CLATSOP COMMUNITY COLLEGE
JOB DESCRIPTION
Director of Accounting Services
JOB SUMMARY
Under general direction The Director of Accounting Services plans, organizes and supervises the following accounting personnel: Accounts Receivable (AR), Accounts Payable (AP), Grant Accounting (GA) and Payroll (PY). The Director of Accounting Services reports to the Vice President of Finances (VPF) and will be responsible for monitoring general accounting practices; developing internal accounting controls; monitoring department budgets; and building a strong financial team.
ESSENTIAL DUTIES
Internal Responsibilities:
- Supervises and conducts performance management for accounting services staff in a busy College environment, ensuring that staff are apprised of changing policies and procedures and are trained on the latest version of accounting software.
- Ensures that a redundant backup process is in place for every critical operation.
- Supervises Payroll, staying current on payroll laws, PERS, and associated issues.
- Reviews and posts all transactions daily. Maintains the General Ledger module of the College’s software system creating new accounts as appropriate.
- Maintains the accuracy of financial data by assigning correct budget codes; properly recording transactions via journal entries; and preparing monthly reconciliations.
- Ensures the timeliness of the general ledger and subsidiary ledgers by monitoring the work of the accounting staff - confirming their work is accurate and complete.
- Works with the IT department to ensure proper college-wide security access to General Ledger, AR, AP, Purchasing, Receiving, and Budget modules ensuring that proper authorization is completed by new employees.
- Implements and monitors the month, quarter and year-end closeout accounting schedules.
- Responsible for all non-payroll tax documents for year-end. Ensures that state and federal forms for 1099s and student 1098T forms are uploaded by the due dates.
- Serves as an internal auditor ensuring College policies and procedures are followed in all financial transactions.
- Audits payroll monthly to ensure that all employees are paid correctly per union contracts and individual employment agreements. Posts payroll to the General Ledger ensuring that correct accounts and budgets are in place.
- Confirms that all accounting records are archived according to state and federal laws.
- Serves on internal College standing committees.
- Assists CFO in preparation of monthly and annual reporting as requested.
- Contributes to the overall success of the financial services by performing all other duties and responsibilities as assigned.
Cash Management:
- Generates fund requests from the federal TRIO grant and financial aid system to cover monthly expenses following federal guidelines to ensure that no overpayment is created.
- Monitors all activity in the College bank accounts, ensuring that there is no fraudulent activity, and transfers funds between banks as needed to pay employees, students, and vendors with the appropriate funds.
- Reviews and initials all Accounts Payable and Accounts Receivable checks weekly. Signs all checks over $5,000.
- Ensures College debt service payments are made accurately and timely through wire transfers.
External Agency Interactions
- Coordinates the collection and upload of documents and data required across multiple departments for the annual audit. Ensures accounting and payroll documents prepared for the auditors are complete, compliant, accurate, and timely. Creates complex detailed spreadsheets during the annual external audit process.
- Attends quarterly Business Officers meetings if the CFO is unable to attend.
MINIMUM QUALIFICATIONS
Education and Experience
- Bachelor’s degree in Accounting or Finance required.
- Seven or more years of previous accounting experience in a variety of areas (ex: AR, AP, GL, Payroll, etc.) and fiscal control experience, preferably in an educational institution or public service organization.
- Three to five years of supervisory responsibility.
Note: The College recognizes the value of skills and knowledge gained outside of formal higher education and paid employment. Applicants who do not meet minimum qualifications but present other qualifications or experience equivalent to those required will be considered and are encouraged to apply. To qualify under equivalency, applicants must indicate how they qualify under equivalency by responding to the supplemental question presented during the application process.
Preferred Qualifications
Experience in an educational institution or public service organization.
Knowledge, Skills, and Abilities
- Knowledge of Generally Accepted Accounting Principles (GAAP).
- Must be highly skilled in the use of Excel worksheets.
- Demonstrated ability in problem solving, documentation, research and resolution, data analysis, multi-tasking, and time management.
- High degree of accuracy, attention to detail, well organized and able to work in a fast-paced environment.
- Function as a team member, work independently, and exercise sound judgement.
- Ability to learn quickly the financial structure, financial procedures and systems of the College.
- Ability to solve practical problems and deal with a variety of tangible variables in situations where only limited standardization exists. Ability to interpret a variety of instructions.
- Ability to uphold confidentiality regarding records.
Work Environment:
While performing the duties of this job, the employee is occasionally exposed to work near moving mechanical parts and the risk of electrical shock. The noise level in the work environment is usually moderate.
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to focus. While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle or feel and talk or hear. The employee is frequently required to stand and reach with hands and arms. The employee is occasionally required to walk, climb or balance and stoop, kneel, crouch or crawl. Extensive use of 10 key calculator/keyboard is required.
Clatsop Community College has a strong commitment to the achievement of equity and inclusion among its faculty, staff and students and values the rich diverse backgrounds that make up the campus community. To ensure the college provides an inclusive educational and employment environment focused on strategies for success and equitable outcomes for all, we are seeking a candidate who has an understanding of, and experience with, successfully supporting individuals with varying backgrounds, including people with disabilities; people with various gender identities and sexual orientations; individuals from historically underrepresented communities; and other groups.
