Business Office Specialist

Nocccd • Anaheim, CA

22h • Onsite

About The Position

This position is responsible for performing complex accounting duties in the preparation, maintenance, and review of various District or campus financial records, accounts, invoices, purchase requisitions, and reports to assure accuracy and conformance to established policies and procedures; and coordinating administrative activities for an assigned area. The role involves coordinating daily activities for an accounting area or department, ensuring compliance with accounting principles and standards, and making recommendations for procedural changes. It also includes performing secretarial and administrative duties, scheduling meetings, preparing agendas and minutes, approving purchase orders, and preparing and reviewing financial transaction documents. The specialist will monitor accounting activities of assigned programs, assist with year-end closing, coordinate and monitor campus budgets, and audit financial documents. Communication and coordination with other departments, agencies, and vendors are key, as is providing information and resolving issues for District personnel. The role requires maintaining confidential financial records, operating office equipment, and training others. Additionally, the position involves learning and applying emerging technologies and participating in District/College efforts to increase diversity and address student achievement gaps, fostering an inclusive environment.

Requirements

• High school diploma or GED
• Supplemented by college courses in accounting
• Minimum four (4) years increasingly responsible work experience in accounting
• Commitment to diversity
• 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.
• Ability to demonstrate how their experience with these factors relates to successfully achieving the goals of the position.

Nice To Haves

• Associate degree in a related field.
• Provide increasingly responsible administrative or fiscal support in a business office, accounting, finance, or administrative services environment.
• Demonstrated experience with financial transactions, such as: Purchase requisitions and purchase orders. Invoices, reimbursements, and payment processing. Budget tracking and reconciliation.
• Strong working knowledge of business office practices, including internal controls, approval workflows, and compliance with policies and deadlines.
• Advanced skill in Microsoft Office applications, particularly Excel (spreadsheets, formulas, tracking), Word, and Outlook; experience with shared drives and document management systems and power apps, jot forms, etc.
• Experience supporting grant-funded or categorical programs, including compliance with allowable expenditures, timelines, and documentation requirements.
• Experience with process improvement strategies.
• 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.
• Demonstrated knowledge and understanding of the barriers faced by immigrant and first generation students.

Responsibilities

• Coordinates daily activities for accounting area or department.
• Ensures compliance with accounting principles and standards.
• Makes recommendations to changes in procedures as necessary.
• Reconciles and balances accounts and bank statements for assigned area or department.
• Performs secretarial and administrative duties of moderate complexity.
• Schedules meetings and appointments for designated Manager.
• Prepares agenda items.
• Prepares minutes of meetings.
• Approves and rejects purchase orders.
• Prepares and reviews various documents involved in financial transactions, such as invoices, requisitions, journal entries, purchase orders, budget transfers, contract agreements, and personnel changes for accuracy, compliance with appropriate regulations, and District policies and procedures.
• Monitors accounting activities of assigned categorically-funded programs.
• Prepares expenditure and progress reports as requested.
• Assists with year-end closing process.
• Coordinates the preparation and monitoring of campus budgets as required.
• Reconciles, balances, and researches financial information for budget analysis purposes.
• Audits financial documents to assure accuracy, completeness.
• Conducts research to resolve discrepancies as necessary.
• Coordinates communication and accounting activities with other departments and personnel, governmental agencies, private agencies and vendors.
• Provides information to District personnel regarding various records, budgets, accounts and programs.
• Answers questions and resolves problems related to assigned program or accounting function.
• Maintains and files a variety of financial and accounting records, forms, listings and files requiring confidentiality.
• Operates a variety of office equipment and machines.
• Trains and provides work direction and guidance to others as directed.
• Learns and applies emerging technologies and advances as necessary to perform duties in an efficient, organized, and timely manner.
• Participates in District/College efforts to increase the diversity of faculty and staff and to address student achievement gaps.
• Actively assists in the creation of a welcoming and inclusive work and educational environment.
• Attends and participates in diversity, equity and inclusion trainings and events.
• Performs related duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 501-1,000 employees