with these factors relates to successfully achieving the goals of the position.


    Desirable Qualifications:
    Experience preparing and monitoring categorical funds.

    Proficiency in Microsoft Excel.

    Demonstrated experience integrating diversity, equity, and inclusion into the duties and responsibilities for this position.

    Prior experience in approaching work and interactions with colleagues and/or students in an equity minded manner. Ability to provide an inclusive and welcoming work/educational environment.


    Working Conditions:
    College or District business office environment; subject to sitting for long periods at a time (up to 2-3 hours). Repetitive use of upper extremities including hand coordination activities.

    Salary Range:
    $5,903 - $7,130 Per Month

    Number of Vacancies: 1


    Posting Number:
    P

    Open Date: 04/17/2024

    Close Date: 5/1/2024


    Special Instructions Summary:

    Work Schedule:

    District employees can apply for the Flexible/Hybrid Work Program, working a hybrid schedule of remote work and in-person each week.

    Approval and number of in-person days may vary by position/department. Questions regarding the work schedule may be discussed with Hiring Manager if selected as an interview candidate.

    This position is partially grant funded and exists based on the availability of funds. Employment is contingent upon the continuous availability of funds.

    This is a classified position subject to a one-year probationary period.

    Initial salary placement will be determined by the Office of Human Resources in accordance with Board Policy and is not negotiable.

    The candidate selected for employment will be required to provide the following:

    identification and employment eligibility as outlined in the Immigration Reform and Control Act, fingerprints and required medical certification pursuant to statue.

    NOCCCD will not sponsor any visa applications.

    The District may choose to fill one or more positions from this recruitment within six (6) months.

    To ensure consistency and fairness to all applicants, please do not submit materials in addition to those requested. Additional materials will not be considered or returned. Be sure to complete all questions and sections of the application. For questions which may not apply, indicate "N/A" (not applicable). Do not use terms such as "see resume" or "see attached".


    The minimum required number of references for this position is three (3) and will be requested at the finalist and/or offer of employment phase of the hiring process.


    All applications will be screened under a process of utmost confidentiality by a committee of representatives from the college community.

    Possession of the minimum qualifications does not ensure an interview.


    Minimum Qualifications - Experience: One year of experience is equivalent to 12 months of experience at a maximum of 40 hours per week (full time).

    Applicable part-time experience will be converted to the full-time equivalent for the sole purpose of meeting the experience minimum qualification (Example: Twelve (12) months of part time work experience is equivalent to six (6) months full time).

    Minimum Qualifications - Education: 24 units are equal to one year of education. As applicable, education must be from a regionally accredited institution and verifiable on a legible unofficial transcript.

    Reasonable accommodations for applicants with disabilities may be requested by calling at least three business days in advance of the scheduled examination/interview date.

    Evaluations of foreign degrees and/or coursework are required. See our website at for information regarding evaluation of foreign degrees.


    To apply, visit:
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