Cal State University (CSU) Dominguez Hills
1000 East Victoria Street, Carson, CA 90747, USA
Working Title: Travel ProCard AP Specialist Department Name: Accounts Payable Division: Administration and Finance Classification Title: Accounting Technician III Classification Salary Range: $3,968 - $6,964 per month The anticipated hiring range for this position is $4,400 - 4,500 per month. The final salary is dependent upon qualifications and experience. About the Department/Position: Under the general supervision of the Manager of Accounting Services, the Travel/ProCard/Accounts Payable Specialist is responsible for processing all travel, ProCard, and full cycle A/P duties requiring comprehensive knowledge of financial record-keeping methods, policies, procedures, and practices of CSU/CSUDH Travel and Hospitality, and a basic knowledge of Generally Accepted Accounting Principles (GAAP). The incumbent's primary responsibilities include processing travel requests, auditing and processing travel expense claims through Concur, facilitating the travel card program, auditing PCard reports, and providing training and customer service to the campus community. Special Working Conditions: This position is hybrid/telecommute-eligible Overview of Duties and Responsibilities: Review incoming travel requests and audit and process travel expense claims for compliance. Follow up on missing documentation and proper authorizations. Ensure all business transactions are reasonable, appropriate, and consistent with policy and procedures Process travel expense claims through Concur and create vouchers in a timely manner while ensuring a high level of accuracy. Reconcile Travel Advance Open Items. Communicate CSU and campus travel policies and procedures to the campus community. Provide travel training and customer service to campus community. Process direct payments, including employee reimbursements, refunds, and other invoices Perform full cycle accounts payable duties as necessary. Audit data entry of other AP Technicians. Minimum Qualifications: Experience: Equivalent to four years of progressively responsible financial record-keeping experience which has provided the above knowledge and abilities. Education: Any equivalent combination of education and experience which provides the required knowledge and abilities. Knowledge, Skills, and Abilities: Comprehensive knowledge of financial record-keeping, mathematical and general office methods, procedures, and practices; and basic knowledge of Generally Accepted Accounting Principles (GAAP). Ability to review financial documents for accuracy, completeness, validity, and adherence to standards; compute and post numbers rapidly and accurately; maintain files and records; identify, trace, and correct errors; follow directions; establish and maintain effective working relationships with others; exercise tact, courtesy, alertness, and good judgment in responding to others; use current computer word processing and spreadsheet software programs, web browsers, query tools, integrated financial systems and/or other types of records management systems; and read and write English at a level appropriate to the position. In addition, must be able to apply accounting procedures and practices to the analysis of basic accounting problems; analyze and interpret accounting data; apply problem-solving techniques in finding solutions to basic accounting problems; understand and apply applicable rules, regulations, policies, and procedures; work independently; and make sound decisions and recommendations regarding accounting activities; maintain accounting records for funds, programs, or activities involving multiple transactions; compile, verify, and reconcile financial data; investigate and resolve errors and discrepancies; and read and interpret computer-generated reports. Preferred Qualifications: CSU or Higher Ed experience Associate or Bachelor's degree in Accounting or related field in combination with the required experience. Experience with Peoplesoft (CFS) 9.2 or higher in the Accounts Payable module Experience with Concur, Excel, Word, Outlook, Zoom, OnBase, Adobe Governmental accounting experience To view the full position description, click “ Position Description ” above. General Information: Satisfactory completion of a background check (including a criminal records check) is required for employment. Failure to satisfactorily complete the background check may affect the application status of applicants or the continued employment of current CSU employees who apply for the position. In accordance with the California State University (CSU) Out-of-State Employment Policy, the CSU is a state entity whose business operations reside within the State of California and prohibits hiring employees to perform CSU-related work outside of California. The CSU system offers a competitive total compensation benefits package for employees and qualifying dependents, including medical, dental, vision, retirement, and tuition assistance. It is our goal to compensate employees equitably and fairly. You can access a full description of our benefits here . Closing Statement California State University, Dominguez Hills, is strongly committed to achieving excellence through a diverse workforce. Individuals with disabilities requesting accommodations under the Americans with Disabilities Act (ADA) may call the Human Resources Office at (310) 243-3771. California State University Dominguez Hills is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status. Employees at California State University, Dominguez Hills shall abide by the Nondiscrimination Statement . Advertised: Feb 08 2024 Pacific Standard Time Applications close: Mar 29 2024 Pacific Daylight Time Closing Date/Time:
Mar 07, 2024
Working Title: Travel ProCard AP Specialist Department Name: Accounts Payable Division: Administration and Finance Classification Title: Accounting Technician III Classification Salary Range: $3,968 - $6,964 per month The anticipated hiring range for this position is $4,400 - 4,500 per month. The final salary is dependent upon qualifications and experience. About the Department/Position: Under the general supervision of the Manager of Accounting Services, the Travel/ProCard/Accounts Payable Specialist is responsible for processing all travel, ProCard, and full cycle A/P duties requiring comprehensive knowledge of financial record-keeping methods, policies, procedures, and practices of CSU/CSUDH Travel and Hospitality, and a basic knowledge of Generally Accepted Accounting Principles (GAAP). The incumbent's primary responsibilities include processing travel requests, auditing and processing travel expense claims through Concur, facilitating the travel card program, auditing PCard reports, and providing training and customer service to the campus community. Special Working Conditions: This position is hybrid/telecommute-eligible Overview of Duties and Responsibilities: Review incoming travel requests and audit and process travel expense claims for compliance. Follow up on missing documentation and proper authorizations. Ensure all business transactions are reasonable, appropriate, and consistent with policy and procedures Process travel expense claims through Concur and create vouchers in a timely manner while ensuring a high level of accuracy. Reconcile Travel Advance Open Items. Communicate CSU and campus travel policies and procedures to the campus community. Provide travel training and customer service to campus community. Process direct payments, including employee reimbursements, refunds, and other invoices Perform full cycle accounts payable duties as necessary. Audit data entry of other AP Technicians. Minimum Qualifications: Experience: Equivalent to four years of progressively responsible financial record-keeping experience which has provided the above knowledge and abilities. Education: Any equivalent combination of education and experience which provides the required knowledge and abilities. Knowledge, Skills, and Abilities: Comprehensive knowledge of financial record-keeping, mathematical and general office methods, procedures, and practices; and basic knowledge of Generally Accepted Accounting Principles (GAAP). Ability to review financial documents for accuracy, completeness, validity, and adherence to standards; compute and post numbers rapidly and accurately; maintain files and records; identify, trace, and correct errors; follow directions; establish and maintain effective working relationships with others; exercise tact, courtesy, alertness, and good judgment in responding to others; use current computer word processing and spreadsheet software programs, web browsers, query tools, integrated financial systems and/or other types of records management systems; and read and write English at a level appropriate to the position. In addition, must be able to apply accounting procedures and practices to the analysis of basic accounting problems; analyze and interpret accounting data; apply problem-solving techniques in finding solutions to basic accounting problems; understand and apply applicable rules, regulations, policies, and procedures; work independently; and make sound decisions and recommendations regarding accounting activities; maintain accounting records for funds, programs, or activities involving multiple transactions; compile, verify, and reconcile financial data; investigate and resolve errors and discrepancies; and read and interpret computer-generated reports. Preferred Qualifications: CSU or Higher Ed experience Associate or Bachelor's degree in Accounting or related field in combination with the required experience. Experience with Peoplesoft (CFS) 9.2 or higher in the Accounts Payable module Experience with Concur, Excel, Word, Outlook, Zoom, OnBase, Adobe Governmental accounting experience To view the full position description, click “ Position Description ” above. General Information: Satisfactory completion of a background check (including a criminal records check) is required for employment. Failure to satisfactorily complete the background check may affect the application status of applicants or the continued employment of current CSU employees who apply for the position. In accordance with the California State University (CSU) Out-of-State Employment Policy, the CSU is a state entity whose business operations reside within the State of California and prohibits hiring employees to perform CSU-related work outside of California. The CSU system offers a competitive total compensation benefits package for employees and qualifying dependents, including medical, dental, vision, retirement, and tuition assistance. It is our goal to compensate employees equitably and fairly. You can access a full description of our benefits here . Closing Statement California State University, Dominguez Hills, is strongly committed to achieving excellence through a diverse workforce. Individuals with disabilities requesting accommodations under the Americans with Disabilities Act (ADA) may call the Human Resources Office at (310) 243-3771. California State University Dominguez Hills is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status. Employees at California State University, Dominguez Hills shall abide by the Nondiscrimination Statement . Advertised: Feb 08 2024 Pacific Standard Time Applications close: Mar 29 2024 Pacific Daylight Time Closing Date/Time:
CITY OF ATLANTA, GA
College Park, Georgia, United States
General Description and Classification Standards Provides higher-level accounting support in accounts payable. This is an experienced, skilled, or technical level position capable of completing a variety of tasks with limited guidance. Accounts Payable Specialist focuses on customer-based accounting responsibilities in accordance with the Department of Aviation’s procedures and core values. Provides financial, administrative, and clerical support by ensuring payments are completed and expenses are controlled by processing, verifying, and reconciling invoices according to established policies and procedures in an efficient, timely and accurate manner. The role is an experienced skill level capable of carrying out most assignments typical in accounts payable. Supervision Received Works under minimal supervision; follow standardized procedures and written instructions to accomplish assigned tasks. Minimum Qualifications Education and Experience • Associates degree in accounting or business related field. • Professional experience >10 years in a billing/accounts receivable/customer facing role may substitute for education requirement. • 3+ years of Oracle experience. • Demonstrated experience in managing a process(es). Preferred Education & Experience • Undergraduate degree in accounting or financial business-related field. • Bachelor’s Degree in Accounting, Finance, and/or Business Administration. • Experience working knowledge with Oracle, PeopleSoft, Great Plans, JD Edwards, SAP. • Experience in working with Oracle Cloud environment. • Intermediate-level skill in the use of Microsoft Office Suite and accounting software databases. • Basic understanding of principles of accounting. • Minimum 3-5 years’ experience in an A/P role or accounting experience. • Proficiency in MS Office (Excel and Word) and Outlook. • 5+ years of Oracle experience. Essential Capabilities and Work Environment Required physical, lifting, and sensory capabilities are requirements to perform the job successfully. Typical environmental conditions associated with the job. Closing Date/Time: 2024-03-29
Mar 15, 2024
Full Time
General Description and Classification Standards Provides higher-level accounting support in accounts payable. This is an experienced, skilled, or technical level position capable of completing a variety of tasks with limited guidance. Accounts Payable Specialist focuses on customer-based accounting responsibilities in accordance with the Department of Aviation’s procedures and core values. Provides financial, administrative, and clerical support by ensuring payments are completed and expenses are controlled by processing, verifying, and reconciling invoices according to established policies and procedures in an efficient, timely and accurate manner. The role is an experienced skill level capable of carrying out most assignments typical in accounts payable. Supervision Received Works under minimal supervision; follow standardized procedures and written instructions to accomplish assigned tasks. Minimum Qualifications Education and Experience • Associates degree in accounting or business related field. • Professional experience >10 years in a billing/accounts receivable/customer facing role may substitute for education requirement. • 3+ years of Oracle experience. • Demonstrated experience in managing a process(es). Preferred Education & Experience • Undergraduate degree in accounting or financial business-related field. • Bachelor’s Degree in Accounting, Finance, and/or Business Administration. • Experience working knowledge with Oracle, PeopleSoft, Great Plans, JD Edwards, SAP. • Experience in working with Oracle Cloud environment. • Intermediate-level skill in the use of Microsoft Office Suite and accounting software databases. • Basic understanding of principles of accounting. • Minimum 3-5 years’ experience in an A/P role or accounting experience. • Proficiency in MS Office (Excel and Word) and Outlook. • 5+ years of Oracle experience. Essential Capabilities and Work Environment Required physical, lifting, and sensory capabilities are requirements to perform the job successfully. Typical environmental conditions associated with the job. Closing Date/Time: 2024-03-29
City of Kennewick, WA
Kennewick, WA, United States
Description FIRST REVIEW: MARCH 4, 2024 Under general supervision, performs fiscal processing in the areas of payroll, accounts payable and accounts receivable as well as financial reporting. An employee in this classification is expected to develop and maintain a comprehensive understanding of the City’s financial systems that will enable them to identify new and unusual situations or potential problems and assist in their resolution. This is a single level classification. It is not part of a series. Computer usage is heavy, and the incumbent must possess considerable knowledge and experience in the application/operation of various software programs. Examples of Work Performed (Illustrative Only) The following list reflects the essential job duties and responsibilities of this classification but is not all-inclusive. The incumbent will perform other related duties as assigned. Prepares various financial reports and account reconciliations and assists Accounting Supervisor and Accountants on special projects. Maintains checkbooks for the City’s bank accounts and clears paid items within the City’s financial system. Reconciles total receipts in accounting system with daily bank deposits and posts receipts to accounting and ambulance billing systems. Balances cash receipt reports daily for all payments including on-line transactions. Monitors and reconciles employee travel reports. Receives and responds to inquiries, complaints and concerns by disseminating information of both a routine and confidential nature requiring discretionary judgment and extensive knowledge of departmental policies and procedures. Processes and reconciles accounts receivable transactions, requiring interaction with all departments and monitoring of accounts sent to collection. Provides support in all aspects of the payroll process, including maintaining the payroll system and planning, coordinating, and carrying out the payroll process. Processes invoices and creates travel and treasury checks, requiring interaction with all departments. Prepares grant billings in compliance with grant provider agency requirements. Works closely with Project Managers to classify expenditures properly and accurately to ensure timely reimbursement. Performs daily cash receipting duties and provides additional support for the City’s third-party ambulance billing program. Provides back-up support to the Accounting Specialist position, specifically in the area of processing accounts payable. Employment Standards This position requires an Associate’s degree in Business Administration, Accounting, Finance, or related field, plus four or more years of experience in accounting, bookkeeping, or processing payroll, or any combination of relevant education, experience, or training sufficient to demonstrate the knowledge, skills, and abilities to perform the duties listed above. A Bachelor’s degree in Business Administration, Accounting, Finance, or a closely related field is preferred. The position requires applicants to pass a criminal background check. Knowledge, Skills & Abilities To perform the essential functions of the classification, incumbents must be able to satisfy the following requirements: Must regularly speak, hear/listen, see/observe, sit, stand, and walk; must regularly demonstrate fine motor skills; must occasionally exert up to 10 pounds of force. Must demonstrate the ability to work independently with limited supervision. Must demonstrate the ability to compile data into a report for internal or external use. Must demonstrate the ability to think creatively for the primary purpose of increasing efficiency and effectiveness. Must possess excellent verbal and written communication skills and proficiency with standard office equipment and personal computer software/programs such as Microsoft Excel. Must demonstrate the ability to analyze situations to pinpoint problems and assist with solving problems or identifying sources of obstacles. The City of Kennewick offers competitive pay, excellent benefits and a work-life balance. The benefits listed within the link below are among those currently offered to City of Kennewick Employees. Non-Contract Benefit Summary Closing Date/Time: 3/31/2024 11:59 PM Pacific
Mar 08, 2024
Full Time
Description FIRST REVIEW: MARCH 4, 2024 Under general supervision, performs fiscal processing in the areas of payroll, accounts payable and accounts receivable as well as financial reporting. An employee in this classification is expected to develop and maintain a comprehensive understanding of the City’s financial systems that will enable them to identify new and unusual situations or potential problems and assist in their resolution. This is a single level classification. It is not part of a series. Computer usage is heavy, and the incumbent must possess considerable knowledge and experience in the application/operation of various software programs. Examples of Work Performed (Illustrative Only) The following list reflects the essential job duties and responsibilities of this classification but is not all-inclusive. The incumbent will perform other related duties as assigned. Prepares various financial reports and account reconciliations and assists Accounting Supervisor and Accountants on special projects. Maintains checkbooks for the City’s bank accounts and clears paid items within the City’s financial system. Reconciles total receipts in accounting system with daily bank deposits and posts receipts to accounting and ambulance billing systems. Balances cash receipt reports daily for all payments including on-line transactions. Monitors and reconciles employee travel reports. Receives and responds to inquiries, complaints and concerns by disseminating information of both a routine and confidential nature requiring discretionary judgment and extensive knowledge of departmental policies and procedures. Processes and reconciles accounts receivable transactions, requiring interaction with all departments and monitoring of accounts sent to collection. Provides support in all aspects of the payroll process, including maintaining the payroll system and planning, coordinating, and carrying out the payroll process. Processes invoices and creates travel and treasury checks, requiring interaction with all departments. Prepares grant billings in compliance with grant provider agency requirements. Works closely with Project Managers to classify expenditures properly and accurately to ensure timely reimbursement. Performs daily cash receipting duties and provides additional support for the City’s third-party ambulance billing program. Provides back-up support to the Accounting Specialist position, specifically in the area of processing accounts payable. Employment Standards This position requires an Associate’s degree in Business Administration, Accounting, Finance, or related field, plus four or more years of experience in accounting, bookkeeping, or processing payroll, or any combination of relevant education, experience, or training sufficient to demonstrate the knowledge, skills, and abilities to perform the duties listed above. A Bachelor’s degree in Business Administration, Accounting, Finance, or a closely related field is preferred. The position requires applicants to pass a criminal background check. Knowledge, Skills & Abilities To perform the essential functions of the classification, incumbents must be able to satisfy the following requirements: Must regularly speak, hear/listen, see/observe, sit, stand, and walk; must regularly demonstrate fine motor skills; must occasionally exert up to 10 pounds of force. Must demonstrate the ability to work independently with limited supervision. Must demonstrate the ability to compile data into a report for internal or external use. Must demonstrate the ability to think creatively for the primary purpose of increasing efficiency and effectiveness. Must possess excellent verbal and written communication skills and proficiency with standard office equipment and personal computer software/programs such as Microsoft Excel. Must demonstrate the ability to analyze situations to pinpoint problems and assist with solving problems or identifying sources of obstacles. The City of Kennewick offers competitive pay, excellent benefits and a work-life balance. The benefits listed within the link below are among those currently offered to City of Kennewick Employees. Non-Contract Benefit Summary Closing Date/Time: 3/31/2024 11:59 PM Pacific
Cal State University (CSU) San Francisco
1600 Holloway Avenue, San Francisco, CA 94132, USA
Working Title Lead Budget & Procurement Analyst SF State University San Francisco State is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager. Applicants may visit titleix.sfsu.edu for more information on SF State's policy prohibiting discrimination, and how to file an online report using the procedures under Executive Order 1096 Revised. Inquiries can be directed to the campus Title IX Coordinator and Discrimination, Harassment, and Retaliation Administrator by calling (415) 338-2032 or emailing vpsaem@sfsu.edu. San Francisco State is a 100% Smoke/Vapor-Free Campus. Smoking or Vaping of any tobacco/plant-based substance is not permitted on any University properties. The person holding this position may be considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. This position may be a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission. Department Facilities Services - HR & Finance Shared Services Appointment Type This is a one year probationary position. Time Base Full-Time (1.0 FTE) Work Schedule Monday - Friday; 8:00am - 5:00pm At the discretion of the Administrator, this position is telecommute-eligible (hybrid). The incumbent must be on-site at least three (3) days a week. Anticipated Hiring Range $5,850.00 - $5,971.00 Per Month ($70,200.00 - $71,652.00 Annually) Salary is commensurate with experience. Position Summary The incumbent will serve as a Procurement Project & Financial Business Partner supporting the Facilities Services (FS) organization. This position provides Financial, Procurement and Accounts Payable transactional support for Facilities Services. Requires close coordination and collaboration with department managers to evaluate vendor quotes and contracts for accuracy and completeness in accordance with Accounting and Procurement guidelines. Creates Purchase Requisition (PR) ensuring PR Is in accordance with Accounting and Procurement guidelines. Reconciles, reviews and processes invoices submitted for payment ensuring SFSU policy is followed regarding vendor payments. Monitors Procurement spending to budget and provides monthly tracking and reporting to department managers. Special Project coordination and responsibility for recharge and cost recovery accounting, tracking and reporting. Resolves invoicing and procurement discrepancies and responds to inquiries from Procurement, Fiscal Affairs and Budget Office. Exercise fiduciary responsibility to ensure purchases comply with Accounting and Procurement guidelines. May also provide direction to Student Assistants. Position Information Procurement Support Review purchase and contract documents, vendor proposals and quotes for accuracy and completeness When applicable, recommend preferred method of procurement to department managers and executive staff, i.e., Purchase Requisition vs. Contract vs. Direct Pay vs. P-Card purchase Create Purchase Requisition (PR) in CFS application ensuring PR is in accordance to Accounting and Procurement guidelines Liaison with Procurement team to ensure PR has been processed and Purchase Order (PO) has been Issued When applicable, validate that Contract has been signed and finalized and Contract Number has been issued May require contact with vendors for quote requests and essential documents Accounts Payable Support Reconciles and reviews invoices submitted for payment ensuring all invoices are processed timely and SFSU policy is followed Match Purchase Order or Contract Number with invoices confirming correct chart field information Identify and resolve invoicing and procurement discrepancies prior to processing Process invoice for payment through Accounts Payable ensuring accurate tracking and reporting of paid and pending invoices Respond to inquiries and requests from Vendors, Procurement, Fiscal Affairs and Budget Office Tracking and Reporting Prepare and compiles monthly financial reports for departmental managers and executive staff Monitor and reconciles procurement spending vs. budget and provides monthly tracking and reporting to department managers Provide variance analysis of budget vs. actual spending and provide forecast of future spending Upload and file all applicable procurement documentation into designated central archive as per direction from Supervisor/Manager Administrative Functions Provide audit support when necessary Perform ad-hoc projects as assigned by Supervisor/Manager supporting budget, procurement, invoices and spending items Provide accurate chart field information for P-Card purchases and ensure P-Card policy is followed Recharge Administration Review annual Memorandum of Understanding (MOU)/Service Level Agreement (SLA) and incorporate changes in rates and scope if necessary Prepare, review and submit quarterly recharge/cost recovery journal entries to Fiscal Affairs as per MOU/SLA Prepare review and submit monthly/quarterly recharge/cost recovery journal entries as per Work Order system information Track and report quarterly recharge/cost recovery actuals Project Coordination Coordinate with departmental managers and executive staff to support 'special projects' assigned to Facilities Services throughout the year Validate scope of work and allocated budget with Project Manager and funding department Ensure budget is transferred into correct Facilities Services chart field upon project approval and prior to commencing work Alternatively liaise with Project Manager to create dedicated work order number to accurately track project costs Ensure Project POs are opened against the correct chart field/work order number Upon completion of project, create, review and submit journal entry for cost recovery as per work order/PO amounts Other duties as assigned Minimum Qualifications Entry to this classification requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be obtained through a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs. Position Skill Level - Exempt II Typical nature of work assignments: Under general direction, performance of administrative and/or program leadership in a large and/or complex organizational unit with broad impact. Required to assess, formulate, and evaluate the impact of recommended or implemented policies from a strategic and operational perspective. Work requires regular participation in planning and development activities and, as required, independent determination of methods to meet programmatic or administrative goals. Influence over key objectives and longer term goals of an organizational unit and/or program with high visibility or broad impact within and outside the organization. Independent determination of approaches to project and priorities. Work is reviewed against overall goals and objectives, with full accountability for results. Use of appreciable judgment in the development of policies and procedures related to issues frequently not covered by existing policies and procedures. Precedents and policies to guide development activities may be available for reference. Use of appreciable ingenuity and innovation to conceive of new approaches and solutions to address complex problems and issues. Serve as the prime contact for the program, specialty, and/or organizational unit. May manage relationships with outside entities or agencies and manage sensitive information and situations. May oversee day-to-day program or organizational unit operations and provide lead work direction to other professional or administrative staff, with accountability for results. In addition to Position Skill Levels - Non-Exempt and Exempt I knowledge and skill requirements, work assignments typically require: Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations. Demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management. Expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies. Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions. Ability to work with representatives from public and private entities and handle potentially sensitive situations. Demonstrated consultative skills in working with internal and external constituent groups. Ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus. Preferred Qualifications 3 years' relevant experience in procurement, operations or financial assignments Ability to analyze financial data and make accurate projections Ability to compare actuals vs. projection and provide meaningful variance analysis Proficiency in Microsoft Office suite of software including Excel Professional Certification, i.e., Certified Purchasing Manager, Certified Supply Chain Management, etc. Prior experience in Public Sector Environmental/Physical/Special Possess a valid California Driver’s License; comply with the Defensive Drivers Training program requirements if a vehicle is used to travel on official business. 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 CSU Executive Order 1083 Revised July 21, 2017 as a condition of employment. Incumbent may be required to work extended hours, weekends or holidays in support of critical deliverables or initiatives. Pre-Employment Requirements This position requires the successful completion of a background check. Eligibility to Work Applicants must be able to provide proof of US Citizenship or authorization to work in the United States, within three business days from their date of hire. Benefits Threaded through our Total Compensation package is a commitment to Bridging Life's Transitions. SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students and the customers we serve. We offer a competitive compensation package that includes Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program, all geared towards the University's commitment to attract, motivate and retain our employee. CSUEU Position (For CSUEU Positions Only) Eligible and qualified on-campus applicants, currently in bargaining units 2, 5, 7, and 9 are given hiring preference. Additional Information SF STATE IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (i.e. H1-B VISAS). Thank you for your interest in employment with California State University (CSU). CSU is a state entity whose business operations reside within the State of California. Because of this, CSU prohibits hiring employees to perform CSU-related work outside of California with very limited exception. While this position may be eligible for occasional telework, all work is expected to be performed in the state of California, and this position is assigned to on-campus operations. CSU strongly encourages faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process are encouraged to comply with this requirement. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to hrwww@campus.edu. The Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m., and can be reached at (415) 338-1872. Please note that this position, position requirements, application deadline and/or any other component of this position is subject to change or cancellation at any time. Advertised: Mar 07 2024 Pacific Standard Time Applications close: Closing Date/Time:
Mar 07, 2024
Working Title Lead Budget & Procurement Analyst SF State University San Francisco State is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager. Applicants may visit titleix.sfsu.edu for more information on SF State's policy prohibiting discrimination, and how to file an online report using the procedures under Executive Order 1096 Revised. Inquiries can be directed to the campus Title IX Coordinator and Discrimination, Harassment, and Retaliation Administrator by calling (415) 338-2032 or emailing vpsaem@sfsu.edu. San Francisco State is a 100% Smoke/Vapor-Free Campus. Smoking or Vaping of any tobacco/plant-based substance is not permitted on any University properties. The person holding this position may be considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. This position may be a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission. Department Facilities Services - HR & Finance Shared Services Appointment Type This is a one year probationary position. Time Base Full-Time (1.0 FTE) Work Schedule Monday - Friday; 8:00am - 5:00pm At the discretion of the Administrator, this position is telecommute-eligible (hybrid). The incumbent must be on-site at least three (3) days a week. Anticipated Hiring Range $5,850.00 - $5,971.00 Per Month ($70,200.00 - $71,652.00 Annually) Salary is commensurate with experience. Position Summary The incumbent will serve as a Procurement Project & Financial Business Partner supporting the Facilities Services (FS) organization. This position provides Financial, Procurement and Accounts Payable transactional support for Facilities Services. Requires close coordination and collaboration with department managers to evaluate vendor quotes and contracts for accuracy and completeness in accordance with Accounting and Procurement guidelines. Creates Purchase Requisition (PR) ensuring PR Is in accordance with Accounting and Procurement guidelines. Reconciles, reviews and processes invoices submitted for payment ensuring SFSU policy is followed regarding vendor payments. Monitors Procurement spending to budget and provides monthly tracking and reporting to department managers. Special Project coordination and responsibility for recharge and cost recovery accounting, tracking and reporting. Resolves invoicing and procurement discrepancies and responds to inquiries from Procurement, Fiscal Affairs and Budget Office. Exercise fiduciary responsibility to ensure purchases comply with Accounting and Procurement guidelines. May also provide direction to Student Assistants. Position Information Procurement Support Review purchase and contract documents, vendor proposals and quotes for accuracy and completeness When applicable, recommend preferred method of procurement to department managers and executive staff, i.e., Purchase Requisition vs. Contract vs. Direct Pay vs. P-Card purchase Create Purchase Requisition (PR) in CFS application ensuring PR is in accordance to Accounting and Procurement guidelines Liaison with Procurement team to ensure PR has been processed and Purchase Order (PO) has been Issued When applicable, validate that Contract has been signed and finalized and Contract Number has been issued May require contact with vendors for quote requests and essential documents Accounts Payable Support Reconciles and reviews invoices submitted for payment ensuring all invoices are processed timely and SFSU policy is followed Match Purchase Order or Contract Number with invoices confirming correct chart field information Identify and resolve invoicing and procurement discrepancies prior to processing Process invoice for payment through Accounts Payable ensuring accurate tracking and reporting of paid and pending invoices Respond to inquiries and requests from Vendors, Procurement, Fiscal Affairs and Budget Office Tracking and Reporting Prepare and compiles monthly financial reports for departmental managers and executive staff Monitor and reconciles procurement spending vs. budget and provides monthly tracking and reporting to department managers Provide variance analysis of budget vs. actual spending and provide forecast of future spending Upload and file all applicable procurement documentation into designated central archive as per direction from Supervisor/Manager Administrative Functions Provide audit support when necessary Perform ad-hoc projects as assigned by Supervisor/Manager supporting budget, procurement, invoices and spending items Provide accurate chart field information for P-Card purchases and ensure P-Card policy is followed Recharge Administration Review annual Memorandum of Understanding (MOU)/Service Level Agreement (SLA) and incorporate changes in rates and scope if necessary Prepare, review and submit quarterly recharge/cost recovery journal entries to Fiscal Affairs as per MOU/SLA Prepare review and submit monthly/quarterly recharge/cost recovery journal entries as per Work Order system information Track and report quarterly recharge/cost recovery actuals Project Coordination Coordinate with departmental managers and executive staff to support 'special projects' assigned to Facilities Services throughout the year Validate scope of work and allocated budget with Project Manager and funding department Ensure budget is transferred into correct Facilities Services chart field upon project approval and prior to commencing work Alternatively liaise with Project Manager to create dedicated work order number to accurately track project costs Ensure Project POs are opened against the correct chart field/work order number Upon completion of project, create, review and submit journal entry for cost recovery as per work order/PO amounts Other duties as assigned Minimum Qualifications Entry to this classification requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be obtained through a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs. Position Skill Level - Exempt II Typical nature of work assignments: Under general direction, performance of administrative and/or program leadership in a large and/or complex organizational unit with broad impact. Required to assess, formulate, and evaluate the impact of recommended or implemented policies from a strategic and operational perspective. Work requires regular participation in planning and development activities and, as required, independent determination of methods to meet programmatic or administrative goals. Influence over key objectives and longer term goals of an organizational unit and/or program with high visibility or broad impact within and outside the organization. Independent determination of approaches to project and priorities. Work is reviewed against overall goals and objectives, with full accountability for results. Use of appreciable judgment in the development of policies and procedures related to issues frequently not covered by existing policies and procedures. Precedents and policies to guide development activities may be available for reference. Use of appreciable ingenuity and innovation to conceive of new approaches and solutions to address complex problems and issues. Serve as the prime contact for the program, specialty, and/or organizational unit. May manage relationships with outside entities or agencies and manage sensitive information and situations. May oversee day-to-day program or organizational unit operations and provide lead work direction to other professional or administrative staff, with accountability for results. In addition to Position Skill Levels - Non-Exempt and Exempt I knowledge and skill requirements, work assignments typically require: Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations. Demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management. Expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies. Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions. Ability to work with representatives from public and private entities and handle potentially sensitive situations. Demonstrated consultative skills in working with internal and external constituent groups. Ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus. Preferred Qualifications 3 years' relevant experience in procurement, operations or financial assignments Ability to analyze financial data and make accurate projections Ability to compare actuals vs. projection and provide meaningful variance analysis Proficiency in Microsoft Office suite of software including Excel Professional Certification, i.e., Certified Purchasing Manager, Certified Supply Chain Management, etc. Prior experience in Public Sector Environmental/Physical/Special Possess a valid California Driver’s License; comply with the Defensive Drivers Training program requirements if a vehicle is used to travel on official business. 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 CSU Executive Order 1083 Revised July 21, 2017 as a condition of employment. Incumbent may be required to work extended hours, weekends or holidays in support of critical deliverables or initiatives. Pre-Employment Requirements This position requires the successful completion of a background check. Eligibility to Work Applicants must be able to provide proof of US Citizenship or authorization to work in the United States, within three business days from their date of hire. Benefits Threaded through our Total Compensation package is a commitment to Bridging Life's Transitions. SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students and the customers we serve. We offer a competitive compensation package that includes Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program, all geared towards the University's commitment to attract, motivate and retain our employee. CSUEU Position (For CSUEU Positions Only) Eligible and qualified on-campus applicants, currently in bargaining units 2, 5, 7, and 9 are given hiring preference. Additional Information SF STATE IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (i.e. H1-B VISAS). Thank you for your interest in employment with California State University (CSU). CSU is a state entity whose business operations reside within the State of California. Because of this, CSU prohibits hiring employees to perform CSU-related work outside of California with very limited exception. While this position may be eligible for occasional telework, all work is expected to be performed in the state of California, and this position is assigned to on-campus operations. CSU strongly encourages faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process are encouraged to comply with this requirement. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to hrwww@campus.edu. The Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m., and can be reached at (415) 338-1872. Please note that this position, position requirements, application deadline and/or any other component of this position is subject to change or cancellation at any time. Advertised: Mar 07 2024 Pacific Standard Time Applications close: Closing Date/Time:
CHARLESTON COUNTY, SC
North Charleston, SC, United States
Description This position prepares and implements accounts processing procedures. HOURLY RANGE: $16.26 - $21.31 This position will be filled at a level dependent upon qualifications of the successful applicant. OPEN UNTIL FILLED - APPLICATION REVIEW BEGINS IMMEDIATELY, 4/30/2024. Duties and Responsibilities Duties include: posting and balancing general and subsidiary accounts; auditing, computing, and recording financial transactions; processing all invoices and purchase orders as instructed, researching and solving complex accounts payable problems, such as overpayments, underpayments, duplicate payments and out of balance purchase orders; gathering, assembling, updating, recording, calculating, distributing and/or filing a variety of information, forms, records and data as requested; keeping current with rules and regulations relevant to accounts payable processing; ability to answer phones and direct customers when covering front desk. Minimum Qualifications Position requires a high school diploma (or GED) preferably supplemented by experience in accounting and bookkeeping procedures. Knowledge, Skills and Abilities Position requires the ability to interpret accounting reports and records to analyze accounting data for control and reporting purposes. Excellent interpersonal and written/verbal communication skills are essential as well as the ability to handle confidential information with discretion. A valid SC Driver's license or the ability to obtain one upon acceptance of the position is required.Closing Date/Time:
Mar 21, 2024
Full Time
Description This position prepares and implements accounts processing procedures. HOURLY RANGE: $16.26 - $21.31 This position will be filled at a level dependent upon qualifications of the successful applicant. OPEN UNTIL FILLED - APPLICATION REVIEW BEGINS IMMEDIATELY, 4/30/2024. Duties and Responsibilities Duties include: posting and balancing general and subsidiary accounts; auditing, computing, and recording financial transactions; processing all invoices and purchase orders as instructed, researching and solving complex accounts payable problems, such as overpayments, underpayments, duplicate payments and out of balance purchase orders; gathering, assembling, updating, recording, calculating, distributing and/or filing a variety of information, forms, records and data as requested; keeping current with rules and regulations relevant to accounts payable processing; ability to answer phones and direct customers when covering front desk. Minimum Qualifications Position requires a high school diploma (or GED) preferably supplemented by experience in accounting and bookkeeping procedures. Knowledge, Skills and Abilities Position requires the ability to interpret accounting reports and records to analyze accounting data for control and reporting purposes. Excellent interpersonal and written/verbal communication skills are essential as well as the ability to handle confidential information with discretion. A valid SC Driver's license or the ability to obtain one upon acceptance of the position is required.Closing Date/Time:
Cal State University (CSU) San Jose
1 Washington Street, San Jose, CA 95192, USA
Job Summary Under the oversight of the Director of Administrative Services, the Senior Accounting and Business Services Specialist oversees a variety of broad and complex financial, accounting and budgeting services related to trust, bond, general fund, and auxiliary accounts. Provides lead group direction and day-to-day financial oversight of budget, payroll, accounting, project accounting, procurement, and cost recovery. Provides strategic leadership and analysis in the utilization of information systems within the department and input to recommended policies that have a major operational impact. Key Responsibilities Provides recording and reporting of accounting and financial transactions, ensuring that all fiscal operations are in compliance with CSU and Campus requirements Administers and processes escrow agreements on all Public Works contracts and approves the request to State Treasurer for contractor payment; audits, prepares financial reports for submission to the Chancellor’s Office Oversees internal department procurement requirements and is a liaison between University Purchasing, Accounting, and Accounts Payable departments Provides work lead direction and supervisory oversight to a professional of five staff while participating in the work Exercises discretion and independent judgment in setting priorities, determining methods and troubleshooting issues for others Provides leadership and support for departments in understanding and maximizing CMS system functions Interprets new and existing federal and state regulations and their effect on areas of assigned responsibility Knowledge, Skills & Abilities Extensive knowledge of and ability to apply extensive expertise to complex principles and practices of fiscal management Ability to communicate with constituents in a professional and respectful manner High proficiency in PC compatible software programs such as Word, EXCEL and Access Ability to use persuasion and negotiation skills to build consensus to achieve short-and long-term goals and objectives Ability to analyze computerized accounting records, and to research and correct computer data errors Thorough knowledge of PeopleSoft financials module Ability to develop, design databases, and create reports Required Qualifications A bachelor's degree and/or equivalent training Six years of administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs Preferred Qualifications Accounting experience preferred in construction management, facilities management, and/or governmental accounting Minimum of five years of progressively responsible professional accounting experience Work experience in a State, College, or University setting OR within a large, complex business setting Compensation Classification: Administrative Analyst/Specialist - Exempt III Anticipated Hiring Range: $7,490/month - $9,465/month CSU Salary Range: $6,322/month - $12,285/month San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary . Application Procedure Click Apply Now to complete the SJSU Online Employment Application and attach the following documents: Resume Letter of Interest This position is open until filled. Contact Information University Personnel jobs@sjsu.edu 408-924-2252 CSU Vaccination Policy The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to jobs@sjsu.edu . Additional Information Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis. The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire. SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS) All San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity. Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification: Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Security-Report.pdf. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San José State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at clerycompliance@sjsu.edu . Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Fire-Safety-Report.pdf . The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at uhs-frontdesk@sjsu.edu . Equal Employment Statement San José State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus). #LI-RC1 Advertised: Jan 26 2024 Pacific Standard Time Applications close: Closing Date/Time:
Mar 07, 2024
Job Summary Under the oversight of the Director of Administrative Services, the Senior Accounting and Business Services Specialist oversees a variety of broad and complex financial, accounting and budgeting services related to trust, bond, general fund, and auxiliary accounts. Provides lead group direction and day-to-day financial oversight of budget, payroll, accounting, project accounting, procurement, and cost recovery. Provides strategic leadership and analysis in the utilization of information systems within the department and input to recommended policies that have a major operational impact. Key Responsibilities Provides recording and reporting of accounting and financial transactions, ensuring that all fiscal operations are in compliance with CSU and Campus requirements Administers and processes escrow agreements on all Public Works contracts and approves the request to State Treasurer for contractor payment; audits, prepares financial reports for submission to the Chancellor’s Office Oversees internal department procurement requirements and is a liaison between University Purchasing, Accounting, and Accounts Payable departments Provides work lead direction and supervisory oversight to a professional of five staff while participating in the work Exercises discretion and independent judgment in setting priorities, determining methods and troubleshooting issues for others Provides leadership and support for departments in understanding and maximizing CMS system functions Interprets new and existing federal and state regulations and their effect on areas of assigned responsibility Knowledge, Skills & Abilities Extensive knowledge of and ability to apply extensive expertise to complex principles and practices of fiscal management Ability to communicate with constituents in a professional and respectful manner High proficiency in PC compatible software programs such as Word, EXCEL and Access Ability to use persuasion and negotiation skills to build consensus to achieve short-and long-term goals and objectives Ability to analyze computerized accounting records, and to research and correct computer data errors Thorough knowledge of PeopleSoft financials module Ability to develop, design databases, and create reports Required Qualifications A bachelor's degree and/or equivalent training Six years of administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs Preferred Qualifications Accounting experience preferred in construction management, facilities management, and/or governmental accounting Minimum of five years of progressively responsible professional accounting experience Work experience in a State, College, or University setting OR within a large, complex business setting Compensation Classification: Administrative Analyst/Specialist - Exempt III Anticipated Hiring Range: $7,490/month - $9,465/month CSU Salary Range: $6,322/month - $12,285/month San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary . Application Procedure Click Apply Now to complete the SJSU Online Employment Application and attach the following documents: Resume Letter of Interest This position is open until filled. Contact Information University Personnel jobs@sjsu.edu 408-924-2252 CSU Vaccination Policy The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to jobs@sjsu.edu . Additional Information Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis. The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire. SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS) All San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity. Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification: Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Security-Report.pdf. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San José State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at clerycompliance@sjsu.edu . Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Fire-Safety-Report.pdf . The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at uhs-frontdesk@sjsu.edu . Equal Employment Statement San José State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus). #LI-RC1 Advertised: Jan 26 2024 Pacific Standard Time Applications close: Closing Date/Time:
San Diego State University
5500 Campanile Drive, San Diego, CA 92182, USA
Position Summary Under lead direction of the Head of Content Organization and Management in coordination with the Head of Collections, the Acquisitions and ERM Specialist is responsible for: ordering, receiving library materials; downloading bibliographic records in the library management system (LMS); processing materials and preparing them for use; activating electronic resources; verifying accuracy of materials received against orders placed; monitoring expenditures and processing vendor invoices for payment; submitting purchase requisitions and master vendor agreements; troubleshooting problems with vendors; managing licenses in Alma; coordinating budget allocations and expenditures in conjunction with Collection Development; compiling data for annual statistics and audit reports; and applying standards and business practices in accordance with campus requirements and state law. Works in close collaboration with the Acquisitions and ERM Coordinator, the Unit Heads, and the library’s Director of Financial Operations and Human Resources on finance tasks, procurement and payment methods in the acquisition of materials, budget allocations as provided, approval of expenditures and reporting. This is a full-time (1.0 time-base), benefits eligible, permanent/probationary position. This position is designated non-exempt under FLSA and is eligible for overtime compensation. Standard SDSU work hours are Monday - Friday, 8:00 a.m. to 4:30 p.m., but may vary based on operational needs. The individual hired into this role will work on campus at SDSU in San Diego. Department Summary Content Organization and Management (COM) comprises the acquisitions, electronic resource management (ERM), and cataloging functions of the library. The unit consists of 5.0 FTE faculty librarians, and 6.75 FTE Library Service Specialists, with occasional temporary LSS Staff and a number of student employees. This unit is responsible for acquiring, describing, and managing new books and continuing resources in all formats, and maintains data in library systems. The unit, which handles work for both the SDSU and Imperial Valley libraries, collaborates with librarians and other teams within the library to find, acquire, describe, organize and maintain the materials that support the learning, teaching, and scholarship activities of the university's students, faculty, and staff. As a Hispanic-Serving Institution located on the traditional lands of the indigenous Kumeyaay people, San Diego State University Library is deeply committed to supporting our diverse population of students, faculty, and staff. We strive to honor the broadest range of intersectional identities and diverse social and historical experiences expressed across our campus and pay particular attention to the myriad forms of structural, systemic, and historic oppression that impact our campus community. We are an organization of information professionals dedicated to empowering others to access, interpret, and create knowledge that encourages evidence-based analysis and respectful scholarly debate. We do this by intentionally developing a vibrant collection of print and electronic resources and unique special collections that reflect and amplify the diversity of SDSU. Our collection spans a spectrum of scholarly perspectives and disciplines. Per the American Libraries Association’s Library Bill of Rights , we support intellectual freedom within an environment of academic freedom and neither censor nor limit access to information while protecting the privacy of our users. We develop comprehensive services that contribute to student success, including information literacy instruction, student research engagement, providing access to affordable educational materials, ensuring accessibility across a range of abilities, and providing the technologies necessary for student retention and persistence. We strive to support the success of the whole student both in and out of the classroom by creating programming and spaces that support student wellness and promote lifelong learning. We collaborate with faculty to fulfill SDSU’s teaching and research missions. We emphasize the importance of information literacy and provide faculty with the support structures necessary to advance their curricular and research agendas. We strive to make the library welcoming and accessible to everyone, including members of the public. We intentionally create physical and virtual environments that provide a sense of belonging for all, from the people who greet our community members, to our graphics, informational messages, artwork, furnishings, and facilities. We invest in our employees through practices that advance diversity in hiring, retention, and promotion. We mentor each other and our student assistants in exploring career opportunities in libraries and celebrate the range of experiences, training, and expertise that we all bring to our positions. We encourage our colleagues to develop cultural competencies so that the Library “reflects the diverse communities we serve.” We believe that the library is the heart of the university, and we work tirelessly to make sure the SDSU Library continues to be a site of equity, diversity, and inclusion. For more information regarding the University Library Department, click here . Education and Experience These qualifications normally would be obtained through the completion of a high school education or equivalent certification plus two to three years of related library and/or clerical experience or an equivalent combination of experience and education. Key Qualifications Experience maintaining positive and professional relations with library vendors, publishers, and other university departments (such as accounts payable, procurement). Experience adapting to constant technological and procedural change, to learn and use new or different systems and interfaces and to optimize work efficiency. General knowledge of campus accounting system, ORACLE, Access Online (procurement card) and iProcurement. Knowledge and ability to interpret chronology and enumeration patterns of serials and to set up predictive check-in and claiming programs. Knowledge of World Wide Web and library catalog search strategies and the ability to search titles in the library catalog and vendor databases. Skilled in paying attention to details; maintaining consistent and accurate data and codes in LMS order, check-in, binding, payment records. Skilled in accurately processing invoices for serial material purchases. Working knowledge of CSU system-wide policies with regards to acquisitions and ERM. Compensation and Benefits Starting salary upon appointment is not expected to exceed $4,300 per month. Salary placement is determined by the education, experience, and qualifications the candidate brings to the position, internal equity, and the hiring department’s fiscal resources. San Diego State University offers a rich benefits package that constitutes a major portion of total compensation. For more information regarding SDSU benefits, please click here . CSU Classification Salary Range: $3,775 - $6,960 per month. Diversity and Community at SDSU At SDSU, our diversity gives us power and benefits every single member of our community. Through our commitment to equity and inclusion, we encourage all members of our community to purposefully learn from one another through open and respectful dialogue and responsible engagement. For more information, click here . Principles of Community At San Diego State University, we are a community of diverse individuals who have and represent many perspectives, beliefs, and identities. This diversity lends our community strength, and we commit to creating and sustaining an inclusive and intellectually vibrant environment that benefits all members of our university. SDSU’s Principles of Community is an aspirational statement that is intended to evolve over time. The statement reflects the ideals we are encouraged to uphold in our interactions with one another. Supplemental Information Initial review of the required application materials, including cover letters and resumes, will begin on January 26, 2024. To receive full consideration, apply by January 25, 2024. The position will remain open until filled. 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 CSU Executive Order 1083 as a condition of employment. San Diego State University is not a sponsoring agency for staff or management positions (e.g., H-1B visa). Applicants must currently be authorized to work in the United States on a full-time basis. Offers of employment are contingent upon the presentation of documents that demonstrate a person's identity and authorization to work in the United States, which are consistent with the provisions of the Immigration Reform and Control Act. A background check (including a criminal records check) must be completed satisfactorily and is required for employment. SDSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current SDSU employee who was conditionally offered the position. SDSU is a smoke-free campus. For more information, please click here . SDSU is an Equal Opportunity Employer that considers all qualified candidates for employment and does not discriminate on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, national origin, sex, sexual orientation, covered military and veteran status, or any other protected characteristic or status. Reasonable accommodations will be provided for qualified applicants with disabilities who request an accommodation by contacting Olma Javonillo at ojavonillo@gmail.com. Advertised: Jan 12 2024 Pacific Standard Time Applications close: Closing Date/Time:
Mar 07, 2024
Position Summary Under lead direction of the Head of Content Organization and Management in coordination with the Head of Collections, the Acquisitions and ERM Specialist is responsible for: ordering, receiving library materials; downloading bibliographic records in the library management system (LMS); processing materials and preparing them for use; activating electronic resources; verifying accuracy of materials received against orders placed; monitoring expenditures and processing vendor invoices for payment; submitting purchase requisitions and master vendor agreements; troubleshooting problems with vendors; managing licenses in Alma; coordinating budget allocations and expenditures in conjunction with Collection Development; compiling data for annual statistics and audit reports; and applying standards and business practices in accordance with campus requirements and state law. Works in close collaboration with the Acquisitions and ERM Coordinator, the Unit Heads, and the library’s Director of Financial Operations and Human Resources on finance tasks, procurement and payment methods in the acquisition of materials, budget allocations as provided, approval of expenditures and reporting. This is a full-time (1.0 time-base), benefits eligible, permanent/probationary position. This position is designated non-exempt under FLSA and is eligible for overtime compensation. Standard SDSU work hours are Monday - Friday, 8:00 a.m. to 4:30 p.m., but may vary based on operational needs. The individual hired into this role will work on campus at SDSU in San Diego. Department Summary Content Organization and Management (COM) comprises the acquisitions, electronic resource management (ERM), and cataloging functions of the library. The unit consists of 5.0 FTE faculty librarians, and 6.75 FTE Library Service Specialists, with occasional temporary LSS Staff and a number of student employees. This unit is responsible for acquiring, describing, and managing new books and continuing resources in all formats, and maintains data in library systems. The unit, which handles work for both the SDSU and Imperial Valley libraries, collaborates with librarians and other teams within the library to find, acquire, describe, organize and maintain the materials that support the learning, teaching, and scholarship activities of the university's students, faculty, and staff. As a Hispanic-Serving Institution located on the traditional lands of the indigenous Kumeyaay people, San Diego State University Library is deeply committed to supporting our diverse population of students, faculty, and staff. We strive to honor the broadest range of intersectional identities and diverse social and historical experiences expressed across our campus and pay particular attention to the myriad forms of structural, systemic, and historic oppression that impact our campus community. We are an organization of information professionals dedicated to empowering others to access, interpret, and create knowledge that encourages evidence-based analysis and respectful scholarly debate. We do this by intentionally developing a vibrant collection of print and electronic resources and unique special collections that reflect and amplify the diversity of SDSU. Our collection spans a spectrum of scholarly perspectives and disciplines. Per the American Libraries Association’s Library Bill of Rights , we support intellectual freedom within an environment of academic freedom and neither censor nor limit access to information while protecting the privacy of our users. We develop comprehensive services that contribute to student success, including information literacy instruction, student research engagement, providing access to affordable educational materials, ensuring accessibility across a range of abilities, and providing the technologies necessary for student retention and persistence. We strive to support the success of the whole student both in and out of the classroom by creating programming and spaces that support student wellness and promote lifelong learning. We collaborate with faculty to fulfill SDSU’s teaching and research missions. We emphasize the importance of information literacy and provide faculty with the support structures necessary to advance their curricular and research agendas. We strive to make the library welcoming and accessible to everyone, including members of the public. We intentionally create physical and virtual environments that provide a sense of belonging for all, from the people who greet our community members, to our graphics, informational messages, artwork, furnishings, and facilities. We invest in our employees through practices that advance diversity in hiring, retention, and promotion. We mentor each other and our student assistants in exploring career opportunities in libraries and celebrate the range of experiences, training, and expertise that we all bring to our positions. We encourage our colleagues to develop cultural competencies so that the Library “reflects the diverse communities we serve.” We believe that the library is the heart of the university, and we work tirelessly to make sure the SDSU Library continues to be a site of equity, diversity, and inclusion. For more information regarding the University Library Department, click here . Education and Experience These qualifications normally would be obtained through the completion of a high school education or equivalent certification plus two to three years of related library and/or clerical experience or an equivalent combination of experience and education. Key Qualifications Experience maintaining positive and professional relations with library vendors, publishers, and other university departments (such as accounts payable, procurement). Experience adapting to constant technological and procedural change, to learn and use new or different systems and interfaces and to optimize work efficiency. General knowledge of campus accounting system, ORACLE, Access Online (procurement card) and iProcurement. Knowledge and ability to interpret chronology and enumeration patterns of serials and to set up predictive check-in and claiming programs. Knowledge of World Wide Web and library catalog search strategies and the ability to search titles in the library catalog and vendor databases. Skilled in paying attention to details; maintaining consistent and accurate data and codes in LMS order, check-in, binding, payment records. Skilled in accurately processing invoices for serial material purchases. Working knowledge of CSU system-wide policies with regards to acquisitions and ERM. Compensation and Benefits Starting salary upon appointment is not expected to exceed $4,300 per month. Salary placement is determined by the education, experience, and qualifications the candidate brings to the position, internal equity, and the hiring department’s fiscal resources. San Diego State University offers a rich benefits package that constitutes a major portion of total compensation. For more information regarding SDSU benefits, please click here . CSU Classification Salary Range: $3,775 - $6,960 per month. Diversity and Community at SDSU At SDSU, our diversity gives us power and benefits every single member of our community. Through our commitment to equity and inclusion, we encourage all members of our community to purposefully learn from one another through open and respectful dialogue and responsible engagement. For more information, click here . Principles of Community At San Diego State University, we are a community of diverse individuals who have and represent many perspectives, beliefs, and identities. This diversity lends our community strength, and we commit to creating and sustaining an inclusive and intellectually vibrant environment that benefits all members of our university. SDSU’s Principles of Community is an aspirational statement that is intended to evolve over time. The statement reflects the ideals we are encouraged to uphold in our interactions with one another. Supplemental Information Initial review of the required application materials, including cover letters and resumes, will begin on January 26, 2024. To receive full consideration, apply by January 25, 2024. The position will remain open until filled. 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 CSU Executive Order 1083 as a condition of employment. San Diego State University is not a sponsoring agency for staff or management positions (e.g., H-1B visa). Applicants must currently be authorized to work in the United States on a full-time basis. Offers of employment are contingent upon the presentation of documents that demonstrate a person's identity and authorization to work in the United States, which are consistent with the provisions of the Immigration Reform and Control Act. A background check (including a criminal records check) must be completed satisfactorily and is required for employment. SDSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current SDSU employee who was conditionally offered the position. SDSU is a smoke-free campus. For more information, please click here . SDSU is an Equal Opportunity Employer that considers all qualified candidates for employment and does not discriminate on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, national origin, sex, sexual orientation, covered military and veteran status, or any other protected characteristic or status. Reasonable accommodations will be provided for qualified applicants with disabilities who request an accommodation by contacting Olma Javonillo at ojavonillo@gmail.com. Advertised: Jan 12 2024 Pacific Standard Time Applications close: Closing Date/Time:
Introduction This position is represented by the SEIU bargaining unit and will receive salary increases based on the following schedule: Effective July 2024 - 4% Cost of Living Adjustment increase Effective July 2025 - 3% Cost of Living Adjustment increase This recruitment is being conducted to fill one Office Assistant Specialistposition in the San Joaquin Behavioral HealthServices department and to establish an eligible list which may be used tofill future vacancies. The first certification maybe departmental. Pre-Employment Drug Screening and Background: Potential new hires into this classification are required to successfully pass a pre-employment drug screen and a background investigation as a condition of employment. Final appointment cannot be made unless the eligible has passed the drug screen and successfully completed the background process. The County pays for the initial drug screen. The following incentives and bonuses may beavailable for eligible new hires Incentives and bonuses are subject to approval by Human Resources: Vacation Accrual Rate: San Joaquin County vacation accrual rate consistent with the candidate's total years of public service. Sick Leave: Candidates leaving other employment may receive credit for actual non-reimbursable sick leave hours (up to 160 hours) from their last agency. Hours shall be subject to San Joaquin County's minimum sick leave cash out provisions. New Hire Retention Bonus: $2,000upon completion of first year equivalent employment (2,080 hours) $1,000upon completion of third year equivalent employment (6,240 hours) $3,000upon completion of sixth year equivalent employment (12,480 hours) Resumes will not be accepted in lieu of an application. A completed application must be postmarked or received online by the final filing deadline. NOTE: All correspondences relating to this recruitment will be delivered via e-mail. The e-mail account used will be the one provided on your employment application during time of submittal. Please be sure to check your e-mail often for updates. If you do not have an e-mail account on file, Human Resources will send you correspondences via US Mail. TYPICAL DUTIES Provides specialized and complex information, including specific program-related information, to managers, patients, clients, outside agencies and others; researches difficult and complex issues; completes complex forms for the purpose of documenting specialized program-related information; searches for, receives and explains complex rules, regulations, policies, procedures and technical office operations; interprets and applies external laws, regulations, ordinances and policies as they relate to clerical/technical/financial functions; may issue complex documents; provides customer service in a calm, helpful and effective manner. Gathers, processes and maintains specialized and complex information related to departmental operations; asks in-depth questions of patients, clients, and others; identifies customer needs and seeks to match those needs with program services; codes, files and retrieves documents and records using various alphabetical, numerical, coded and computerized filing systems. Researches, compiles, maintains and processes statistical, financial and/or other numerical data to support specialized office functions; coordinates and/or performs routine work related to personnel, payroll, budgetary, purchasing, inventory, and/or other administrative functions; performs complex accounts payable/receivable and billing procedures, applying advanced knowledge of technical program requirements; maintains ledgers and accounts; enters data into worksheets; matches invoices with orders, reviewing and verifying for completeness, accuracy, and appropriateness as assigned; computes, collects and receipts monies and fees, including large sums; adjusts accounts within limits of authority; may develop and maintain spreadsheets and databases, either by hand or computer; maintains data and develops reports for budget purposes. Performs clerical/technical/financial case management, applying advanced knowledge of administrative, legal, financial and/or program-related requirements; researches, reviews, and resolves complex case issues; determines, maintains and tracks case information and status; identifies needed documents and/or actions; contacts and meets with clients, victims, parolees, patients and others to obtain forms/documents, arrange payments/services and help them meet obligations; may advocate on behalf of clients within limits of authority; coordinates case activities with managers, professional staff, and/or other work units as appropriate. Prepares a variety of difficult reports and documents requiring advanced knowledge of specialized subject matter including, but not limited to court orders, petitions, subpoenas, insurance claims, treatment authorization forms; reviews complex legal, custody, health care and other records to identify needed information; applies complex codes and requirements for reimbursement and other purposes. May perform secretarial duties for various staff including supervisors and/or professional staff; may supervise a very small number of clerical workers as an incidental duty; may train or review the work of others; may serve as a lead worker over a large group of office clerical/technical staff. MINIMUM QUALIFICATIONS ( Special Note : For positions reclassified to this class as part of Classification Studies #01-18 and #02-08, the incumbents occupying those positions on the effective date that the study is implemented by the Board of Supervisors shall be deemed to meet the minimum qualifications for the class.) Either I Experience : One year of work at a level equal to or higher than Senior Office Assistant in San Joaquin County service. Or II Experience : Three years of general clerical, secretarial and/or office technical work, including at least one year functioning at a full-journey level. Substitutions : a) One year of business training in an approved vocational training program may substitute for one year of the above-required experience; or b) Completion of 30 semester/45 quarter credit units at an accredited college or university may substitute for one year of the above-required experience. And Certificates : If required by the nature of the assignment: 1) possession of an acceptable typing/keyboarding or other certification of ability to input data at the rate of 45 words per minute; and/or 2) possession of an acceptable proficiency certificate in one or more computer software programs. Special Requirement : Most positions require the ability to use computers and/or word processing equipment. If required by the nature of the assignment, demonstrated general or software-specific computer proficiency may be required prior to appointment. KNOWLEDGE Advanced office practices and procedures; standard clerical accounting methods and practices; principles of planning and organizing work; methods of researching, gathering, organizing and reporting data; personal computer systems and general office computer software; public relations techniques; advanced interviewing techniques; advanced filing and record keeping systems; complex correspondence and report formats; arithmetical operations related to advanced clerical/technical/financial processes; basic principles of training and supervision; advanced cash handling procedures. ABILITY Research, interpret and apply complex laws/regulations, court orders, program policies/procedures, and third-party rules/requirements related to specialized clerical activities; evaluate and establish priorities; gather, organize, input and maintain complex information, including financial or program-specific data; provide/obtain detailed information to/from others, even in difficult situations; utilize advanced office procedures and equipment; follow complex oral and written procedures and directions; establish and maintain effective working relationships with others; communicate effectively with others; write clearly and legibly; perform advanced arithmetical operations; lead or supervise others. PHYSICAL/MENTAL REQUIREMENTS Mobility -Frequent operation of a data entry device, repetitive motion, sitting for long periods, walking; occasional standing, pushing, pulling, bending, squatting, climbing; Lifting -Frequently 5 pounds or less; occasionally 5 to 30 pounds; Visual -Constant good overall vision and reading/close-up work; frequent color perception and use of eye/hand coordination; occasional use of depth perception and peripheral vision; Hearing/Talking -Frequent hearing of normal speech, hearing/talking on the telephone, talking in person; Emotional/Psychological -Frequent decision making, concentration, and public contact; Special Requirements -Some assignments may require working weekends, nights, and/or occasional overtime; Environmental -Occasional exposure to varied weather conditions. San Joaquin County complies with the Americans with Disabilities Act (ADA) and, upon request, will consider reasonable accommodations to enable individuals with disabilities to perform essential job functions. Equal Opportunity Employer San Joaquin County is an Equal Employment Opportunity (EEO) Employer and is committed to providing equal employment to all without regard to age, ancestry, color, creed, marital status, medical condition, national origin, physical or mental disability, political affiliation or belief, pregnancy, race, religion, sex, or sexual orientation. For more information go to Equal Employment Opportunity Division (sjgov.org) . Accommodations for those covered by the Americans with Disabilities Act (ADA): San Joaquin County complies with the Americans with Disabilities Act and, upon request, will consider reasonable accommodations to enable individuals with disabilities to perform essential job functions. BENEFITS Employees hired into this classification are members of a bargaining unit which is represented bySEIU Local 1021 . Health Insurance : San Joaquin County provides employees with a choice of three health plans: a Kaiser Plan, a Select Plan, and a Premier Plan. Employees pay a portion of the cost of the premium. Dependent coverage is also available. Dental Insurance : The County provides employees with a choice of two dental plans: Delta Dental and United Health Care-Select Managed Care Direct Compensation Plan. There is no cost for employee only coverage in either plan; dependent coverage is available at the employee’s expense. Vision Insurance : The County provides vision coverage through Vision Service Plan (VSP). There is no cost for employee only coverage; dependent coverage is available at the employee’s expense. For more detailed information on the County’s benefits program, visit our website at www.sjgov.org under Human Resources/Employee Benefits. Life Insurance : The County provides eligible employees with life insurance coverage as follows: 1 but less than 3 years of continuous service: $1,000 3 but less than 5 years of continuous service: $3,000 5 but less than 10 years of continuous service: $5,000 10 years of continuous service or more: $10,000 Employee may purchase additional term life insurance at the group rate. 125 Flexible Benefits Plan : This is a voluntary program that allows employees to use pre-tax dollars to pay for health-related expenses that are not paid by a medical, dental or vision plan (Health Flexible Spending Account $2550 annual limit with a $500 carry over); and dependent care costs (Dependent Care Assistance Plan $5000 annual limit). Retirement Plan : Employees of the County are covered by the County Retirement Law of 1937. Please visit the San Joaquin County Employees’ Retirement Association (SJCERA) at www.sjcera.org for more information. NOTE: If you are receiving a retirement allowance from another California county covered by the County Employees’ Retirement Act of 1937 or from any governmental agency covered by the California Public Employees’ Retirement System (PERS), you are advised to contact the Retirement Officer of the Retirement Plan from which you retired to determine what effect employment in San Joaquin County would have on your retirement allowance. Deferred Compensation :The County maintains a deferred compensation plan under Section 457 of the IRS code. You may annually contribute $22,500 or 100% of your includible compensation, whichever is less. Individuals age 50 or older may contribute to their plan, up to $30,000.The Roth IRA (after tax) is also now available. Vacation : Maximum earned vacation is 10 days each year up to 3 years; 15 days after 3 years; 20 days after 10 years; and 23 days after 20 years. Holidays : Effective July 1, 2017, all civil service status employees earn 14 paid holidays each year. Please see the appopriate MOU for details regarding holidays, accruals,use, and cashability of accrued time. Sick Leave : 12 working days of sick leave annually with unlimited accumulation. Sick leave incentive : An employee is eligible to receive eight hours administrative leave if the leave balance equals at least one- half of the cumulative amount that the employee is eligible to accrue. The employee must also be on payroll during the entire calendar year. Bereavement Leave : 3 days of paid leave for the death of qualifying family member, 2 additional days of accrued leave for death of employee’s spouse, domestic partner, parent or child. Merit Salary Increase : New employees will receive the starting salary, which is the first step of the salary range. After employees serve 52 weeks (2080 hours) on each step of the range, they are eligible for a merit increase to the next step. Job Sharing : Employees may agree to job-share a position, subject to approval by a Department Head and the Director of Human Resources. Educational Reimbursement Program : Eligible employees may be reimbursed for career-related course work up to a maximum of $850 per fiscal year. Eligible employees enrolled in an approved four (4) year College or University academic program may be reimbursed up to $800 per semester for a maximum of $1600 per fiscal year. Parking Supplemental Downtown Stockton: The County contributes up to $20 per pay period for employees who pay for parking and are assigned to work in the Downtown Core Area. School Activities : Employees may take up to 40 hours per year, but not more than eight (8) hours per month, to participate in their children’s school activities. Selection Procedures Applicants who meet the minimum qualifications will go through the following examination process: Written Exam : The civil service written exam is a multiple choice format. If the written exam is administered alone, it will be 100% of the overall score. Candidates must achieve a minimum rating of 70% in order to be placed on the eligible list. Oral Exam : The oral exam is a structured interview process that will assess the candidate’s education, training, and experience and may include a practical exercise. The oral exam selection process is not a hiring interview. A panel of up to four people will determine the candidate’s score and rank for placement on the eligible list. Top candidates from the eligible list are referred for hiring interviews. If the oral exam is administered alone, it will be 100% of the overall score. Candidates must achieve a minimum rating of 70% in order to be placed on the eligible list. Written & Oral Exam: If both a written exam and an oral exam is administered, the written exam is weighted at 60% and the oral exam is weighted at 40% unless otherwise indicated on the announcement. Candidates must achieve a minimum rating of 70% on each examination in order to be placed on the eligible list. Rate-out: A rate-out is an examination that involves a paper rating of the candidate’s application using the following criteria: education, training, and experience. Candidates will not be scheduled for the rate-out process. Note: The rating of 70 referred to may be the same or other than an arithmetic 70% of the total possible points. Testing Accommodation: Candidates who require testing accommodation under the Americans with Disabilities Act (ADA) must call Human Resources Division at (209) 468-3370 prior to the examination date. Veteran’s Points : Eligible veterans, unmarried widows and widowers of veterans of the United States Armed Forces who have been honorably discharged and who have served during wartime shall be given veteran’s points in initial appointment to County service. Eligible veterans receive 5 points and eligible disabled veterans receive 10 points. Disabled veterans must submit a recent award letter stating a 10% service connected disability issued by the United States Veterans Administration. Note: A copy of your DD214 showing the discharge type must be received in the Human Resources by the date of the examination. Acceptable wartime service dates: September 16, 1940 to December 31, 1946 June 27, 1950 to January 31, 1955 August 5, 1964 to May 7, 1975 Persian Gulf War, August 2, 1990, through a date to be set by law or Presidential Proclamation. Eligible Lists: Candidates who pass the examination will be placed on an eligible list for that classification. Eligible lists are effective for nine months, but may be extended by the Human Resources Director for a period which shall not exceed a total of three years from the date established. Certification/Referral: Names from the eligible list will be referred to the hiring department by the following methods. Rule of the Rank: The top rank orranks of eligibles will be referred for hiring interviews. The minimum number of names to be referred will be equal to the number of positions plus nine, or 10% of the eligible list, whichever is higher. When fillingnine or more positions in a department at the same time, the top rank or ranks will be referred and the minimum number of names shall be two times the number of positions to be filled or 10% of the eligible list, whichever is higher. This applies only to open competitive recruitments. Rule of Five: The top five names will be referred for hiring interviews. This applies only to department or countywide promotional examination. Rule of the List: For classifications designated by the Director of Human Resources, the entire eligible list will be referred to the department. Physical Exam: Some classifications require physical examinations. Final appointment cannot be made until the eligible has passed the physical examination. The County pays for physical examinations administered in its medical facilities. Pre-Employment Drug Screening Exam: Some classifications require a new employee successfully pass a pre-employment drug screen as a condition of employment. Final appointment cannot be made until the eligible has passed the drug screen. The County pays for the initial drug screen. Employment of Relatives: Applicants who are relatives of employees in a department within the 3rd degree of relationship, (parent, child, grand parent, grand child or sibling) either by blood or marriage, may not be appointed, promoted, transferred into or within the department when; They are related to the Appointing Authority or The employment would result in one of them supervising the work of the other. Department Head may establish additional limitations on the hiring of relatives by departmental rule. Proof of Eligibility: If you are offered a job you will be required to provide proof of U.S. citizenship or other documents that establish your eligibility to be employed in the U.S. HOW TO APPLY Apply Online: www.sjgov.org/department/hr By mail or in person: San Joaquin County Human Resources 44 N. San Joaquin Street Suite 330 Stockton, CA 95202 Office hours: Monday - Friday 8:00 am to 5:00 pm; excluding holidays. Phone: (209) 468-3370 Job Line: For currentemployment opportunitiesplease callour 24-hour job line at (209) 468-3377. When a final filing date is indicated, applications must be filed with the Human Resources Division before 5:00 p.m. or postmarked by the final filing date. Resumes will not be accepted in lieu of an application. Applications sent through county inter-office mail, which are not received by the final filing date, will not be accepted. ( The County assumes no responsibility for mailed applications which are not received by the Human Resources Division) . San Joaquin County Substance Abuse Policy: San Joaquin County has adopted a Substance Abuse Policy in compliance with the Federal Drug Free Workplace Act of 1988. This policy is enforced by all San Joaquin County Departments and applies to all San Joaquin County employees. Equal Opportunity Employer : San Joaquin County is an Equal Employment Opportunity (EEO) Employer and is committed to providing equal employment to all without regard to age, ancestry, color, creed, marital status, medical condition, national origin, physical or mental disability, political affiliation or belief, pregnancy, race, religion, sex, or sexual orientation. For more information go to www.sjgov.org/department/hr/eeo . Click on a link below to apply for this position: Fill out the Supplemental Questionnaire and Application NOW using the Internet. Apply Online View and print the Supplemental Questionnaire. This recruitment requires completion of a supplemental questionnaire. You may view and print the supplemental questionnaire here . View and print the official application form as an Acrobat pdf file. A San Joaquin County application form is required for this recruitment. You may print this Acrobat PDF document and then fill it in. Contact us via conventional means. You may contact us by phone at (209) 468-3370, or by email , or apply for a job in person at the San Joaquin County Human Resources Division. Closing Date/Time: 4/2/2024 11:59:00 PM
Mar 21, 2024
Full Time
Introduction This position is represented by the SEIU bargaining unit and will receive salary increases based on the following schedule: Effective July 2024 - 4% Cost of Living Adjustment increase Effective July 2025 - 3% Cost of Living Adjustment increase This recruitment is being conducted to fill one Office Assistant Specialistposition in the San Joaquin Behavioral HealthServices department and to establish an eligible list which may be used tofill future vacancies. The first certification maybe departmental. Pre-Employment Drug Screening and Background: Potential new hires into this classification are required to successfully pass a pre-employment drug screen and a background investigation as a condition of employment. Final appointment cannot be made unless the eligible has passed the drug screen and successfully completed the background process. The County pays for the initial drug screen. The following incentives and bonuses may beavailable for eligible new hires Incentives and bonuses are subject to approval by Human Resources: Vacation Accrual Rate: San Joaquin County vacation accrual rate consistent with the candidate's total years of public service. Sick Leave: Candidates leaving other employment may receive credit for actual non-reimbursable sick leave hours (up to 160 hours) from their last agency. Hours shall be subject to San Joaquin County's minimum sick leave cash out provisions. New Hire Retention Bonus: $2,000upon completion of first year equivalent employment (2,080 hours) $1,000upon completion of third year equivalent employment (6,240 hours) $3,000upon completion of sixth year equivalent employment (12,480 hours) Resumes will not be accepted in lieu of an application. A completed application must be postmarked or received online by the final filing deadline. NOTE: All correspondences relating to this recruitment will be delivered via e-mail. The e-mail account used will be the one provided on your employment application during time of submittal. Please be sure to check your e-mail often for updates. If you do not have an e-mail account on file, Human Resources will send you correspondences via US Mail. TYPICAL DUTIES Provides specialized and complex information, including specific program-related information, to managers, patients, clients, outside agencies and others; researches difficult and complex issues; completes complex forms for the purpose of documenting specialized program-related information; searches for, receives and explains complex rules, regulations, policies, procedures and technical office operations; interprets and applies external laws, regulations, ordinances and policies as they relate to clerical/technical/financial functions; may issue complex documents; provides customer service in a calm, helpful and effective manner. Gathers, processes and maintains specialized and complex information related to departmental operations; asks in-depth questions of patients, clients, and others; identifies customer needs and seeks to match those needs with program services; codes, files and retrieves documents and records using various alphabetical, numerical, coded and computerized filing systems. Researches, compiles, maintains and processes statistical, financial and/or other numerical data to support specialized office functions; coordinates and/or performs routine work related to personnel, payroll, budgetary, purchasing, inventory, and/or other administrative functions; performs complex accounts payable/receivable and billing procedures, applying advanced knowledge of technical program requirements; maintains ledgers and accounts; enters data into worksheets; matches invoices with orders, reviewing and verifying for completeness, accuracy, and appropriateness as assigned; computes, collects and receipts monies and fees, including large sums; adjusts accounts within limits of authority; may develop and maintain spreadsheets and databases, either by hand or computer; maintains data and develops reports for budget purposes. Performs clerical/technical/financial case management, applying advanced knowledge of administrative, legal, financial and/or program-related requirements; researches, reviews, and resolves complex case issues; determines, maintains and tracks case information and status; identifies needed documents and/or actions; contacts and meets with clients, victims, parolees, patients and others to obtain forms/documents, arrange payments/services and help them meet obligations; may advocate on behalf of clients within limits of authority; coordinates case activities with managers, professional staff, and/or other work units as appropriate. Prepares a variety of difficult reports and documents requiring advanced knowledge of specialized subject matter including, but not limited to court orders, petitions, subpoenas, insurance claims, treatment authorization forms; reviews complex legal, custody, health care and other records to identify needed information; applies complex codes and requirements for reimbursement and other purposes. May perform secretarial duties for various staff including supervisors and/or professional staff; may supervise a very small number of clerical workers as an incidental duty; may train or review the work of others; may serve as a lead worker over a large group of office clerical/technical staff. MINIMUM QUALIFICATIONS ( Special Note : For positions reclassified to this class as part of Classification Studies #01-18 and #02-08, the incumbents occupying those positions on the effective date that the study is implemented by the Board of Supervisors shall be deemed to meet the minimum qualifications for the class.) Either I Experience : One year of work at a level equal to or higher than Senior Office Assistant in San Joaquin County service. Or II Experience : Three years of general clerical, secretarial and/or office technical work, including at least one year functioning at a full-journey level. Substitutions : a) One year of business training in an approved vocational training program may substitute for one year of the above-required experience; or b) Completion of 30 semester/45 quarter credit units at an accredited college or university may substitute for one year of the above-required experience. And Certificates : If required by the nature of the assignment: 1) possession of an acceptable typing/keyboarding or other certification of ability to input data at the rate of 45 words per minute; and/or 2) possession of an acceptable proficiency certificate in one or more computer software programs. Special Requirement : Most positions require the ability to use computers and/or word processing equipment. If required by the nature of the assignment, demonstrated general or software-specific computer proficiency may be required prior to appointment. KNOWLEDGE Advanced office practices and procedures; standard clerical accounting methods and practices; principles of planning and organizing work; methods of researching, gathering, organizing and reporting data; personal computer systems and general office computer software; public relations techniques; advanced interviewing techniques; advanced filing and record keeping systems; complex correspondence and report formats; arithmetical operations related to advanced clerical/technical/financial processes; basic principles of training and supervision; advanced cash handling procedures. ABILITY Research, interpret and apply complex laws/regulations, court orders, program policies/procedures, and third-party rules/requirements related to specialized clerical activities; evaluate and establish priorities; gather, organize, input and maintain complex information, including financial or program-specific data; provide/obtain detailed information to/from others, even in difficult situations; utilize advanced office procedures and equipment; follow complex oral and written procedures and directions; establish and maintain effective working relationships with others; communicate effectively with others; write clearly and legibly; perform advanced arithmetical operations; lead or supervise others. PHYSICAL/MENTAL REQUIREMENTS Mobility -Frequent operation of a data entry device, repetitive motion, sitting for long periods, walking; occasional standing, pushing, pulling, bending, squatting, climbing; Lifting -Frequently 5 pounds or less; occasionally 5 to 30 pounds; Visual -Constant good overall vision and reading/close-up work; frequent color perception and use of eye/hand coordination; occasional use of depth perception and peripheral vision; Hearing/Talking -Frequent hearing of normal speech, hearing/talking on the telephone, talking in person; Emotional/Psychological -Frequent decision making, concentration, and public contact; Special Requirements -Some assignments may require working weekends, nights, and/or occasional overtime; Environmental -Occasional exposure to varied weather conditions. San Joaquin County complies with the Americans with Disabilities Act (ADA) and, upon request, will consider reasonable accommodations to enable individuals with disabilities to perform essential job functions. Equal Opportunity Employer San Joaquin County is an Equal Employment Opportunity (EEO) Employer and is committed to providing equal employment to all without regard to age, ancestry, color, creed, marital status, medical condition, national origin, physical or mental disability, political affiliation or belief, pregnancy, race, religion, sex, or sexual orientation. For more information go to Equal Employment Opportunity Division (sjgov.org) . Accommodations for those covered by the Americans with Disabilities Act (ADA): San Joaquin County complies with the Americans with Disabilities Act and, upon request, will consider reasonable accommodations to enable individuals with disabilities to perform essential job functions. BENEFITS Employees hired into this classification are members of a bargaining unit which is represented bySEIU Local 1021 . Health Insurance : San Joaquin County provides employees with a choice of three health plans: a Kaiser Plan, a Select Plan, and a Premier Plan. Employees pay a portion of the cost of the premium. Dependent coverage is also available. Dental Insurance : The County provides employees with a choice of two dental plans: Delta Dental and United Health Care-Select Managed Care Direct Compensation Plan. There is no cost for employee only coverage in either plan; dependent coverage is available at the employee’s expense. Vision Insurance : The County provides vision coverage through Vision Service Plan (VSP). There is no cost for employee only coverage; dependent coverage is available at the employee’s expense. For more detailed information on the County’s benefits program, visit our website at www.sjgov.org under Human Resources/Employee Benefits. Life Insurance : The County provides eligible employees with life insurance coverage as follows: 1 but less than 3 years of continuous service: $1,000 3 but less than 5 years of continuous service: $3,000 5 but less than 10 years of continuous service: $5,000 10 years of continuous service or more: $10,000 Employee may purchase additional term life insurance at the group rate. 125 Flexible Benefits Plan : This is a voluntary program that allows employees to use pre-tax dollars to pay for health-related expenses that are not paid by a medical, dental or vision plan (Health Flexible Spending Account $2550 annual limit with a $500 carry over); and dependent care costs (Dependent Care Assistance Plan $5000 annual limit). Retirement Plan : Employees of the County are covered by the County Retirement Law of 1937. Please visit the San Joaquin County Employees’ Retirement Association (SJCERA) at www.sjcera.org for more information. NOTE: If you are receiving a retirement allowance from another California county covered by the County Employees’ Retirement Act of 1937 or from any governmental agency covered by the California Public Employees’ Retirement System (PERS), you are advised to contact the Retirement Officer of the Retirement Plan from which you retired to determine what effect employment in San Joaquin County would have on your retirement allowance. Deferred Compensation :The County maintains a deferred compensation plan under Section 457 of the IRS code. You may annually contribute $22,500 or 100% of your includible compensation, whichever is less. Individuals age 50 or older may contribute to their plan, up to $30,000.The Roth IRA (after tax) is also now available. Vacation : Maximum earned vacation is 10 days each year up to 3 years; 15 days after 3 years; 20 days after 10 years; and 23 days after 20 years. Holidays : Effective July 1, 2017, all civil service status employees earn 14 paid holidays each year. Please see the appopriate MOU for details regarding holidays, accruals,use, and cashability of accrued time. Sick Leave : 12 working days of sick leave annually with unlimited accumulation. Sick leave incentive : An employee is eligible to receive eight hours administrative leave if the leave balance equals at least one- half of the cumulative amount that the employee is eligible to accrue. The employee must also be on payroll during the entire calendar year. Bereavement Leave : 3 days of paid leave for the death of qualifying family member, 2 additional days of accrued leave for death of employee’s spouse, domestic partner, parent or child. Merit Salary Increase : New employees will receive the starting salary, which is the first step of the salary range. After employees serve 52 weeks (2080 hours) on each step of the range, they are eligible for a merit increase to the next step. Job Sharing : Employees may agree to job-share a position, subject to approval by a Department Head and the Director of Human Resources. Educational Reimbursement Program : Eligible employees may be reimbursed for career-related course work up to a maximum of $850 per fiscal year. Eligible employees enrolled in an approved four (4) year College or University academic program may be reimbursed up to $800 per semester for a maximum of $1600 per fiscal year. Parking Supplemental Downtown Stockton: The County contributes up to $20 per pay period for employees who pay for parking and are assigned to work in the Downtown Core Area. School Activities : Employees may take up to 40 hours per year, but not more than eight (8) hours per month, to participate in their children’s school activities. Selection Procedures Applicants who meet the minimum qualifications will go through the following examination process: Written Exam : The civil service written exam is a multiple choice format. If the written exam is administered alone, it will be 100% of the overall score. Candidates must achieve a minimum rating of 70% in order to be placed on the eligible list. Oral Exam : The oral exam is a structured interview process that will assess the candidate’s education, training, and experience and may include a practical exercise. The oral exam selection process is not a hiring interview. A panel of up to four people will determine the candidate’s score and rank for placement on the eligible list. Top candidates from the eligible list are referred for hiring interviews. If the oral exam is administered alone, it will be 100% of the overall score. Candidates must achieve a minimum rating of 70% in order to be placed on the eligible list. Written & Oral Exam: If both a written exam and an oral exam is administered, the written exam is weighted at 60% and the oral exam is weighted at 40% unless otherwise indicated on the announcement. Candidates must achieve a minimum rating of 70% on each examination in order to be placed on the eligible list. Rate-out: A rate-out is an examination that involves a paper rating of the candidate’s application using the following criteria: education, training, and experience. Candidates will not be scheduled for the rate-out process. Note: The rating of 70 referred to may be the same or other than an arithmetic 70% of the total possible points. Testing Accommodation: Candidates who require testing accommodation under the Americans with Disabilities Act (ADA) must call Human Resources Division at (209) 468-3370 prior to the examination date. Veteran’s Points : Eligible veterans, unmarried widows and widowers of veterans of the United States Armed Forces who have been honorably discharged and who have served during wartime shall be given veteran’s points in initial appointment to County service. Eligible veterans receive 5 points and eligible disabled veterans receive 10 points. Disabled veterans must submit a recent award letter stating a 10% service connected disability issued by the United States Veterans Administration. Note: A copy of your DD214 showing the discharge type must be received in the Human Resources by the date of the examination. Acceptable wartime service dates: September 16, 1940 to December 31, 1946 June 27, 1950 to January 31, 1955 August 5, 1964 to May 7, 1975 Persian Gulf War, August 2, 1990, through a date to be set by law or Presidential Proclamation. Eligible Lists: Candidates who pass the examination will be placed on an eligible list for that classification. Eligible lists are effective for nine months, but may be extended by the Human Resources Director for a period which shall not exceed a total of three years from the date established. Certification/Referral: Names from the eligible list will be referred to the hiring department by the following methods. Rule of the Rank: The top rank orranks of eligibles will be referred for hiring interviews. The minimum number of names to be referred will be equal to the number of positions plus nine, or 10% of the eligible list, whichever is higher. When fillingnine or more positions in a department at the same time, the top rank or ranks will be referred and the minimum number of names shall be two times the number of positions to be filled or 10% of the eligible list, whichever is higher. This applies only to open competitive recruitments. Rule of Five: The top five names will be referred for hiring interviews. This applies only to department or countywide promotional examination. Rule of the List: For classifications designated by the Director of Human Resources, the entire eligible list will be referred to the department. Physical Exam: Some classifications require physical examinations. Final appointment cannot be made until the eligible has passed the physical examination. The County pays for physical examinations administered in its medical facilities. Pre-Employment Drug Screening Exam: Some classifications require a new employee successfully pass a pre-employment drug screen as a condition of employment. Final appointment cannot be made until the eligible has passed the drug screen. The County pays for the initial drug screen. Employment of Relatives: Applicants who are relatives of employees in a department within the 3rd degree of relationship, (parent, child, grand parent, grand child or sibling) either by blood or marriage, may not be appointed, promoted, transferred into or within the department when; They are related to the Appointing Authority or The employment would result in one of them supervising the work of the other. Department Head may establish additional limitations on the hiring of relatives by departmental rule. Proof of Eligibility: If you are offered a job you will be required to provide proof of U.S. citizenship or other documents that establish your eligibility to be employed in the U.S. HOW TO APPLY Apply Online: www.sjgov.org/department/hr By mail or in person: San Joaquin County Human Resources 44 N. San Joaquin Street Suite 330 Stockton, CA 95202 Office hours: Monday - Friday 8:00 am to 5:00 pm; excluding holidays. Phone: (209) 468-3370 Job Line: For currentemployment opportunitiesplease callour 24-hour job line at (209) 468-3377. When a final filing date is indicated, applications must be filed with the Human Resources Division before 5:00 p.m. or postmarked by the final filing date. Resumes will not be accepted in lieu of an application. Applications sent through county inter-office mail, which are not received by the final filing date, will not be accepted. ( The County assumes no responsibility for mailed applications which are not received by the Human Resources Division) . San Joaquin County Substance Abuse Policy: San Joaquin County has adopted a Substance Abuse Policy in compliance with the Federal Drug Free Workplace Act of 1988. This policy is enforced by all San Joaquin County Departments and applies to all San Joaquin County employees. Equal Opportunity Employer : San Joaquin County is an Equal Employment Opportunity (EEO) Employer and is committed to providing equal employment to all without regard to age, ancestry, color, creed, marital status, medical condition, national origin, physical or mental disability, political affiliation or belief, pregnancy, race, religion, sex, or sexual orientation. For more information go to www.sjgov.org/department/hr/eeo . Click on a link below to apply for this position: Fill out the Supplemental Questionnaire and Application NOW using the Internet. Apply Online View and print the Supplemental Questionnaire. This recruitment requires completion of a supplemental questionnaire. You may view and print the supplemental questionnaire here . View and print the official application form as an Acrobat pdf file. A San Joaquin County application form is required for this recruitment. You may print this Acrobat PDF document and then fill it in. Contact us via conventional means. You may contact us by phone at (209) 468-3370, or by email , or apply for a job in person at the San Joaquin County Human Resources Division. Closing Date/Time: 4/2/2024 11:59:00 PM
Introduction This recruitmentis beingconducted to fillone (1)vacancy in theHuman Resources Division's Risk Management Unitand to establish an eligible list to fill future vacancies. Resumes will not be accepted in lieu of an application. A completed application must be postmarked or received online by the final filing deadline. * First certification may be Departmental Promotional *Members of the Confidential Unit receive a supplement of 10% on top of base salary Cost of Living Adjustments (COLAs) Effective July 1, 2024, all employees shall receive aCOLA of 4% of base salary. Effective July 14, 2025, all employees shall receive aCOLA of 3% of base salary. NOTE: All correspondences relating to this recruitment will be delivered via e-mail. The e-mail account used will be the one provided on your employment application during time of submittal. Please be sure to check your e-mail often for updates. If you do not have an e-mail account on file, Human Resources will send you correspondences via US Mail. TYPICAL DUTIES Provides specialized and complex information, including specific program-related information, to managers, patients, clients, outside agencies and others; researches difficult and complex issues; completes complex forms for the purpose of documenting specialized program-related information; searches for, receives and explains complex rules, regulations, policies, procedures and technical office operations; interprets and applies external laws, regulations, ordinances and policies as they relate to clerical/technical/financial functions; may issue complex documents; provides customer service in a calm, helpful and effective manner. Gathers, processes and maintains specialized and complex information related to departmental operations; asks in-depth questions of patients, clients, and others; identifies customer needs and seeks to match those needs with program services; codes, files and retrieves documents and records using various alphabetical, numerical, coded and computerized filing systems. Researches, compiles, maintains and processes statistical, financial and/or other numerical data to support specialized office functions; coordinates and/or performs routine work related to personnel, payroll, budgetary, purchasing, inventory, and/or other administrative functions; performs complex accounts payable/receivable and billing procedures, applying advanced knowledge of technical program requirements; maintains ledgers and accounts; enters data into worksheets; matches invoices with orders, reviewing and verifying for completeness, accuracy, and appropriateness as assigned; computes, collects and receipts monies and fees, including large sums; adjusts accounts within limits of authority; may develop and maintain spreadsheets and databases, either by hand or computer; maintains data and develops reports for budget purposes. Performs clerical/technical/financial case management, applying advanced knowledge of administrative, legal, financial and/or program-related requirements; researches, reviews, and resolves complex case issues; determines, maintains and tracks case information and status; identifies needed documents and/or actions; contacts and meets with clients, victims, parolees, patients and others to obtain forms/documents, arrange payments/services and help them meet obligations; may advocate on behalf of clients within limits of authority; coordinates case activities with managers, professional staff, and/or other work units as appropriate. Prepares a variety of difficult reports and documents requiring advanced knowledge of specialized subject matter including, but not limited to court orders, petitions, subpoenas, insurance claims, treatment authorization forms; reviews complex legal, custody, health care and other records to identify needed information; applies complex codes and requirements for reimbursement and other purposes. May perform secretarial duties for various staff including supervisors and/or professional staff; may supervise a very small number of clerical workers as an incidental duty; may train or review the work of others; may serve as a lead worker over a large group of office clerical/technical staff. MINIMUM QUALIFICATIONS ( Special Note: For positions reclassified to this class as part of Classification Studies #01-18 and #02-08, the incumbents occupying those positions on the effective date that the study is implemented by the Board of Supervisors shall be deemed to meet the minimum qualifications for the class.) Either I Experience : One year of work at a level equal to or higher than Senior Office Assistant in San Joaquin County service. Or II Experience : Three years of general clerical, secretarial and/or office technical work, including at least one year functioning at a full-journey level. Substitutions : a) One year of business training in an approved vocational training program may substitute for one year of the above-required experience; or b) Completion of 30 semester/45 quarter credit units at an accredited college or university may substitute for one year of the above-required experience. And Certificates : If required by the nature of the assignment: 1) possession of an acceptable typing/keyboarding or other certification of ability to input data at the rate of 45 words per minute; and/or 2) possession of an acceptable proficiency certificate in one or more computer software programs. Special Requirement : Most positions require the ability to use computers and/or word processing equipment. If required by the nature of the assignment, demonstrated general or software-specific computer proficiency may be required prior to appointment. KNOWLEDGE Advanced office practices and procedures; standard clerical accounting methods and practices; principles of planning and organizing work; methods of researching, gathering, organizing and reporting data; personal computer systems and general office computer software; public relations techniques; advanced interviewing techniques; advanced filing and record keeping systems; complex correspondence and report formats; arithmetical operations related to advanced clerical/technical/financial processes; basic principles of training and supervision; advanced cash handling procedures. ABILITY Research, interpret and apply complex laws/regulations, court orders, program policies/procedures, and third-party rules/requirements related to specialized clerical activities; evaluate and establish priorities; gather, organize, input and maintain complex information, including financial or program-specific data; provide/obtain detailed information to/from others, even in difficult situations; utilize advanced office procedures and equipment; follow complex oral and written procedures and directions; establish and maintain effective working relationships with others; communicate effectively with others; write clearly and legibly; perform advanced arithmetical operations; lead or supervise others. PHYSICAL/MENTAL REQUIREMENTS Mobility -Frequent operation of a data entry device, repetitive motion, sitting for long periods, walking; occasional standing, pushing, pulling, bending, squatting, climbing; Lifting -Frequently 5 pounds or less; occasionally 5 to 30 pounds; Visual -Constant good overall vision and reading/close-up work; frequent color perception and use of eye/hand coordination; occasional use of depth perception and peripheral vision; Hearing/Talking -Frequent hearing of normal speech, hearing/talking on the telephone, talking in person; Emotional/Psychological -Frequent decision making, concentration, and public contact; Special Requirements -Some assignments may require working weekends, nights, and/or occasional overtime; Environmental -Occasional exposure to varied weather conditions. San Joaquin County complies with the Americans with Disabilities Act (ADA) and, upon request, will consider reasonable accommodations to enable individuals with disabilities to perform essential job functions. BENEFITS Health Insurance : San Joaquin County provides a comprehensive benefits package to employees of this bargaining unit. The benefits include the option of four medical plans: a Kaiser HMO plan, a Sutter Health Plus HMO plan, and two self-funded PPO plans called the Select Plan and Premier Plan. Employees pay a portion of the cost of the premium. Dependent coverage is also available. Dental Insurance : The County provides employees with a choice of four dental plans: Three through Delta Dental and one through United Health Care-Select Managed Care Direct Compensation Plan. The County pays the full premium for all but one Delta Dental Plan (Buy-up), which the employee pays a slightly higher cost. Dependent coverage is available at the employee’s expense. Vision Insurance : The County provides two vision plan options through Vision Service Plan (VSP). There is no cost for the base plan at employee only coverage. The buy-up plan option has a slightly higher cost. dependent coverage is available at the employee’s expense. For more detailed information on the County’s benefits program, visit our website at www.sjgov.org under Human Resources/Benefits. Life Insurance : The County provides eligible employees with life insurance coverage as follows: 1 but less than 3 years of continuous service: $1,000 3 but less than 5 years of continuous service: $3,000 5 but less than 10 years of continuous service: $5,000 10 years of continuous service or more: $10,000 Employees may purchase additional term life insurance up to a maximum of $200,000 at the group rate.Regular employees in this unit shall be provided with a supplemental life insurance policy with a face value up to $75,000. Section 125 Flexible Benefits Plan : This is a voluntary program that allows employees to use pre-tax dollars to pay for health-related expenses that are not paid by a medical, dental or vision plan and dependent care costs. Annual limits are set by the IRS and may change each year. Retirement Plan : Employees of the County are covered by the County Retirement Act of 1937. Please visit the San Joaquin County Employees’ Retirement Association (SJCERA) at www.sjcera.org for more information. NOTE: If you are receiving a retirement allowance from another California county covered by the County Employees’ Retirement Act of 1937 or from any governmental agency covered by the California Public Employees’ Retirement System (PERS), you are advised to contact the Retirement Officer of the Retirement Plan from which you retired to determine what effect employment in San Joaquin County would have on your retirement allowance. Deferred Compensation : The County maintains a deferred compensation plan under Section 457 of the IRS code. You may annually contribute $22,500 or 100% of your includible compensation, whichever is less. Individuals age 50 or older may contribute to their plan, up to $30,000. The Roth IRA (after tax) is also now available. For members of this unit, the County shall make a contribution equal to 1% of the employee’s base salary to the deferred compensation plan. Vacation : Maximum earned vacation is 10 days each year up to 3 years; 15 days after 3 years; 20 days after 10 years; and 23 days after 20 years. Holiday : 14 paid holidays per year. Vacation Cash-Out : Members shall have the option of purchasing up to eight 8-hour days vacation time once each calendar year from the member’s accumulated vacation with the approval of the County Administrator. Confidential Unit Supplement: : Members of this unit shall receive a supplement of 10% of base salary. Sick Leave : 12 working days of sick leave annually with unlimited accumulation. Sick leave incentive : An employee is eligible to receive eight hours administrative leave if the leave balance equals at least one-half of the cumulative amount that the employee is eligible to accrue. The employee must also be on payroll during the entire calendar year. Bereavement Leave : 3 days of paid leave for the death of an immediate family member, 2 additional days of accrued leave for death of employee’s spouse, domestic partner, parent or child. Merit Salary Increase : New employees will receive the starting salary, which is the first step of the salary range. After employees serve 52 weeks (2080 hours) on each step of the range, they are eligible for a merit increase to the next step. Job Sharing : Employees may agree to job-share a position, subject to approval by a Department Head and the Director of Human Resources. Recruitment Incentives : Upon the request of the Department Head and with the approval of the County Administrator or his designee, the following recruitment incentives may be provided: (a) Reimbursement of moving expenses : Actual documented cost of moving to a maximum of $2,000. Costs may include moving expenses, interim housing, and travel expenses related to the move for the candidate and his/her family. Any approved reimbursement shall be made contingent upon employment, in two incremental payments: the first payment after six months of service, the second after twelve months of service. (b) Vacation Accrual Rate : The San Joaquin County vacation accrual rate consistent with the candidate’s total years of public service. (c) Sick Leave : If the candidate is leaving other employment to accept the San Joaquin County position, credit of the candidate’s actual unreimbursable sick leave hours from the candidate’s last agency will be a maximum of 160 hours. Such hours shall be subject to San Joaquin County’s minimum sick leave cash out options. Educational Reimbursement Program : Eligible employees may be reimbursed for career-related course work up to a maximum of $850 per fiscal year. Eligible employees enrolled in an approved four (4) year College or University academic program may be reimbursed up to $800 per semester for a maximum of $1600 per fiscal year. Parking Supplemental Downtown Stockton : The County contributes up to $17 per pay period for employees who pay for parking and are assigned to work in the Downtown Core Area. School Activities : Employees may take up to 40 hours per year, but not more than eight (8) hours per month, to participate in their children’s school activities. Note: County employees who currently receive a cafeteria plan allowance and subsequently transfer, demote or promote from or into the confidential unit shall have the option to either retain their existing cafeteria plan contribution amount or have a one-time option at time of hire of opting for the 10% unrepresented supplement in lieu of retaining their cafeteria allowance. Selection Procedures Applicants who meet the minimum qualifications will go through the following examination process: Written Exam : The civil service written exam is a multiple choice format. If the written exam is administered alone, it will be 100% of the overall score. Candidates must achieve a minimum rating of 70% in order to be placed on the eligible list. Oral Exam : The oral exam is a structured interview process that will assess the candidate’s education, training, and experience and may include a practical exercise. The oral exam selection process is not a hiring interview. A panel of up to four people will determine the candidate’s score and rank for placement on the eligible list. Top candidates from the eligible list are referred for hiring interviews. If the oral exam is administered alone, it will be 100% of the overall score. Candidates must achieve a minimum rating of 70% in order to be placed on the eligible list. Written & Oral Exam : If both a written exam and an oral exam is administered, the written exam is weighted at 60% and the oral exam is weighted at 40% unless otherwise indicated on the announcement. Candidates must achieve a minimum rating of 70% on each examination in order to be placed on the eligible list. Rate-out : A rate-out is an examination that involves a paper rating of the candidate’s application using the following criteria: education, training, and experience. Candidates will not be scheduled for the rate-out process. Note: The rating of 70 referred to may be the same or other than an arithmetic 70% of the total possible points. OnlineWritten Exams : Written exams may be administered online. Candidates will be notified of the examination date and will be responsible to complete the written exam within a given period of time (typically within five calendar days). Candidates are required to read the Online Exam Guide for Test Takers prior to taking an online written exam. The link to the guide is here: Online Exam Guide For Test Takers PLEASE NOTE: Online exams must be completed in one sitting and can only be taken once Candidates will have access to an online exam within the allotted time only A steady internet connection is highly recommended The allotted time will still continue if a candidate closes the window or gets disconnected Once the allotted time expires, access to the exam will be unavailable Microsoft is no longer supporting Internet Explorer . Therefore, it is recommended that candidates do not use Internet Explorer to complete online written exams. Candidates that do not have access to a computer can contact the Human Resources office at (209)468-3370 for information on accommodations. Testing Accommodation : Candidates who require testing accommodation under the Americans with Disabilities Act (ADA) must call Human Resources Division at (209) 468-3370 prior to the examination date. Veteran’s Points : Eligible veterans, unmarried widows and widowers of veterans of the United States Armed Forces who have been honorably discharged and who have served during wartime shall be given veteran’s points in initial appointment to County service. Eligible veterans receive 5 points and eligible disabled veterans receive 10 points. Disabled veterans must submit a recent award letter stating a 10% service connected disability issued by the United States Veterans Administration.Note: A copy of your DD214 showing the discharge type must be received in the Human Resources by the date of the examination. Acceptable wartime service dates: September 16, 1940 to December 31, 1946 June 27, 1950 to January 31, 1955 August 5, 1964 to May 7, 1975 Persian Gulf War, August 2, 1990, through a date to be set by law or Presidential Proclamation. Eligible Lists : Candidates who pass the examination will be placed on an eligible list for that classification. Eligible lists are effective for nine months, but may be extended by the Human Resources Director for a period which shall not exceed a total of three years from the date established. Certification/Referral :Names from the eligible list will be referred to the hiring department by the following methods. Rule of the Rank :The top rank orranks of eligibles will be referred for hiring interviews. The minimum number of names to be referred will be equal to the number of positions plus nine, or 10% of the eligible list, whichever is higher. When fillingnine or more positions in a department at the same time, the top rank or ranks will be referred and the minimum number of names shall be two times the number of positions to be filled or 10% of the eligible list, whichever is higher. This applies only to open competitive recruitments. Rule of Five : The top five names will be referred for hiring interviews. This applies only to department or countywide promotional examination. Physical Exam :Some classifications require physical examinations. Final appointment cannot be made until the eligible has passed the physical examination. The County pays for physical examinations administered in its medical facilities. Pre-Employment Drug Screening Exam : Some classifications require a new employee successfully pass a pre-employment drug screen as a condition of employment. Final appointment cannot be made until the eligible has passed the drug screen. The County pays for the initial drug screen. Employment of Relatives :Applicants who are relatives of employees in a department within the 3rd degree of relationship, (parent, child, grand parent, grand child or sibling) either by blood or marriage, may not be appointed, promoted, transferred into or within the department when; They are related to the Appointing Authority or The employment would result in one of them supervising the work of the other. Department Head may establish additional limitations on the hiring of relatives by departmental rule. Proof of Eligibility :If you are offered a job you will be required to provide proof of U.S. citizenship or other documents that establish your eligibility to be employed in the U.S. Click on a link below to apply for this position: Fill out the Supplemental Questionnaire and Application NOW using the Internet. Apply Online View and print the Supplemental Questionnaire. This recruitment requires completion of a supplemental questionnaire. You may view and print the supplemental questionnaire here . View and print the official application form as an Acrobat pdf file. A San Joaquin County application form is required for this recruitment. You may print this Acrobat PDF document and then fill it in. Contact us via conventional means. You may contact us by phone at (209) 468-3370, or by email , or apply for a job in person at the San Joaquin County Human Resources Division. Closing Date/Time: 4/5/2024 11:59:00 PM
Mar 23, 2024
Full Time
Introduction This recruitmentis beingconducted to fillone (1)vacancy in theHuman Resources Division's Risk Management Unitand to establish an eligible list to fill future vacancies. Resumes will not be accepted in lieu of an application. A completed application must be postmarked or received online by the final filing deadline. * First certification may be Departmental Promotional *Members of the Confidential Unit receive a supplement of 10% on top of base salary Cost of Living Adjustments (COLAs) Effective July 1, 2024, all employees shall receive aCOLA of 4% of base salary. Effective July 14, 2025, all employees shall receive aCOLA of 3% of base salary. NOTE: All correspondences relating to this recruitment will be delivered via e-mail. The e-mail account used will be the one provided on your employment application during time of submittal. Please be sure to check your e-mail often for updates. If you do not have an e-mail account on file, Human Resources will send you correspondences via US Mail. TYPICAL DUTIES Provides specialized and complex information, including specific program-related information, to managers, patients, clients, outside agencies and others; researches difficult and complex issues; completes complex forms for the purpose of documenting specialized program-related information; searches for, receives and explains complex rules, regulations, policies, procedures and technical office operations; interprets and applies external laws, regulations, ordinances and policies as they relate to clerical/technical/financial functions; may issue complex documents; provides customer service in a calm, helpful and effective manner. Gathers, processes and maintains specialized and complex information related to departmental operations; asks in-depth questions of patients, clients, and others; identifies customer needs and seeks to match those needs with program services; codes, files and retrieves documents and records using various alphabetical, numerical, coded and computerized filing systems. Researches, compiles, maintains and processes statistical, financial and/or other numerical data to support specialized office functions; coordinates and/or performs routine work related to personnel, payroll, budgetary, purchasing, inventory, and/or other administrative functions; performs complex accounts payable/receivable and billing procedures, applying advanced knowledge of technical program requirements; maintains ledgers and accounts; enters data into worksheets; matches invoices with orders, reviewing and verifying for completeness, accuracy, and appropriateness as assigned; computes, collects and receipts monies and fees, including large sums; adjusts accounts within limits of authority; may develop and maintain spreadsheets and databases, either by hand or computer; maintains data and develops reports for budget purposes. Performs clerical/technical/financial case management, applying advanced knowledge of administrative, legal, financial and/or program-related requirements; researches, reviews, and resolves complex case issues; determines, maintains and tracks case information and status; identifies needed documents and/or actions; contacts and meets with clients, victims, parolees, patients and others to obtain forms/documents, arrange payments/services and help them meet obligations; may advocate on behalf of clients within limits of authority; coordinates case activities with managers, professional staff, and/or other work units as appropriate. Prepares a variety of difficult reports and documents requiring advanced knowledge of specialized subject matter including, but not limited to court orders, petitions, subpoenas, insurance claims, treatment authorization forms; reviews complex legal, custody, health care and other records to identify needed information; applies complex codes and requirements for reimbursement and other purposes. May perform secretarial duties for various staff including supervisors and/or professional staff; may supervise a very small number of clerical workers as an incidental duty; may train or review the work of others; may serve as a lead worker over a large group of office clerical/technical staff. MINIMUM QUALIFICATIONS ( Special Note: For positions reclassified to this class as part of Classification Studies #01-18 and #02-08, the incumbents occupying those positions on the effective date that the study is implemented by the Board of Supervisors shall be deemed to meet the minimum qualifications for the class.) Either I Experience : One year of work at a level equal to or higher than Senior Office Assistant in San Joaquin County service. Or II Experience : Three years of general clerical, secretarial and/or office technical work, including at least one year functioning at a full-journey level. Substitutions : a) One year of business training in an approved vocational training program may substitute for one year of the above-required experience; or b) Completion of 30 semester/45 quarter credit units at an accredited college or university may substitute for one year of the above-required experience. And Certificates : If required by the nature of the assignment: 1) possession of an acceptable typing/keyboarding or other certification of ability to input data at the rate of 45 words per minute; and/or 2) possession of an acceptable proficiency certificate in one or more computer software programs. Special Requirement : Most positions require the ability to use computers and/or word processing equipment. If required by the nature of the assignment, demonstrated general or software-specific computer proficiency may be required prior to appointment. KNOWLEDGE Advanced office practices and procedures; standard clerical accounting methods and practices; principles of planning and organizing work; methods of researching, gathering, organizing and reporting data; personal computer systems and general office computer software; public relations techniques; advanced interviewing techniques; advanced filing and record keeping systems; complex correspondence and report formats; arithmetical operations related to advanced clerical/technical/financial processes; basic principles of training and supervision; advanced cash handling procedures. ABILITY Research, interpret and apply complex laws/regulations, court orders, program policies/procedures, and third-party rules/requirements related to specialized clerical activities; evaluate and establish priorities; gather, organize, input and maintain complex information, including financial or program-specific data; provide/obtain detailed information to/from others, even in difficult situations; utilize advanced office procedures and equipment; follow complex oral and written procedures and directions; establish and maintain effective working relationships with others; communicate effectively with others; write clearly and legibly; perform advanced arithmetical operations; lead or supervise others. PHYSICAL/MENTAL REQUIREMENTS Mobility -Frequent operation of a data entry device, repetitive motion, sitting for long periods, walking; occasional standing, pushing, pulling, bending, squatting, climbing; Lifting -Frequently 5 pounds or less; occasionally 5 to 30 pounds; Visual -Constant good overall vision and reading/close-up work; frequent color perception and use of eye/hand coordination; occasional use of depth perception and peripheral vision; Hearing/Talking -Frequent hearing of normal speech, hearing/talking on the telephone, talking in person; Emotional/Psychological -Frequent decision making, concentration, and public contact; Special Requirements -Some assignments may require working weekends, nights, and/or occasional overtime; Environmental -Occasional exposure to varied weather conditions. San Joaquin County complies with the Americans with Disabilities Act (ADA) and, upon request, will consider reasonable accommodations to enable individuals with disabilities to perform essential job functions. BENEFITS Health Insurance : San Joaquin County provides a comprehensive benefits package to employees of this bargaining unit. The benefits include the option of four medical plans: a Kaiser HMO plan, a Sutter Health Plus HMO plan, and two self-funded PPO plans called the Select Plan and Premier Plan. Employees pay a portion of the cost of the premium. Dependent coverage is also available. Dental Insurance : The County provides employees with a choice of four dental plans: Three through Delta Dental and one through United Health Care-Select Managed Care Direct Compensation Plan. The County pays the full premium for all but one Delta Dental Plan (Buy-up), which the employee pays a slightly higher cost. Dependent coverage is available at the employee’s expense. Vision Insurance : The County provides two vision plan options through Vision Service Plan (VSP). There is no cost for the base plan at employee only coverage. The buy-up plan option has a slightly higher cost. dependent coverage is available at the employee’s expense. For more detailed information on the County’s benefits program, visit our website at www.sjgov.org under Human Resources/Benefits. Life Insurance : The County provides eligible employees with life insurance coverage as follows: 1 but less than 3 years of continuous service: $1,000 3 but less than 5 years of continuous service: $3,000 5 but less than 10 years of continuous service: $5,000 10 years of continuous service or more: $10,000 Employees may purchase additional term life insurance up to a maximum of $200,000 at the group rate.Regular employees in this unit shall be provided with a supplemental life insurance policy with a face value up to $75,000. Section 125 Flexible Benefits Plan : This is a voluntary program that allows employees to use pre-tax dollars to pay for health-related expenses that are not paid by a medical, dental or vision plan and dependent care costs. Annual limits are set by the IRS and may change each year. Retirement Plan : Employees of the County are covered by the County Retirement Act of 1937. Please visit the San Joaquin County Employees’ Retirement Association (SJCERA) at www.sjcera.org for more information. NOTE: If you are receiving a retirement allowance from another California county covered by the County Employees’ Retirement Act of 1937 or from any governmental agency covered by the California Public Employees’ Retirement System (PERS), you are advised to contact the Retirement Officer of the Retirement Plan from which you retired to determine what effect employment in San Joaquin County would have on your retirement allowance. Deferred Compensation : The County maintains a deferred compensation plan under Section 457 of the IRS code. You may annually contribute $22,500 or 100% of your includible compensation, whichever is less. Individuals age 50 or older may contribute to their plan, up to $30,000. The Roth IRA (after tax) is also now available. For members of this unit, the County shall make a contribution equal to 1% of the employee’s base salary to the deferred compensation plan. Vacation : Maximum earned vacation is 10 days each year up to 3 years; 15 days after 3 years; 20 days after 10 years; and 23 days after 20 years. Holiday : 14 paid holidays per year. Vacation Cash-Out : Members shall have the option of purchasing up to eight 8-hour days vacation time once each calendar year from the member’s accumulated vacation with the approval of the County Administrator. Confidential Unit Supplement: : Members of this unit shall receive a supplement of 10% of base salary. Sick Leave : 12 working days of sick leave annually with unlimited accumulation. Sick leave incentive : An employee is eligible to receive eight hours administrative leave if the leave balance equals at least one-half of the cumulative amount that the employee is eligible to accrue. The employee must also be on payroll during the entire calendar year. Bereavement Leave : 3 days of paid leave for the death of an immediate family member, 2 additional days of accrued leave for death of employee’s spouse, domestic partner, parent or child. Merit Salary Increase : New employees will receive the starting salary, which is the first step of the salary range. After employees serve 52 weeks (2080 hours) on each step of the range, they are eligible for a merit increase to the next step. Job Sharing : Employees may agree to job-share a position, subject to approval by a Department Head and the Director of Human Resources. Recruitment Incentives : Upon the request of the Department Head and with the approval of the County Administrator or his designee, the following recruitment incentives may be provided: (a) Reimbursement of moving expenses : Actual documented cost of moving to a maximum of $2,000. Costs may include moving expenses, interim housing, and travel expenses related to the move for the candidate and his/her family. Any approved reimbursement shall be made contingent upon employment, in two incremental payments: the first payment after six months of service, the second after twelve months of service. (b) Vacation Accrual Rate : The San Joaquin County vacation accrual rate consistent with the candidate’s total years of public service. (c) Sick Leave : If the candidate is leaving other employment to accept the San Joaquin County position, credit of the candidate’s actual unreimbursable sick leave hours from the candidate’s last agency will be a maximum of 160 hours. Such hours shall be subject to San Joaquin County’s minimum sick leave cash out options. Educational Reimbursement Program : Eligible employees may be reimbursed for career-related course work up to a maximum of $850 per fiscal year. Eligible employees enrolled in an approved four (4) year College or University academic program may be reimbursed up to $800 per semester for a maximum of $1600 per fiscal year. Parking Supplemental Downtown Stockton : The County contributes up to $17 per pay period for employees who pay for parking and are assigned to work in the Downtown Core Area. School Activities : Employees may take up to 40 hours per year, but not more than eight (8) hours per month, to participate in their children’s school activities. Note: County employees who currently receive a cafeteria plan allowance and subsequently transfer, demote or promote from or into the confidential unit shall have the option to either retain their existing cafeteria plan contribution amount or have a one-time option at time of hire of opting for the 10% unrepresented supplement in lieu of retaining their cafeteria allowance. Selection Procedures Applicants who meet the minimum qualifications will go through the following examination process: Written Exam : The civil service written exam is a multiple choice format. If the written exam is administered alone, it will be 100% of the overall score. Candidates must achieve a minimum rating of 70% in order to be placed on the eligible list. Oral Exam : The oral exam is a structured interview process that will assess the candidate’s education, training, and experience and may include a practical exercise. The oral exam selection process is not a hiring interview. A panel of up to four people will determine the candidate’s score and rank for placement on the eligible list. Top candidates from the eligible list are referred for hiring interviews. If the oral exam is administered alone, it will be 100% of the overall score. Candidates must achieve a minimum rating of 70% in order to be placed on the eligible list. Written & Oral Exam : If both a written exam and an oral exam is administered, the written exam is weighted at 60% and the oral exam is weighted at 40% unless otherwise indicated on the announcement. Candidates must achieve a minimum rating of 70% on each examination in order to be placed on the eligible list. Rate-out : A rate-out is an examination that involves a paper rating of the candidate’s application using the following criteria: education, training, and experience. Candidates will not be scheduled for the rate-out process. Note: The rating of 70 referred to may be the same or other than an arithmetic 70% of the total possible points. OnlineWritten Exams : Written exams may be administered online. Candidates will be notified of the examination date and will be responsible to complete the written exam within a given period of time (typically within five calendar days). Candidates are required to read the Online Exam Guide for Test Takers prior to taking an online written exam. The link to the guide is here: Online Exam Guide For Test Takers PLEASE NOTE: Online exams must be completed in one sitting and can only be taken once Candidates will have access to an online exam within the allotted time only A steady internet connection is highly recommended The allotted time will still continue if a candidate closes the window or gets disconnected Once the allotted time expires, access to the exam will be unavailable Microsoft is no longer supporting Internet Explorer . Therefore, it is recommended that candidates do not use Internet Explorer to complete online written exams. Candidates that do not have access to a computer can contact the Human Resources office at (209)468-3370 for information on accommodations. Testing Accommodation : Candidates who require testing accommodation under the Americans with Disabilities Act (ADA) must call Human Resources Division at (209) 468-3370 prior to the examination date. Veteran’s Points : Eligible veterans, unmarried widows and widowers of veterans of the United States Armed Forces who have been honorably discharged and who have served during wartime shall be given veteran’s points in initial appointment to County service. Eligible veterans receive 5 points and eligible disabled veterans receive 10 points. Disabled veterans must submit a recent award letter stating a 10% service connected disability issued by the United States Veterans Administration.Note: A copy of your DD214 showing the discharge type must be received in the Human Resources by the date of the examination. Acceptable wartime service dates: September 16, 1940 to December 31, 1946 June 27, 1950 to January 31, 1955 August 5, 1964 to May 7, 1975 Persian Gulf War, August 2, 1990, through a date to be set by law or Presidential Proclamation. Eligible Lists : Candidates who pass the examination will be placed on an eligible list for that classification. Eligible lists are effective for nine months, but may be extended by the Human Resources Director for a period which shall not exceed a total of three years from the date established. Certification/Referral :Names from the eligible list will be referred to the hiring department by the following methods. Rule of the Rank :The top rank orranks of eligibles will be referred for hiring interviews. The minimum number of names to be referred will be equal to the number of positions plus nine, or 10% of the eligible list, whichever is higher. When fillingnine or more positions in a department at the same time, the top rank or ranks will be referred and the minimum number of names shall be two times the number of positions to be filled or 10% of the eligible list, whichever is higher. This applies only to open competitive recruitments. Rule of Five : The top five names will be referred for hiring interviews. This applies only to department or countywide promotional examination. Physical Exam :Some classifications require physical examinations. Final appointment cannot be made until the eligible has passed the physical examination. The County pays for physical examinations administered in its medical facilities. Pre-Employment Drug Screening Exam : Some classifications require a new employee successfully pass a pre-employment drug screen as a condition of employment. Final appointment cannot be made until the eligible has passed the drug screen. The County pays for the initial drug screen. Employment of Relatives :Applicants who are relatives of employees in a department within the 3rd degree of relationship, (parent, child, grand parent, grand child or sibling) either by blood or marriage, may not be appointed, promoted, transferred into or within the department when; They are related to the Appointing Authority or The employment would result in one of them supervising the work of the other. Department Head may establish additional limitations on the hiring of relatives by departmental rule. Proof of Eligibility :If you are offered a job you will be required to provide proof of U.S. citizenship or other documents that establish your eligibility to be employed in the U.S. Click on a link below to apply for this position: Fill out the Supplemental Questionnaire and Application NOW using the Internet. Apply Online View and print the Supplemental Questionnaire. This recruitment requires completion of a supplemental questionnaire. You may view and print the supplemental questionnaire here . View and print the official application form as an Acrobat pdf file. A San Joaquin County application form is required for this recruitment. You may print this Acrobat PDF document and then fill it in. Contact us via conventional means. You may contact us by phone at (209) 468-3370, or by email , or apply for a job in person at the San Joaquin County Human Resources Division. Closing Date/Time: 4/5/2024 11:59:00 PM
Introduction Note: The above special selective minimum qualification requirements were approved by theDirector of Human Resourceson 12/19/2023. TYPICAL DUTIES Provides specialized and complex information, including specific program-related information, to managers, patients, clients, outside agencies and others; researches difficult and complex issues; completes complex forms for the purpose of documenting specialized program-related information; searches for, receives and explains complex rules, regulations, policies, procedures and technical office operations; interprets and applies external laws, regulations, ordinances and policies as they relate to clerical/technical/financial functions; may issue complex documents; provides customer service in a calm, helpful and effective manner. Gathers, processes and maintains specialized and complex information related to departmental operations; asks in-depth questions of patients, clients, and others; identifies customer needs and seeks to match those needs with program services; codes, files and retrieves documents and records using various alphabetical, numerical, coded and computerized filing systems. Researches, compiles, maintains and processes statistical, financial and/or other numerical data to support specialized office functions; coordinates and/or performs routine work related to personnel, payroll, budgetary, purchasing, inventory, and/or other administrative functions; performs complex accounts payable/receivable and billing procedures, applying advanced knowledge of technical program requirements; maintains ledgers and accounts; enters data into worksheets; matches invoices with orders, reviewing and verifying for completeness, accuracy, and appropriateness as assigned; computes, collects and receipts monies and fees, including large sums; adjusts accounts within limits of authority; may develop and maintain spreadsheets and databases, either by hand or computer; maintains data and develops reports for budget purposes. Performs clerical/technical/financial case management, applying advanced knowledge of administrative, legal, financial and/or program-related requirements; researches, reviews, and resolves complex case issues; determines, maintains and tracks case information and status; identifies needed documents and/or actions; contacts and meets with clients, victims, parolees, patients and others to obtain forms/documents, arrange payments/services and help them meet obligations; may advocate on behalf of clients within limits of authority; coordinates case activities with managers, professional staff, and/or other work units as appropriate. Prepares a variety of difficult reports and documents requiring advanced knowledge of specialized subject matter including, but not limited to court orders, petitions, subpoenas, insurance claims, treatment authorization forms; reviews complex legal, custody, health care and other records to identify needed information; applies complex codes and requirements for reimbursement and other purposes. May perform secretarial duties for various staff including supervisors and/or professional staff; may supervise a very small number of clerical workers as an incidental duty; may train or review the work of others; may serve as a lead worker over a large group of office clerical/technical staff. KNOWLEDGE Advanced office practices and procedures; standard clerical accounting methods and practices; principles of planning and organizing work; methods of researching, gathering, organizing and reporting data; personal computer systems and general office computer software; public relations techniques; advanced interviewing techniques; advanced filing and record keeping systems; complex correspondence and report formats; arithmetical operations related to advanced clerical/technical/financial processes; basic principles of training and supervision; advanced cash handling procedures. ABILITY Research, interpret and apply complex laws/regulations, court orders, program policies/procedures, and third-party rules/requirements related to specialized clerical activities; evaluate and establish priorities; gather, organize, input and maintain complex information, including financial or program-specific data; provide/obtain detailed information to/from others, even in difficult situations; utilize advanced office procedures and equipment; follow complex oral and written procedures and directions; establish and maintain effective working relationships with others; communicate effectively with others; write clearly and legibly; perform advanced arithmetical operations; lead or supervise others. PHYSICAL/MENTAL REQUIREMENTS Mobility -Frequent operation of a data entry device, repetitive motion, sitting for long periods, walking; occasional standing, pushing, pulling, bending, squatting, climbing; Lifting -Frequently 5 pounds or less; occasionally 5 to 30 pounds; Visual -Constant good overall vision and reading/close-up work; frequent color perception and use of eye/hand coordination; occasional use of depth perception and peripheral vision; Hearing/Talking -Frequent hearing of normal speech, hearing/talking on the telephone, talking in person; Emotional/Psychological -Frequent decision making, concentration, and public contact; Special Requirements -Some assignments may require working weekends, nights, and/or occasional overtime; Environmental -Occasional exposure to varied weather conditions. San Joaquin County complies with the Americans with Disabilities Act (ADA) and, upon request, will consider reasonable accommodations to enable individuals with disabilities to perform essential job functions. Equal Opportunity Employer San Joaquin County is an Equal Employment Opportunity (EEO) Employer and is committed to providing equal employment to all without regard to age, ancestry, color, creed, marital status, medical condition, national origin, physical or mental disability, political affiliation or belief, pregnancy, race, religion, sex, or sexual orientation. For more information go to Equal Employment Opportunity Division (sjgov.org) . Accommodations for those covered by the Americans with Disabilities Act (ADA): San Joaquin County complies with the Americans with Disabilities Act and, upon request, will consider reasonable accommodations to enable individuals with disabilities to perform essential job functions. BENEFITS Employees hired into this classification are members of a bargaining unit which is represented by SEIU Local 1021 . Health Insurance : San Joaquin County provides employees with a choice of three health plans: a Kaiser Plan, a Select Plan, and a Premier Plan. Employees pay a portion of the cost of the premium. Dependent coverage is also available. Dental Insurance : The County provides employees with a choice of two dental plans: Delta Dental and United Health Care-Select Managed Care Direct Compensation Plan. There is no cost for employee only coverage in either plan; dependent coverage is available at the employee’s expense. Vision Insurance : The County provides vision coverage through Vision Service Plan (VSP). There is no cost for employee only coverage; dependent coverage is available at the employee’s expense. For more detailed information on the County’s benefits program, visit our website at www.sjgov.org under Human Resources/Employee Benefits. Life Insurance : The County provides eligible employees with life insurance coverage as follows: 1 but less than 3 years of continuous service: $1,000 3 but less than 5 years of continuous service: $3,000 5 but less than 10 years of continuous service: $5,000 10 years of continuous service or more: $10,000 Employee may purchase additional term life insurance at the group rate. 125 Flexible Benefits Plan : This is a voluntary program that allows employees to use pre-tax dollars to pay for health-related expenses that are not paid by a medical, dental or vision plan (Health Flexible Spending Account $2550 annual limit with a $500 carry over); and dependent care costs (Dependent Care Assistance Plan $5000 annual limit). Retirement Plan : Employees of the County are covered by the County Retirement Law of 1937. Please visit the San Joaquin County Employees’ Retirement Association (SJCERA) at www.sjcera.org for more information. NOTE: If you are receiving a retirement allowance from another California county covered by the County Employees’ Retirement Act of 1937 or from any governmental agency covered by the California Public Employees’ Retirement System (PERS), you are advised to contact the Retirement Officer of the Retirement Plan from which you retired to determine what effect employment in San Joaquin County would have on your retirement allowance. Deferred Compensation : The County maintains a deferred compensation plan under Section 457 of the IRS code. You may annually contribute $22,500 or 100% of your includible compensation, whichever is less. Individuals age 50 or older may contribute to their plan, up to $30,000. The Roth IRA (after tax) is also now available. Vacation : Maximum earned vacation is 10 days each year up to 3 years; 15 days after 3 years; 20 days after 10 years; and 23 days after 20 years. Holidays : Effective July 1, 2017, all civil service status employees earn 14 paid holidays each year. Please see the appopriate MOU for details regarding holidays, accruals, use, and cashability of accrued time. Sick Leave : 12 working days of sick leave annually with unlimited accumulation. Sick leave incentive : An employee is eligible to receive eight hours administrative leave if the leave balance equals at least one- half of the cumulative amount that the employee is eligible to accrue. The employee must also be on payroll during the entire calendar year. Bereavement Leave : 3 days of paid leave for the death of qualifying family member, 2 additional days of accrued leave for death of employee’s spouse, domestic partner, parent or child. Merit Salary Increase : New employees will receive the starting salary, which is the first step of the salary range. After employees serve 52 weeks (2080 hours) on each step of the range, they are eligible for a merit increase to the next step. Job Sharing : Employees may agree to job-share a position, subject to approval by a Department Head and the Director of Human Resources. Educational Reimbursement Program : Eligible employees may be reimbursed for career-related course work up to a maximum of $850 per fiscal year. Eligible employees enrolled in an approved four (4) year College or University academic program may be reimbursed up to $800 per semester for a maximum of $1600 per fiscal year. Parking Supplemental Downtown Stockton: The County contributes up to $20 per pay period for employees who pay for parking and are assigned to work in the Downtown Core Area. School Activities : Employees may take up to 40 hours per year, but not more than eight (8) hours per month, to participate in their children’s school activities. Selection Procedures Applicants who meet the minimum qualifications will go through the following examination process: Written Exam : The civil service written exam is a multiple choice format. If the written exam is administered alone, it will be 100% of the overall score. Candidates must achieve a minimum rating of 70% in order to be placed on the eligible list. Oral Exam : The oral exam is a structured interview process that will assess the candidate’s education, training, and experience and may include a practical exercise. The oral exam selection process is not a hiring interview. A panel of up to four people will determine the candidate’s score and rank for placement on the eligible list. Top candidates from the eligible list are referred for hiring interviews. If the oral exam is administered alone, it will be 100% of the overall score. Candidates must achieve a minimum rating of 70% in order to be placed on the eligible list. Written & Oral Exam: If both a written exam and an oral exam is administered, the written exam is weighted at 60% and the oral exam is weighted at 40% unless otherwise indicated on the announcement. Candidates must achieve a minimum rating of 70% on each examination in order to be placed on the eligible list. Rate-out: A rate-out is an examination that involves a paper rating of the candidate’s application using the following criteria: education, training, and experience. Candidates will not be scheduled for the rate-out process. Note: The rating of 70 referred to may be the same or other than an arithmetic 70% of the total possible points. Testing Accommodation: Candidates who require testing accommodation under the Americans with Disabilities Act (ADA) must call Human Resources Division at (209) 468-3370 prior to the examination date. Veteran’s Points : Eligible veterans, unmarried widows and widowers of veterans of the United States Armed Forces who have been honorably discharged and who have served during wartime shall be given veteran’s points in initial appointment to County service. Eligible veterans receive 5 points and eligible disabled veterans receive 10 points. Disabled veterans must submit a recent award letter stating a 10% service connected disability issued by the United States Veterans Administration. Note: A copy of your DD214 showing the discharge type must be received in the Human Resources by the date of the examination. Acceptable wartime service dates: September 16, 1940 to December 31, 1946 June 27, 1950 to January 31, 1955 August 5, 1964 to May 7, 1975 Persian Gulf War, August 2, 1990, through a date to be set by law or Presidential Proclamation. Eligible Lists: Candidates who pass the examination will be placed on an eligible list for that classification. Eligible lists are effective for nine months, but may be extended by the Human Resources Director for a period which shall not exceed a total of three years from the date established. Certification/Referral: Names from the eligible list will be referred to the hiring department by the following methods. Rule of the Rank: The top rank orranks of eligibles will be referred for hiring interviews. The minimum number of names to be referred will be equal to the number of positions plus nine, or 10% of the eligible list, whichever is higher. When fillingnine or more positions in a department at the same time, the top rank or ranks will be referred and the minimum number of names shall be two times the number of positions to be filled or 10% of the eligible list, whichever is higher. This applies only to open competitive recruitments. Rule of Five: The top five names will be referred for hiring interviews. This applies only to department or countywide promotional examination. Rule of the List: For classifications designated by the Director of Human Resources, the entire eligible list will be referred to the department. Physical Exam: Some classifications require physical examinations. Final appointment cannot be made until the eligible has passed the physical examination. The County pays for physical examinations administered in its medical facilities. Pre-Employment Drug Screening Exam: Some classifications require a new employee successfully pass a pre-employment drug screen as a condition of employment. Final appointment cannot be made until the eligible has passed the drug screen. The County pays for the initial drug screen. Employment of Relatives: Applicants who are relatives of employees in a department within the 3rd degree of relationship, (parent, child, grand parent, grand child or sibling) either by blood or marriage, may not be appointed, promoted, transferred into or within the department when; They are related to the Appointing Authority or The employment would result in one of them supervising the work of the other. Department Head may establish additional limitations on the hiring of relatives by departmental rule. Proof of Eligibility: If you are offered a job you will be required to provide proof of U.S. citizenship or other documents that establish your eligibility to be employed in the U.S. HOW TO APPLY Apply Online: www.sjgov.org/department/hr By mail or in person: San Joaquin County Human Resources 44 N. San Joaquin Street Suite 330 Stockton, CA 95202 Office hours: Monday - Friday 8:00 am to 5:00 pm; excluding holidays. Phone: (209) 468-3370 Job Line: For currentemployment opportunitiesplease callour 24-hour job line at (209) 468-3377. When a final filing date is indicated, applications must be filed with the Human Resources Division before 5:00 p.m. or postmarked by the final filing date. Resumes will not be accepted in lieu of an application. Applications sent through county inter-office mail, which are not received by the final filing date, will not be accepted. ( The County assumes no responsibility for mailed applications which are not received by the Human Resources Division) . San Joaquin County Substance Abuse Policy: San Joaquin County has adopted a Substance Abuse Policy in compliance with the Federal Drug Free Workplace Act of 1988. This policy is enforced by all San Joaquin County Departments and applies to all San Joaquin County employees. Equal Opportunity Employer : San Joaquin County is an Equal Employment Opportunity (EEO) Employer and is committed to providing equal employment to all without regard to age, ancestry, color, creed, marital status, medical condition, national origin, physical or mental disability, political affiliation or belief, pregnancy, race, religion, sex, or sexual orientation. For more information go to www.sjgov.org/department/hr/eeo . Click on a link below to apply for this position: Fill out the Supplemental Questionnaire and Application NOW using the Internet. Apply Online View and print the Supplemental Questionnaire. This recruitment requires completion of a supplemental questionnaire. You may view and print the supplemental questionnaire here . View and print the official application form as an Acrobat pdf file. A San Joaquin County application form is required for this recruitment. You may print this Acrobat PDF document and then fill it in. Contact us via conventional means. You may contact us by phone at (209) 468-3370, or by email , or apply for a job in person at the San Joaquin County Human Resources Division. Closing Date/Time: 4/1/2024 11:59:00 PM
Mar 22, 2024
Full Time
Introduction Note: The above special selective minimum qualification requirements were approved by theDirector of Human Resourceson 12/19/2023. TYPICAL DUTIES Provides specialized and complex information, including specific program-related information, to managers, patients, clients, outside agencies and others; researches difficult and complex issues; completes complex forms for the purpose of documenting specialized program-related information; searches for, receives and explains complex rules, regulations, policies, procedures and technical office operations; interprets and applies external laws, regulations, ordinances and policies as they relate to clerical/technical/financial functions; may issue complex documents; provides customer service in a calm, helpful and effective manner. Gathers, processes and maintains specialized and complex information related to departmental operations; asks in-depth questions of patients, clients, and others; identifies customer needs and seeks to match those needs with program services; codes, files and retrieves documents and records using various alphabetical, numerical, coded and computerized filing systems. Researches, compiles, maintains and processes statistical, financial and/or other numerical data to support specialized office functions; coordinates and/or performs routine work related to personnel, payroll, budgetary, purchasing, inventory, and/or other administrative functions; performs complex accounts payable/receivable and billing procedures, applying advanced knowledge of technical program requirements; maintains ledgers and accounts; enters data into worksheets; matches invoices with orders, reviewing and verifying for completeness, accuracy, and appropriateness as assigned; computes, collects and receipts monies and fees, including large sums; adjusts accounts within limits of authority; may develop and maintain spreadsheets and databases, either by hand or computer; maintains data and develops reports for budget purposes. Performs clerical/technical/financial case management, applying advanced knowledge of administrative, legal, financial and/or program-related requirements; researches, reviews, and resolves complex case issues; determines, maintains and tracks case information and status; identifies needed documents and/or actions; contacts and meets with clients, victims, parolees, patients and others to obtain forms/documents, arrange payments/services and help them meet obligations; may advocate on behalf of clients within limits of authority; coordinates case activities with managers, professional staff, and/or other work units as appropriate. Prepares a variety of difficult reports and documents requiring advanced knowledge of specialized subject matter including, but not limited to court orders, petitions, subpoenas, insurance claims, treatment authorization forms; reviews complex legal, custody, health care and other records to identify needed information; applies complex codes and requirements for reimbursement and other purposes. May perform secretarial duties for various staff including supervisors and/or professional staff; may supervise a very small number of clerical workers as an incidental duty; may train or review the work of others; may serve as a lead worker over a large group of office clerical/technical staff. KNOWLEDGE Advanced office practices and procedures; standard clerical accounting methods and practices; principles of planning and organizing work; methods of researching, gathering, organizing and reporting data; personal computer systems and general office computer software; public relations techniques; advanced interviewing techniques; advanced filing and record keeping systems; complex correspondence and report formats; arithmetical operations related to advanced clerical/technical/financial processes; basic principles of training and supervision; advanced cash handling procedures. ABILITY Research, interpret and apply complex laws/regulations, court orders, program policies/procedures, and third-party rules/requirements related to specialized clerical activities; evaluate and establish priorities; gather, organize, input and maintain complex information, including financial or program-specific data; provide/obtain detailed information to/from others, even in difficult situations; utilize advanced office procedures and equipment; follow complex oral and written procedures and directions; establish and maintain effective working relationships with others; communicate effectively with others; write clearly and legibly; perform advanced arithmetical operations; lead or supervise others. PHYSICAL/MENTAL REQUIREMENTS Mobility -Frequent operation of a data entry device, repetitive motion, sitting for long periods, walking; occasional standing, pushing, pulling, bending, squatting, climbing; Lifting -Frequently 5 pounds or less; occasionally 5 to 30 pounds; Visual -Constant good overall vision and reading/close-up work; frequent color perception and use of eye/hand coordination; occasional use of depth perception and peripheral vision; Hearing/Talking -Frequent hearing of normal speech, hearing/talking on the telephone, talking in person; Emotional/Psychological -Frequent decision making, concentration, and public contact; Special Requirements -Some assignments may require working weekends, nights, and/or occasional overtime; Environmental -Occasional exposure to varied weather conditions. San Joaquin County complies with the Americans with Disabilities Act (ADA) and, upon request, will consider reasonable accommodations to enable individuals with disabilities to perform essential job functions. Equal Opportunity Employer San Joaquin County is an Equal Employment Opportunity (EEO) Employer and is committed to providing equal employment to all without regard to age, ancestry, color, creed, marital status, medical condition, national origin, physical or mental disability, political affiliation or belief, pregnancy, race, religion, sex, or sexual orientation. For more information go to Equal Employment Opportunity Division (sjgov.org) . Accommodations for those covered by the Americans with Disabilities Act (ADA): San Joaquin County complies with the Americans with Disabilities Act and, upon request, will consider reasonable accommodations to enable individuals with disabilities to perform essential job functions. BENEFITS Employees hired into this classification are members of a bargaining unit which is represented by SEIU Local 1021 . Health Insurance : San Joaquin County provides employees with a choice of three health plans: a Kaiser Plan, a Select Plan, and a Premier Plan. Employees pay a portion of the cost of the premium. Dependent coverage is also available. Dental Insurance : The County provides employees with a choice of two dental plans: Delta Dental and United Health Care-Select Managed Care Direct Compensation Plan. There is no cost for employee only coverage in either plan; dependent coverage is available at the employee’s expense. Vision Insurance : The County provides vision coverage through Vision Service Plan (VSP). There is no cost for employee only coverage; dependent coverage is available at the employee’s expense. For more detailed information on the County’s benefits program, visit our website at www.sjgov.org under Human Resources/Employee Benefits. Life Insurance : The County provides eligible employees with life insurance coverage as follows: 1 but less than 3 years of continuous service: $1,000 3 but less than 5 years of continuous service: $3,000 5 but less than 10 years of continuous service: $5,000 10 years of continuous service or more: $10,000 Employee may purchase additional term life insurance at the group rate. 125 Flexible Benefits Plan : This is a voluntary program that allows employees to use pre-tax dollars to pay for health-related expenses that are not paid by a medical, dental or vision plan (Health Flexible Spending Account $2550 annual limit with a $500 carry over); and dependent care costs (Dependent Care Assistance Plan $5000 annual limit). Retirement Plan : Employees of the County are covered by the County Retirement Law of 1937. Please visit the San Joaquin County Employees’ Retirement Association (SJCERA) at www.sjcera.org for more information. NOTE: If you are receiving a retirement allowance from another California county covered by the County Employees’ Retirement Act of 1937 or from any governmental agency covered by the California Public Employees’ Retirement System (PERS), you are advised to contact the Retirement Officer of the Retirement Plan from which you retired to determine what effect employment in San Joaquin County would have on your retirement allowance. Deferred Compensation : The County maintains a deferred compensation plan under Section 457 of the IRS code. You may annually contribute $22,500 or 100% of your includible compensation, whichever is less. Individuals age 50 or older may contribute to their plan, up to $30,000. The Roth IRA (after tax) is also now available. Vacation : Maximum earned vacation is 10 days each year up to 3 years; 15 days after 3 years; 20 days after 10 years; and 23 days after 20 years. Holidays : Effective July 1, 2017, all civil service status employees earn 14 paid holidays each year. Please see the appopriate MOU for details regarding holidays, accruals, use, and cashability of accrued time. Sick Leave : 12 working days of sick leave annually with unlimited accumulation. Sick leave incentive : An employee is eligible to receive eight hours administrative leave if the leave balance equals at least one- half of the cumulative amount that the employee is eligible to accrue. The employee must also be on payroll during the entire calendar year. Bereavement Leave : 3 days of paid leave for the death of qualifying family member, 2 additional days of accrued leave for death of employee’s spouse, domestic partner, parent or child. Merit Salary Increase : New employees will receive the starting salary, which is the first step of the salary range. After employees serve 52 weeks (2080 hours) on each step of the range, they are eligible for a merit increase to the next step. Job Sharing : Employees may agree to job-share a position, subject to approval by a Department Head and the Director of Human Resources. Educational Reimbursement Program : Eligible employees may be reimbursed for career-related course work up to a maximum of $850 per fiscal year. Eligible employees enrolled in an approved four (4) year College or University academic program may be reimbursed up to $800 per semester for a maximum of $1600 per fiscal year. Parking Supplemental Downtown Stockton: The County contributes up to $20 per pay period for employees who pay for parking and are assigned to work in the Downtown Core Area. School Activities : Employees may take up to 40 hours per year, but not more than eight (8) hours per month, to participate in their children’s school activities. Selection Procedures Applicants who meet the minimum qualifications will go through the following examination process: Written Exam : The civil service written exam is a multiple choice format. If the written exam is administered alone, it will be 100% of the overall score. Candidates must achieve a minimum rating of 70% in order to be placed on the eligible list. Oral Exam : The oral exam is a structured interview process that will assess the candidate’s education, training, and experience and may include a practical exercise. The oral exam selection process is not a hiring interview. A panel of up to four people will determine the candidate’s score and rank for placement on the eligible list. Top candidates from the eligible list are referred for hiring interviews. If the oral exam is administered alone, it will be 100% of the overall score. Candidates must achieve a minimum rating of 70% in order to be placed on the eligible list. Written & Oral Exam: If both a written exam and an oral exam is administered, the written exam is weighted at 60% and the oral exam is weighted at 40% unless otherwise indicated on the announcement. Candidates must achieve a minimum rating of 70% on each examination in order to be placed on the eligible list. Rate-out: A rate-out is an examination that involves a paper rating of the candidate’s application using the following criteria: education, training, and experience. Candidates will not be scheduled for the rate-out process. Note: The rating of 70 referred to may be the same or other than an arithmetic 70% of the total possible points. Testing Accommodation: Candidates who require testing accommodation under the Americans with Disabilities Act (ADA) must call Human Resources Division at (209) 468-3370 prior to the examination date. Veteran’s Points : Eligible veterans, unmarried widows and widowers of veterans of the United States Armed Forces who have been honorably discharged and who have served during wartime shall be given veteran’s points in initial appointment to County service. Eligible veterans receive 5 points and eligible disabled veterans receive 10 points. Disabled veterans must submit a recent award letter stating a 10% service connected disability issued by the United States Veterans Administration. Note: A copy of your DD214 showing the discharge type must be received in the Human Resources by the date of the examination. Acceptable wartime service dates: September 16, 1940 to December 31, 1946 June 27, 1950 to January 31, 1955 August 5, 1964 to May 7, 1975 Persian Gulf War, August 2, 1990, through a date to be set by law or Presidential Proclamation. Eligible Lists: Candidates who pass the examination will be placed on an eligible list for that classification. Eligible lists are effective for nine months, but may be extended by the Human Resources Director for a period which shall not exceed a total of three years from the date established. Certification/Referral: Names from the eligible list will be referred to the hiring department by the following methods. Rule of the Rank: The top rank orranks of eligibles will be referred for hiring interviews. The minimum number of names to be referred will be equal to the number of positions plus nine, or 10% of the eligible list, whichever is higher. When fillingnine or more positions in a department at the same time, the top rank or ranks will be referred and the minimum number of names shall be two times the number of positions to be filled or 10% of the eligible list, whichever is higher. This applies only to open competitive recruitments. Rule of Five: The top five names will be referred for hiring interviews. This applies only to department or countywide promotional examination. Rule of the List: For classifications designated by the Director of Human Resources, the entire eligible list will be referred to the department. Physical Exam: Some classifications require physical examinations. Final appointment cannot be made until the eligible has passed the physical examination. The County pays for physical examinations administered in its medical facilities. Pre-Employment Drug Screening Exam: Some classifications require a new employee successfully pass a pre-employment drug screen as a condition of employment. Final appointment cannot be made until the eligible has passed the drug screen. The County pays for the initial drug screen. Employment of Relatives: Applicants who are relatives of employees in a department within the 3rd degree of relationship, (parent, child, grand parent, grand child or sibling) either by blood or marriage, may not be appointed, promoted, transferred into or within the department when; They are related to the Appointing Authority or The employment would result in one of them supervising the work of the other. Department Head may establish additional limitations on the hiring of relatives by departmental rule. Proof of Eligibility: If you are offered a job you will be required to provide proof of U.S. citizenship or other documents that establish your eligibility to be employed in the U.S. HOW TO APPLY Apply Online: www.sjgov.org/department/hr By mail or in person: San Joaquin County Human Resources 44 N. San Joaquin Street Suite 330 Stockton, CA 95202 Office hours: Monday - Friday 8:00 am to 5:00 pm; excluding holidays. Phone: (209) 468-3370 Job Line: For currentemployment opportunitiesplease callour 24-hour job line at (209) 468-3377. When a final filing date is indicated, applications must be filed with the Human Resources Division before 5:00 p.m. or postmarked by the final filing date. Resumes will not be accepted in lieu of an application. Applications sent through county inter-office mail, which are not received by the final filing date, will not be accepted. ( The County assumes no responsibility for mailed applications which are not received by the Human Resources Division) . San Joaquin County Substance Abuse Policy: San Joaquin County has adopted a Substance Abuse Policy in compliance with the Federal Drug Free Workplace Act of 1988. This policy is enforced by all San Joaquin County Departments and applies to all San Joaquin County employees. Equal Opportunity Employer : San Joaquin County is an Equal Employment Opportunity (EEO) Employer and is committed to providing equal employment to all without regard to age, ancestry, color, creed, marital status, medical condition, national origin, physical or mental disability, political affiliation or belief, pregnancy, race, religion, sex, or sexual orientation. For more information go to www.sjgov.org/department/hr/eeo . Click on a link below to apply for this position: Fill out the Supplemental Questionnaire and Application NOW using the Internet. Apply Online View and print the Supplemental Questionnaire. This recruitment requires completion of a supplemental questionnaire. You may view and print the supplemental questionnaire here . View and print the official application form as an Acrobat pdf file. A San Joaquin County application form is required for this recruitment. You may print this Acrobat PDF document and then fill it in. Contact us via conventional means. You may contact us by phone at (209) 468-3370, or by email , or apply for a job in person at the San Joaquin County Human Resources Division. Closing Date/Time: 4/1/2024 11:59:00 PM
To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description. STUDENT PUBLIC FINANCE SPECIALIST Department: Finance Pay Grade: Temporary Pay Table FLSA Status: Non-Exempt Personnel Status: Temporary Part-Time JOB SUMMARY This position is responsible for performing a wide variety of administrative and technical support duties to Finance staff to assist the department function more efficiently. This position reports to the Principal Financial Analyst. ESSENTIAL JOB FUNCTIONS Provides support to the Finance Department, including accounting, accounts payable, revenue and utility billing. Performs various other projects under the supervision of the Principal Financial Analyst. Performs other related job duties as assigned. AGENCY-WIDE COMPETENCIES Professional Excellence Sense of responsibility and commitment; ability to meet expectations; quality of work output; willingness to admit and correct mistakes. Communication Ability to express oneself clearly, credibly, and respectfully in an appropriate tone; quality of judgment exercised in what information should be communicated; ability to adjust to different communication styles. Teamwork Commitment to team activities; placing value of team success over personal recognition; altruism; impact on team success; willingness to fulfill a variety of roles. Engagement Initiative exercised in solving problems; willingness to take on new responsibilities; acting on opportunities and presenting ideas; modeling a positive attitude and resilience; volunteering for group work; praising work of the City and coworkers; demonstrating pride in public service. Public Service Views citizens as a priority; demonstrates ethical, trustworthy behavior, stands as an example of servant leadership; maintains trust of the Auburn citizens. QUALIFICATIONS Education and Experience: Current enrollment in an accredited college or university majoring in Accounting, Finance, Public Administration, or closely related field; High school diploma or equivalent; or an equivalent combination of education and experience. Special Qualifications: Possession of or ability to readily obtain a valid driver’s license for the type of vehicle or equipment operated. Requirement exists at the time of hire and as a condition of continued employment. Knowledge, Skills, and Abilities: Knowledge of the functions of a Finance Department within a city government. Knowledge of various finance techniques, including calculation of interest, using appropriate computer software. Knowledge of financial instruments, such as leases, loans, investments, and mortgages. Knowledge of utility billing policies and procedures. Knowledge of local government operations, policies and plans, and modern office practices and procedures. Knowledge of Microsoft Word, Excel, PowerPoint, and other similar programs. Skill in using computers for data entry, word processing, and/or accounting purposes. Skill in the use of small office equipment, including calculators, copy machines or multi-line telephone systems. Skill in effective communication, both orally and in writing. Ability to meet and deal with employees and the public in an effective and courteous manner. Ability to get along with others, and work effectively with the public and co-workers. Ability to deal with confidential and sensitive matters. Ability to use computers for data entry, word processing, and/or accounting purposes. Ability to work independently, work well with others, and manage time effectively. PHYSICAL DEMANDS The work is sedentary work, which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Work is typically performed while intermittently sitting, standing, or stooping. WORK ENVIRONMENT The work is typically performed in an office environment. This position is Temporary and not eligible for benefits. Closing Date/Time: Continuous
Mar 23, 2024
Temporary
To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description. STUDENT PUBLIC FINANCE SPECIALIST Department: Finance Pay Grade: Temporary Pay Table FLSA Status: Non-Exempt Personnel Status: Temporary Part-Time JOB SUMMARY This position is responsible for performing a wide variety of administrative and technical support duties to Finance staff to assist the department function more efficiently. This position reports to the Principal Financial Analyst. ESSENTIAL JOB FUNCTIONS Provides support to the Finance Department, including accounting, accounts payable, revenue and utility billing. Performs various other projects under the supervision of the Principal Financial Analyst. Performs other related job duties as assigned. AGENCY-WIDE COMPETENCIES Professional Excellence Sense of responsibility and commitment; ability to meet expectations; quality of work output; willingness to admit and correct mistakes. Communication Ability to express oneself clearly, credibly, and respectfully in an appropriate tone; quality of judgment exercised in what information should be communicated; ability to adjust to different communication styles. Teamwork Commitment to team activities; placing value of team success over personal recognition; altruism; impact on team success; willingness to fulfill a variety of roles. Engagement Initiative exercised in solving problems; willingness to take on new responsibilities; acting on opportunities and presenting ideas; modeling a positive attitude and resilience; volunteering for group work; praising work of the City and coworkers; demonstrating pride in public service. Public Service Views citizens as a priority; demonstrates ethical, trustworthy behavior, stands as an example of servant leadership; maintains trust of the Auburn citizens. QUALIFICATIONS Education and Experience: Current enrollment in an accredited college or university majoring in Accounting, Finance, Public Administration, or closely related field; High school diploma or equivalent; or an equivalent combination of education and experience. Special Qualifications: Possession of or ability to readily obtain a valid driver’s license for the type of vehicle or equipment operated. Requirement exists at the time of hire and as a condition of continued employment. Knowledge, Skills, and Abilities: Knowledge of the functions of a Finance Department within a city government. Knowledge of various finance techniques, including calculation of interest, using appropriate computer software. Knowledge of financial instruments, such as leases, loans, investments, and mortgages. Knowledge of utility billing policies and procedures. Knowledge of local government operations, policies and plans, and modern office practices and procedures. Knowledge of Microsoft Word, Excel, PowerPoint, and other similar programs. Skill in using computers for data entry, word processing, and/or accounting purposes. Skill in the use of small office equipment, including calculators, copy machines or multi-line telephone systems. Skill in effective communication, both orally and in writing. Ability to meet and deal with employees and the public in an effective and courteous manner. Ability to get along with others, and work effectively with the public and co-workers. Ability to deal with confidential and sensitive matters. Ability to use computers for data entry, word processing, and/or accounting purposes. Ability to work independently, work well with others, and manage time effectively. PHYSICAL DEMANDS The work is sedentary work, which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Work is typically performed while intermittently sitting, standing, or stooping. WORK ENVIRONMENT The work is typically performed in an office environment. This position is Temporary and not eligible for benefits. Closing Date/Time: Continuous
South Orange County Community College District
Mission Viejo, CA, USA
South Orange County Community College District
Contract Specialist
Job Category: CSEA
Job Opening Date: July 12, 2022
Locations: District Services
Pay Grade, for more information click on this link: http://www.socccd.edu/humanresources/hr_salary.html
Pay Rate Type: Monthly
Work Days: Monday - Friday
Work Hours: 8:00 am - 5:00 pm
Hours Per Week: 40
Percentage of Employment: 100
Months of Employment: 12
Salary: Starting Salary $5,722 per month
Required Documents: Resume and Cover Letter
Job Description: C.S.E.A. Classified Bargaining Unit Salary Range 131
Initial Screening Date: August 22, 2022
Must attach Resume and Cover Letter to be considered for the position. Optional Documents: Letter(s) of Recommendation.
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
REPRESENTATIVE DUTIES
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.
• Perform a variety of technical and complex duties in support of District purchasing and contracting operations.
• Prepare and write detailed formal and informal specifications for bids and proposals; distribute competitive bid packages, receive bids and proposals; conduct bid openings as required; tabulate and analyze bid data; recommend award based on price and conformance to specifications and compliance with relevant laws and District policies; perform reference checks on contractors/vendors recommended for award of contracts as required.
• Review and process contracts for the purchase of materials, supplies, equipment, software and services including construction related services and public works contracts; provide responsible staff assistance with contract development, review, revision, and /or approvals; prepare and submit contract documents for execution by all parties involved; provide training and guidance to District personnel regarding contract administration as assigned.
• Initiate and prepare a variety of purchasing and contracting documents and materials including public works contracts, interrogatories, and easements; submit for execution by all parties using a digital workflow for reviews and approvals.
• Review proposed contracts and other documents for legal compliance and conformance to various governmental rules and regulations including Education, Public Contract, Government, and Labor codes, contractor’s state license board, prevailing wage laws, and other relevant laws, codes, and District policies; make recommendations and suggest alternatives based on outcome of review and research.
• Review legal contracts for basic requirements and determine necessity of Board approval or ratification; assist in the preparation of Board agenda items and supporting documents; develop, prepare, and forward necessary documents within District timelines, requirements, and guidelines; ensure timeliness of information for required action; prepare monthly contracts report for Board ratification and approval; coordinate follow up activities for Board action as required.
• Interpret and explain rules, regulations, policies, and procedures related to purchasing and contracts functions to District personnel and the public in accordance with established procedures.
• Provide responsible office and administrative assistance to coordinate purchasing and contracts operations; review and respond to correspondence and coordinate office communication; serve as a liaison to other District personnel, outside agencies, and vendors on contracting and purchasing matters; respond to questions and requests for information from various internal and external parties; participate in presentations, including preparing information and material.
• Communicate with other District personnel and departments, attorneys, insurance representatives, consultants, inspectors, and others to coordinate activities, exchange information, and facilitate purchasing and contracts operations; attend various meetings and participate on committees as required.
• Perform complex research utilizing various methods; analyze, verify, summarize, and record data.
• Compose correspondence independently; prepare preliminary responses to letters, general correspondence, and personal inquiries of a sensitive nature; maintain confidentiality.
• Develop and maintain a variety of records and files related to purchasing and contracts.
• Coordinate the development and maintenance of a centralized contract / clause library for District-wide intranet users; prepare, review and revise templates; communicate with appropriate District personnel when updates have been uploaded.
• Obtain proposals for lease purchase contracts; negotiate with vendors/contractors on negotiable items on contracts and agreements; monitor contract renewal dates and other timelines as necessary and advise the responsible party.
• Contact contractors and vendors regarding discrepancies in invoices, statements, or performance of work; coordinate with accounts payable staff.
• Perform related duties as required.
SPECIAL COVID-19 NOTICE:
Interviews may be held in-person (following all necessary precautions) or in a virtual format. Employees must reside in California while employed with the South Orange County Community College District (SOCCCD), even during remote work. Thank you for your continued interest in working at the SOCCCD.
The SOCCCD is committed to protecting the health and wellbeing of students, faculty, staff, administrators, and the communities it serves. The Board of Trustees voted to require COVID-19 vaccinations for all students, employees, and volunteers with allowances for medical exemptions and sincerely held religious beliefs as defined by law. More information can be found on our District website by visiting https://www.socccd.edu/about/about_covid-19.html.
NOTICE TO ALL CANDIDATES FOR EMPLOYMENT:
The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country.
PLEASE NOTE:
A California Public Employees Retirement System (CalPERS) retiree may not accept employment until after the first 180 days of retirement. Anyone retired from CalPERS accepting permanent employment with this District will be required to reinstate as an active CalPERS member. Please contact CalPERS for additional information regarding your retirement status.
Any active vested member of California State Teachers Retirement System (CalSTRS), who accepts employment with the District to perform service that requires membership in CalPERS, is eligible to elect to continue retirement system coverage under CalSTRS
DISABILITY ACCOMODATIONS:
If you require special accommodations in the application and/or selection process, please notify District Human Resources at least two (2) business days prior to the Job Close Date/Initial Screening Date, by either calling (949) 582-4850 or sending an e-mail to hrinfodesk@socccd.edu.
ATTENDANCE REQUIREMENT:
Report to work on a regular and consistent basis, as scheduled, to assigned job.
CAMPUS CRIME AND SAFETY AWARENESS:
Information regarding campus crime and safety awareness can be found at www.saddleback.edu or www.ivc.edu. Paper copies are available in the District Human Resources office upon request.
DIVERSITY, EQUITY, INCLUSION, AND EQUAL EMPLOYMENT OPPORTUNITY (EEO):
The South Orange County Community College District is committed to creating an academic and work environment that fosters diversity, equity and inclusion and equal opportunity for all, and ensures that students, faculty, management and staff of all backgrounds feel welcome, included, supported, and safe. Our culture of belonging, openness, and inclusion, makes our district a unique and special place for individuals of all backgrounds.
Our District and our colleges are looking for equity and inclusion-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to the understanding of diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present within our community. When you join our District, you can expect to be part of an exciting, thriving, equity-focused, and inclusive community that approaches higher education with the lens of social justice and collaboration among students, faculty, staff, administration, and community partners. In deciding whether to apply for a position with our District, you are strongly encouraged to consider whether your values align with our District’s mission and goals for EEO, Diversity, Equity, and Inclusion.
SOCCCD IS AN EQUAL OPPORTUNITY EMPLOYER
Mar 05, 2024
Full Time
South Orange County Community College District
Contract Specialist
Job Category: CSEA
Job Opening Date: July 12, 2022
Locations: District Services
Pay Grade, for more information click on this link: http://www.socccd.edu/humanresources/hr_salary.html
Pay Rate Type: Monthly
Work Days: Monday - Friday
Work Hours: 8:00 am - 5:00 pm
Hours Per Week: 40
Percentage of Employment: 100
Months of Employment: 12
Salary: Starting Salary $5,722 per month
Required Documents: Resume and Cover Letter
Job Description: C.S.E.A. Classified Bargaining Unit Salary Range 131
Initial Screening Date: August 22, 2022
Must attach Resume and Cover Letter to be considered for the position. Optional Documents: Letter(s) of Recommendation.
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
REPRESENTATIVE DUTIES
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.
• Perform a variety of technical and complex duties in support of District purchasing and contracting operations.
• Prepare and write detailed formal and informal specifications for bids and proposals; distribute competitive bid packages, receive bids and proposals; conduct bid openings as required; tabulate and analyze bid data; recommend award based on price and conformance to specifications and compliance with relevant laws and District policies; perform reference checks on contractors/vendors recommended for award of contracts as required.
• Review and process contracts for the purchase of materials, supplies, equipment, software and services including construction related services and public works contracts; provide responsible staff assistance with contract development, review, revision, and /or approvals; prepare and submit contract documents for execution by all parties involved; provide training and guidance to District personnel regarding contract administration as assigned.
• Initiate and prepare a variety of purchasing and contracting documents and materials including public works contracts, interrogatories, and easements; submit for execution by all parties using a digital workflow for reviews and approvals.
• Review proposed contracts and other documents for legal compliance and conformance to various governmental rules and regulations including Education, Public Contract, Government, and Labor codes, contractor’s state license board, prevailing wage laws, and other relevant laws, codes, and District policies; make recommendations and suggest alternatives based on outcome of review and research.
• Review legal contracts for basic requirements and determine necessity of Board approval or ratification; assist in the preparation of Board agenda items and supporting documents; develop, prepare, and forward necessary documents within District timelines, requirements, and guidelines; ensure timeliness of information for required action; prepare monthly contracts report for Board ratification and approval; coordinate follow up activities for Board action as required.
• Interpret and explain rules, regulations, policies, and procedures related to purchasing and contracts functions to District personnel and the public in accordance with established procedures.
• Provide responsible office and administrative assistance to coordinate purchasing and contracts operations; review and respond to correspondence and coordinate office communication; serve as a liaison to other District personnel, outside agencies, and vendors on contracting and purchasing matters; respond to questions and requests for information from various internal and external parties; participate in presentations, including preparing information and material.
• Communicate with other District personnel and departments, attorneys, insurance representatives, consultants, inspectors, and others to coordinate activities, exchange information, and facilitate purchasing and contracts operations; attend various meetings and participate on committees as required.
• Perform complex research utilizing various methods; analyze, verify, summarize, and record data.
• Compose correspondence independently; prepare preliminary responses to letters, general correspondence, and personal inquiries of a sensitive nature; maintain confidentiality.
• Develop and maintain a variety of records and files related to purchasing and contracts.
• Coordinate the development and maintenance of a centralized contract / clause library for District-wide intranet users; prepare, review and revise templates; communicate with appropriate District personnel when updates have been uploaded.
• Obtain proposals for lease purchase contracts; negotiate with vendors/contractors on negotiable items on contracts and agreements; monitor contract renewal dates and other timelines as necessary and advise the responsible party.
• Contact contractors and vendors regarding discrepancies in invoices, statements, or performance of work; coordinate with accounts payable staff.
• Perform related duties as required.
SPECIAL COVID-19 NOTICE:
Interviews may be held in-person (following all necessary precautions) or in a virtual format. Employees must reside in California while employed with the South Orange County Community College District (SOCCCD), even during remote work. Thank you for your continued interest in working at the SOCCCD.
The SOCCCD is committed to protecting the health and wellbeing of students, faculty, staff, administrators, and the communities it serves. The Board of Trustees voted to require COVID-19 vaccinations for all students, employees, and volunteers with allowances for medical exemptions and sincerely held religious beliefs as defined by law. More information can be found on our District website by visiting https://www.socccd.edu/about/about_covid-19.html.
NOTICE TO ALL CANDIDATES FOR EMPLOYMENT:
The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country.
PLEASE NOTE:
A California Public Employees Retirement System (CalPERS) retiree may not accept employment until after the first 180 days of retirement. Anyone retired from CalPERS accepting permanent employment with this District will be required to reinstate as an active CalPERS member. Please contact CalPERS for additional information regarding your retirement status.
Any active vested member of California State Teachers Retirement System (CalSTRS), who accepts employment with the District to perform service that requires membership in CalPERS, is eligible to elect to continue retirement system coverage under CalSTRS
DISABILITY ACCOMODATIONS:
If you require special accommodations in the application and/or selection process, please notify District Human Resources at least two (2) business days prior to the Job Close Date/Initial Screening Date, by either calling (949) 582-4850 or sending an e-mail to hrinfodesk@socccd.edu.
ATTENDANCE REQUIREMENT:
Report to work on a regular and consistent basis, as scheduled, to assigned job.
CAMPUS CRIME AND SAFETY AWARENESS:
Information regarding campus crime and safety awareness can be found at www.saddleback.edu or www.ivc.edu. Paper copies are available in the District Human Resources office upon request.
DIVERSITY, EQUITY, INCLUSION, AND EQUAL EMPLOYMENT OPPORTUNITY (EEO):
The South Orange County Community College District is committed to creating an academic and work environment that fosters diversity, equity and inclusion and equal opportunity for all, and ensures that students, faculty, management and staff of all backgrounds feel welcome, included, supported, and safe. Our culture of belonging, openness, and inclusion, makes our district a unique and special place for individuals of all backgrounds.
Our District and our colleges are looking for equity and inclusion-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to the understanding of diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present within our community. When you join our District, you can expect to be part of an exciting, thriving, equity-focused, and inclusive community that approaches higher education with the lens of social justice and collaboration among students, faculty, staff, administration, and community partners. In deciding whether to apply for a position with our District, you are strongly encouraged to consider whether your values align with our District’s mission and goals for EEO, Diversity, Equity, and Inclusion.
SOCCCD IS AN EQUAL OPPORTUNITY EMPLOYER
County of Mendocino, CA
Ukiah, California, United States
The Position The current vacancy is in Ukiah. This position receives an additional 5% Confidential premium. The list developed from this recruitment will be used for a limited period to fill open and promotional, regular full-time, and part-time positions, should they occur. Under direct supervision, performs a variety of complex and responsible retirement counseling and operational work in support of Mendocino County Employee’s Retirement Association (MCERA), in accordance with Federal and State regulations County Employees’ Retirement Law of 1937 (CERL or 1937 Act), and the policies and regulations of the Mendocino County Retirement Board; performs other related duties as required. Bilingual English/Spanish encouraged to apply. Se buscan personas bilingües en inglés y español. Para recibir una solicitud en español, llame a Recursos Humanos al 234-6600. Job Requirements and Minimum Qualifications Duties may include but are not limited to the following: Counsel and/or interview members contemplating retirement; provide information and explain policies, procedures and Retirement law, ensure eligibility and advise on benefit options and procedures for applying for benefits under the 1937 Retirement Act Law. Research and verify member information such as contributions, interest, purchases, refunds, total service time credited; accurately calculate and verify retirement estimates, calculate costs for purchase of service credit, benefits, provide benefit options, verify employee contributions and service credits, process applications and all supporting documents necessary to the retirement application process in accordance with laws, rules and regulations. Advise applicant of benefit options; assist in the completion of application forms, tax withholding forms, and beneficiary forms. Monitor the status of fund participants, initiating correspondence as appropriate. Write, edit, produce and disseminate newsletters, booklets, bulletins, benefit statements, and other written materials. Make presentations providing information about the retirement system to members, retirees, County management and other participating employers. Generate records and prepare responses to California Public Records Act requests. Perform a variety of routine and non-routine clerical/administrative duties in support of the department such as answer phone calls, greet visitors, sort and distribute mail, perform accounts payable and receivable functions, process department payroll, purchasing, make travel arrangements and process travel claims, update forms, information bulletins and website materials, etc. Perform other related duties as assigned. MINIMUM QUALIFICATIONS REQUIRED Education and Experience: High school diploma or GED, supplemented with course work in accounting or business; and one (1) year of experience performing general office duties such as typing, filing, and answering telephones; or any combination of education, training and experience that provides the required knowledge, skills, and abilities to perform the essential functions of the job. Knowledge, Skills, and Abilities Knowledge of: Applicable state, federal and local ordinances, laws, rules and regulations. Basic interviewing and counseling techniques. Mathematical and statistical data collection and applications. General office procedures, policies and practices, as well as basic computer knowledge and other general office equipment. Recordkeeping, report preparation, filing methods and records management techniques. Common financial records management principles and practices. Office administrative and secretarial practices and procedures, such as business letter writing, etc. Correct English usage, including spelling, grammar, punctuation, and vocabulary. All computer applications and hardware related to performance of the essential functions of the job. Skill in: Working and communicating effectively with people of various education and socioeconomic backgrounds by respecting beliefs, interpersonal styles and behaviors of both clients and co-workers. Verifying information and calculating benefits, service credits, contributions, refunds and other disbursements. Understanding, interpreting, applying and explaining rules, regulations and policies. Making presentations in small group settings. Using tact, discretion, initiative and independent judgment within established guidelines. Preparing clear and concise reports, correspondence and other written materials. Organizing work, setting priorities, meeting critical deadlines, and following up on assignments with a minimum of direction. Communicating clearly and effectively, both orally and in writing, with internal staff, citizens, and other departmental staff in order to give and receive information in a courteous manner. Analyzing and resolving office administrative situations and problems. Applying logical thinking to solve problems or accomplish tasks, to understand, interpret and communicate complicated policies, procedures and protocols. Using a computer terminal to enter and retrieve data and information. Operating and minor routine maintenance of general office machines and equipment. Mental and Physical Abilities: Read, understand and interpret laws, regulations, personnel policies, memoranda of understanding, medical and legal terminology, and changes to the County Employees Retirement Law of 1937 that affect the pension payroll system. Clearly explain the 1937 Act provisions, other retirement rules and regulations to members, groups of members and beneficiaries'. Recognize and maintain confidentiality of information in compliance with County regulations and the County Employees Retirement Act of 1937 (the 1937 Act). Recognize a need for developing and implementing new forms, procedures or policies. Research, collect and organize material into a manageable form. Establish and maintain effective working relationships with a variety of individuals. Understand and carry out written and oral instructions, giving close attention to detail and accuracy. Draft/write reports and correspondence. Speak effectively before individuals and/or groups. Add, subtract, multiply and divide whole numbers, common fractions and decimals. While performing the essential functions of this job, the incumbent is regularly required to: stand, walk; sit; use hands to finger, handle, or feel objects; reach with hands and arms; speak and hear; and push, pull, move, or lift above and below the neck objects weighing up to 20 pounds. Selection Procedure & Other Important Information Important Application Information: It is your responsibility to demonstrate through your application materials how you meet the minimum qualifications of the position/s for which you apply. You must complete all sections of the application. A résumé or other information you feel will help us evaluate your qualifications may be attached to your completed application, but will not be accepted in lieu of completing any part of the application. Blank applications that contain only a résumé or those that reference “see résumé” will be rejected as incomplete. Check your application before submitting to ensure it is complete and correct; no new or additional information will be accepted after the closing date. Inquiry will be made of your former and current employers; please provide the names and telephone numbers of supervisors on your application. You must provide the names and contact information of at least three (3) references (not relatives) that have knowledge of your job skills, experience, ability and/or character. Application materials are the property of Mendocino County and will not be returned. It is your responsibility to keep your NEOGOV profile updated, including any changes to your telephone number or address. Failure to do so may result in missed notification of exams or interviews. The exam process listed on this flyer is tentative. Mendocino County reserves the right to make necessary modifications to the examination plan. Such revisions will be in accordance with approved personnel standards. Should a change be made, applicants will be notified. The provisions of this job bulletin do not constitute an expressed or implied contract. Examination Process: All complete applications will be reviewed with those judged most qualified progressing further in the selection process. Based on the number of qualified candidates, an oral examination (weight 100) or an unassembled exam, consisting of an evaluation of education and experience as stated on the application form, will be administered. The examination process will test the knowledge and abilities described above. A minimum score of 70 must be attained for placement on the employment list. Special Testing: If you require special testing arrangements to accommodate a disability or religious conviction you must contact Human Resources at 707.234.6600 prior to the test date to make your requirements known. You must provide enough advance notice to allow Human Resources to properly review and evaluate your request . Special Requirements: Employment in some County departments or positions may require the successful completion of a pre-employment criminal background, which may include fingerprinting, and/or a medical examination, which may include drug screening. This announcement is a synopsis of duties and requirements of this job. To review the complete classification specification and benefits, please see the HR website. Applications must be submitted to the Human Resources Department by the final filing date. The County of Mendocino is an Equal Opportunity Employer This information is a summary of general benefits. Benefits listed in Mendocino County Resolutions or Memorandums of Understanding prevail over this listing. This information is not legally binding, nor does it constitute a Contract. SALARY Compensation is based on a five-step salary range, with annual merit-based increases within the salary range. RETIREMENT Covered under Social Security and the 1937 act; both employees and the County pay into the retirement fund. For the most current information regarding County Retirement please go to: https://www.mendocinocounty.org/retirement HOLIDAYS AND PERSONAL LEAVE Mendocino County observes 11 paid holidays per year. Employees are granted 24 - 48 hours of personal leave annually, depending upon Bargaining Unit. VACATION Accrues at the rate of two weeks per year for three years. Three weeks per year after three years, four weeks after eight years and five weeks after 15 years. SICK LEAVE Paid sick leave accrues at the rate of 1.25 days per month, or 15 days per year. Accruals are pro-rated for part-time employees working at least 20 hours per week. Part-time employees working less than 20 hours per week, and extra-help employees receive up to 24 hours (or 3 days) of paid sick leave annually. MEDICAL, DENTAL, VISION,AND LIFE INSURANCE The County and the employee share the cost of an employee selected health care plan; enrollment in the plan includes $20,000 Life Insurance. HEALTH INSURANCE For the most current information regarding Health Insurance please go to: http://www.mendocinocounty.org/hr/ehb EMPLOYEE ASSISTANCE PROGRAM For the most current information regarding Employee Assistance please go to: http://www.mendocinocounty.org/hr/eap EMPLOYEE WELLNESS PROGRAM For the most current information regardingEmployee Wellness please go to: http://www.mendocinocounty.org/hr/mcwow LABOR CONTRACTS For the complete list of most current labor agreements please go to: http://www.mendocinocounty.org/hr/labor Closing Date/Time: 4/11/2024 11:59 PM Pacific
Mar 22, 2024
Full Time
The Position The current vacancy is in Ukiah. This position receives an additional 5% Confidential premium. The list developed from this recruitment will be used for a limited period to fill open and promotional, regular full-time, and part-time positions, should they occur. Under direct supervision, performs a variety of complex and responsible retirement counseling and operational work in support of Mendocino County Employee’s Retirement Association (MCERA), in accordance with Federal and State regulations County Employees’ Retirement Law of 1937 (CERL or 1937 Act), and the policies and regulations of the Mendocino County Retirement Board; performs other related duties as required. Bilingual English/Spanish encouraged to apply. Se buscan personas bilingües en inglés y español. Para recibir una solicitud en español, llame a Recursos Humanos al 234-6600. Job Requirements and Minimum Qualifications Duties may include but are not limited to the following: Counsel and/or interview members contemplating retirement; provide information and explain policies, procedures and Retirement law, ensure eligibility and advise on benefit options and procedures for applying for benefits under the 1937 Retirement Act Law. Research and verify member information such as contributions, interest, purchases, refunds, total service time credited; accurately calculate and verify retirement estimates, calculate costs for purchase of service credit, benefits, provide benefit options, verify employee contributions and service credits, process applications and all supporting documents necessary to the retirement application process in accordance with laws, rules and regulations. Advise applicant of benefit options; assist in the completion of application forms, tax withholding forms, and beneficiary forms. Monitor the status of fund participants, initiating correspondence as appropriate. Write, edit, produce and disseminate newsletters, booklets, bulletins, benefit statements, and other written materials. Make presentations providing information about the retirement system to members, retirees, County management and other participating employers. Generate records and prepare responses to California Public Records Act requests. Perform a variety of routine and non-routine clerical/administrative duties in support of the department such as answer phone calls, greet visitors, sort and distribute mail, perform accounts payable and receivable functions, process department payroll, purchasing, make travel arrangements and process travel claims, update forms, information bulletins and website materials, etc. Perform other related duties as assigned. MINIMUM QUALIFICATIONS REQUIRED Education and Experience: High school diploma or GED, supplemented with course work in accounting or business; and one (1) year of experience performing general office duties such as typing, filing, and answering telephones; or any combination of education, training and experience that provides the required knowledge, skills, and abilities to perform the essential functions of the job. Knowledge, Skills, and Abilities Knowledge of: Applicable state, federal and local ordinances, laws, rules and regulations. Basic interviewing and counseling techniques. Mathematical and statistical data collection and applications. General office procedures, policies and practices, as well as basic computer knowledge and other general office equipment. Recordkeeping, report preparation, filing methods and records management techniques. Common financial records management principles and practices. Office administrative and secretarial practices and procedures, such as business letter writing, etc. Correct English usage, including spelling, grammar, punctuation, and vocabulary. All computer applications and hardware related to performance of the essential functions of the job. Skill in: Working and communicating effectively with people of various education and socioeconomic backgrounds by respecting beliefs, interpersonal styles and behaviors of both clients and co-workers. Verifying information and calculating benefits, service credits, contributions, refunds and other disbursements. Understanding, interpreting, applying and explaining rules, regulations and policies. Making presentations in small group settings. Using tact, discretion, initiative and independent judgment within established guidelines. Preparing clear and concise reports, correspondence and other written materials. Organizing work, setting priorities, meeting critical deadlines, and following up on assignments with a minimum of direction. Communicating clearly and effectively, both orally and in writing, with internal staff, citizens, and other departmental staff in order to give and receive information in a courteous manner. Analyzing and resolving office administrative situations and problems. Applying logical thinking to solve problems or accomplish tasks, to understand, interpret and communicate complicated policies, procedures and protocols. Using a computer terminal to enter and retrieve data and information. Operating and minor routine maintenance of general office machines and equipment. Mental and Physical Abilities: Read, understand and interpret laws, regulations, personnel policies, memoranda of understanding, medical and legal terminology, and changes to the County Employees Retirement Law of 1937 that affect the pension payroll system. Clearly explain the 1937 Act provisions, other retirement rules and regulations to members, groups of members and beneficiaries'. Recognize and maintain confidentiality of information in compliance with County regulations and the County Employees Retirement Act of 1937 (the 1937 Act). Recognize a need for developing and implementing new forms, procedures or policies. Research, collect and organize material into a manageable form. Establish and maintain effective working relationships with a variety of individuals. Understand and carry out written and oral instructions, giving close attention to detail and accuracy. Draft/write reports and correspondence. Speak effectively before individuals and/or groups. Add, subtract, multiply and divide whole numbers, common fractions and decimals. While performing the essential functions of this job, the incumbent is regularly required to: stand, walk; sit; use hands to finger, handle, or feel objects; reach with hands and arms; speak and hear; and push, pull, move, or lift above and below the neck objects weighing up to 20 pounds. Selection Procedure & Other Important Information Important Application Information: It is your responsibility to demonstrate through your application materials how you meet the minimum qualifications of the position/s for which you apply. You must complete all sections of the application. A résumé or other information you feel will help us evaluate your qualifications may be attached to your completed application, but will not be accepted in lieu of completing any part of the application. Blank applications that contain only a résumé or those that reference “see résumé” will be rejected as incomplete. Check your application before submitting to ensure it is complete and correct; no new or additional information will be accepted after the closing date. Inquiry will be made of your former and current employers; please provide the names and telephone numbers of supervisors on your application. You must provide the names and contact information of at least three (3) references (not relatives) that have knowledge of your job skills, experience, ability and/or character. Application materials are the property of Mendocino County and will not be returned. It is your responsibility to keep your NEOGOV profile updated, including any changes to your telephone number or address. Failure to do so may result in missed notification of exams or interviews. The exam process listed on this flyer is tentative. Mendocino County reserves the right to make necessary modifications to the examination plan. Such revisions will be in accordance with approved personnel standards. Should a change be made, applicants will be notified. The provisions of this job bulletin do not constitute an expressed or implied contract. Examination Process: All complete applications will be reviewed with those judged most qualified progressing further in the selection process. Based on the number of qualified candidates, an oral examination (weight 100) or an unassembled exam, consisting of an evaluation of education and experience as stated on the application form, will be administered. The examination process will test the knowledge and abilities described above. A minimum score of 70 must be attained for placement on the employment list. Special Testing: If you require special testing arrangements to accommodate a disability or religious conviction you must contact Human Resources at 707.234.6600 prior to the test date to make your requirements known. You must provide enough advance notice to allow Human Resources to properly review and evaluate your request . Special Requirements: Employment in some County departments or positions may require the successful completion of a pre-employment criminal background, which may include fingerprinting, and/or a medical examination, which may include drug screening. This announcement is a synopsis of duties and requirements of this job. To review the complete classification specification and benefits, please see the HR website. Applications must be submitted to the Human Resources Department by the final filing date. The County of Mendocino is an Equal Opportunity Employer This information is a summary of general benefits. Benefits listed in Mendocino County Resolutions or Memorandums of Understanding prevail over this listing. This information is not legally binding, nor does it constitute a Contract. SALARY Compensation is based on a five-step salary range, with annual merit-based increases within the salary range. RETIREMENT Covered under Social Security and the 1937 act; both employees and the County pay into the retirement fund. For the most current information regarding County Retirement please go to: https://www.mendocinocounty.org/retirement HOLIDAYS AND PERSONAL LEAVE Mendocino County observes 11 paid holidays per year. Employees are granted 24 - 48 hours of personal leave annually, depending upon Bargaining Unit. VACATION Accrues at the rate of two weeks per year for three years. Three weeks per year after three years, four weeks after eight years and five weeks after 15 years. SICK LEAVE Paid sick leave accrues at the rate of 1.25 days per month, or 15 days per year. Accruals are pro-rated for part-time employees working at least 20 hours per week. Part-time employees working less than 20 hours per week, and extra-help employees receive up to 24 hours (or 3 days) of paid sick leave annually. MEDICAL, DENTAL, VISION,AND LIFE INSURANCE The County and the employee share the cost of an employee selected health care plan; enrollment in the plan includes $20,000 Life Insurance. HEALTH INSURANCE For the most current information regarding Health Insurance please go to: http://www.mendocinocounty.org/hr/ehb EMPLOYEE ASSISTANCE PROGRAM For the most current information regarding Employee Assistance please go to: http://www.mendocinocounty.org/hr/eap EMPLOYEE WELLNESS PROGRAM For the most current information regardingEmployee Wellness please go to: http://www.mendocinocounty.org/hr/mcwow LABOR CONTRACTS For the complete list of most current labor agreements please go to: http://www.mendocinocounty.org/hr/labor Closing Date/Time: 4/11/2024 11:59 PM Pacific
CITY OF ATLANTA, GA
Atlanta, Georgia, United States
Posting Open Until Filled Salary Range: $41,027.92 to $51,311.68 At the City of Atlanta, we are passionate about building and improving our community. Our police officers, firefighters and building inspectors keep our citizens safe. Our Public Works staff keeps our City clean and helps maintain, build and improve our City’s infrastructure. Our City planners help envision and shape future City growth. Our Parks & Recreation professionals enhance our quality of life. Our engineers help keep our drinking water clean, the largest airport in the world (by passenger volume) operating and our buildings maintained. Along with the host of Finance, Procurement, and Human Resources professionals whose support is vital, we are the City of Atlanta! If you are seeking a meaningful role where you can make a real difference improving and growing our City, we welcome you to explore the job opportunities we have to offer. General Summary Provides higher level accounting support in one or more of following areas: accounts receivable, billing and collections support. This is an experienced, skilled, or technical accounting level capable of carrying out most assignments typical of the position or specialty with limited guidance or review. This role is a non-supervisory position. The following duties are normal for this job. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. General responsibilities will include: Demonstrates substantial understanding of the job requirements and applies knowledge and skills to a wide range of tasks within one or more of the following areas. Checks and verifies accounts receivable, accounts payable records. Prepares invoices and vouchers. Types, files, posts ledger and general journal entries. Balances accounts receivable, accounts payable records. Uses automated systems to input data, generate reports, conduct specialized research projects, and respond to inquiries. Provides administrative support in collections process. Prepares outstanding accounts reports and gathers credit and/or reference information. Maintains databases by entering, updating, and retrieving data as well as formatting and generating reports. Assists in resolution of outstanding invoice problems from past due accounts. Responds to inquiries from customers or external collection resources. May place calls or send messages to those with unresolved issues. Identify opportunities to further; improve efficiency and effectiveness of processes, procedures, and information reporting. Deal professionally, effectively, and appropriately with all personnel and customers. Communicate effectively, both orally and in writing, with all department personnel, City officials and outside professionals. Maintains knowledge base of information related to Office of Revenue processes to provide best in class customer service by answering customer concerns confidently and accurately. Other business-related duties and special projects as needed. Specific Responsibilities may include: Monthly financials analysis reporting on all revenue’s streams through various subsystems, such as business licensing, Oracle, etc. Manage the billing process for assigned revenue stream prescribed by ordinance. Contact customers across all revenue streams to identify payment anomalies. Contact customers monthly to update contact information and collect outstanding revenue Analyze and explain monthly revenue anomalies and determine the impact on revenues on a monthly or annual basis Resolve Siebel Service Requests (SRs) within 5 business days. Responsible for reducing aged receivables. Answer customer inquiries via personal contact, phone, and/or email. Knowledge, Skills & Abilities This is a partial listing of necessary knowledge, skills, and abilities required to perform the job successfully. It is not an exhaustive list. Basic knowledge of GAAP. Ability to compile and explain complex reports. Results and deadline driven. Solid understanding of financial and accounting practices, policies, and procedures. Skill in use of Microsoft Office, accounting software, databases. Good planning, organizational and communication skills. Ability to handle escalated issues. Ability to train new employees and/or interns. Ability to compile simple reports. Ability to use independent judgment and discretion Highly proficient in use of Microsoft Office, accounting software, databases, and good interpersonal skills. Ability to process numbers quickly and accurately. Ability to spot inconsistencies and either troubleshoot issues as they arise or escalate to higher level. Excellent technical, oral, and written communication skills to effectively communicate across all levels of management and employees. Providing outstanding customer satisfaction (internally and externally); Willingness and ability to multi-task in a high energy and fast paced work environment; Providing detail oriented and organized work products; Performing proactively and with flexibility; Working cooperatively and collaboratively with all levels of employees and management to maximize performance, creativity, problem solving and results. Aptitude to deal with confidential matters tactfully and with good judgment; Collaborative team player working out solutions for delivery; Analytical skills to research, report, and troubleshoot process inefficiencies; Ability to follow direction and work independently; Knowledge of Job Has knowledge of cash management, billing, and accounts receivables as necessary in the completion of daily operational responsibilities. Can follow policies, procedures, plans and activities. Can follow long-term goals for the department to promote effectiveness and efficiency. Ability to keep abreast of any changes in policy, methods, operational needs, etc. Can effectively communicate and interact with management, employees, and members of the public. Can assemble information. Have good organizational, human relations, and technical skills. Has the ability to follow regulations, procedures, and related information. Is knowledgeable and skilled in the use of computers. Can read, understand, and interpret collection reports and related materials. Standard Performance Indicators (not intended to be all-inclusive) Adhere to all COA and DOF policies. Become fully cross-trained in all billing areas. Minimum Training and Experience Required to Perform Essential Job Functions Completion of Technical or Vocational course of study or associate degree in accounting. 5 years of accounting experience in multiple areas of accounting. Preferred Education & Experience Undergraduate degree in accounting or financial business-related field. 5+ years in an accounts receivable and/or billing organization. Intermediate level skill in use of Microsoft Office Suite and accounting software databases.
Mar 08, 2024
Full Time
Posting Open Until Filled Salary Range: $41,027.92 to $51,311.68 At the City of Atlanta, we are passionate about building and improving our community. Our police officers, firefighters and building inspectors keep our citizens safe. Our Public Works staff keeps our City clean and helps maintain, build and improve our City’s infrastructure. Our City planners help envision and shape future City growth. Our Parks & Recreation professionals enhance our quality of life. Our engineers help keep our drinking water clean, the largest airport in the world (by passenger volume) operating and our buildings maintained. Along with the host of Finance, Procurement, and Human Resources professionals whose support is vital, we are the City of Atlanta! If you are seeking a meaningful role where you can make a real difference improving and growing our City, we welcome you to explore the job opportunities we have to offer. General Summary Provides higher level accounting support in one or more of following areas: accounts receivable, billing and collections support. This is an experienced, skilled, or technical accounting level capable of carrying out most assignments typical of the position or specialty with limited guidance or review. This role is a non-supervisory position. The following duties are normal for this job. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. General responsibilities will include: Demonstrates substantial understanding of the job requirements and applies knowledge and skills to a wide range of tasks within one or more of the following areas. Checks and verifies accounts receivable, accounts payable records. Prepares invoices and vouchers. Types, files, posts ledger and general journal entries. Balances accounts receivable, accounts payable records. Uses automated systems to input data, generate reports, conduct specialized research projects, and respond to inquiries. Provides administrative support in collections process. Prepares outstanding accounts reports and gathers credit and/or reference information. Maintains databases by entering, updating, and retrieving data as well as formatting and generating reports. Assists in resolution of outstanding invoice problems from past due accounts. Responds to inquiries from customers or external collection resources. May place calls or send messages to those with unresolved issues. Identify opportunities to further; improve efficiency and effectiveness of processes, procedures, and information reporting. Deal professionally, effectively, and appropriately with all personnel and customers. Communicate effectively, both orally and in writing, with all department personnel, City officials and outside professionals. Maintains knowledge base of information related to Office of Revenue processes to provide best in class customer service by answering customer concerns confidently and accurately. Other business-related duties and special projects as needed. Specific Responsibilities may include: Monthly financials analysis reporting on all revenue’s streams through various subsystems, such as business licensing, Oracle, etc. Manage the billing process for assigned revenue stream prescribed by ordinance. Contact customers across all revenue streams to identify payment anomalies. Contact customers monthly to update contact information and collect outstanding revenue Analyze and explain monthly revenue anomalies and determine the impact on revenues on a monthly or annual basis Resolve Siebel Service Requests (SRs) within 5 business days. Responsible for reducing aged receivables. Answer customer inquiries via personal contact, phone, and/or email. Knowledge, Skills & Abilities This is a partial listing of necessary knowledge, skills, and abilities required to perform the job successfully. It is not an exhaustive list. Basic knowledge of GAAP. Ability to compile and explain complex reports. Results and deadline driven. Solid understanding of financial and accounting practices, policies, and procedures. Skill in use of Microsoft Office, accounting software, databases. Good planning, organizational and communication skills. Ability to handle escalated issues. Ability to train new employees and/or interns. Ability to compile simple reports. Ability to use independent judgment and discretion Highly proficient in use of Microsoft Office, accounting software, databases, and good interpersonal skills. Ability to process numbers quickly and accurately. Ability to spot inconsistencies and either troubleshoot issues as they arise or escalate to higher level. Excellent technical, oral, and written communication skills to effectively communicate across all levels of management and employees. Providing outstanding customer satisfaction (internally and externally); Willingness and ability to multi-task in a high energy and fast paced work environment; Providing detail oriented and organized work products; Performing proactively and with flexibility; Working cooperatively and collaboratively with all levels of employees and management to maximize performance, creativity, problem solving and results. Aptitude to deal with confidential matters tactfully and with good judgment; Collaborative team player working out solutions for delivery; Analytical skills to research, report, and troubleshoot process inefficiencies; Ability to follow direction and work independently; Knowledge of Job Has knowledge of cash management, billing, and accounts receivables as necessary in the completion of daily operational responsibilities. Can follow policies, procedures, plans and activities. Can follow long-term goals for the department to promote effectiveness and efficiency. Ability to keep abreast of any changes in policy, methods, operational needs, etc. Can effectively communicate and interact with management, employees, and members of the public. Can assemble information. Have good organizational, human relations, and technical skills. Has the ability to follow regulations, procedures, and related information. Is knowledgeable and skilled in the use of computers. Can read, understand, and interpret collection reports and related materials. Standard Performance Indicators (not intended to be all-inclusive) Adhere to all COA and DOF policies. Become fully cross-trained in all billing areas. Minimum Training and Experience Required to Perform Essential Job Functions Completion of Technical or Vocational course of study or associate degree in accounting. 5 years of accounting experience in multiple areas of accounting. Preferred Education & Experience Undergraduate degree in accounting or financial business-related field. 5+ years in an accounts receivable and/or billing organization. Intermediate level skill in use of Microsoft Office Suite and accounting software databases.
Cal State University (CSU) Fullerton
800 N State College Blvd, Fullerton, CA 92831, USA
Job Title Concur Lead Classification Administrative Analyst/Specialist-Exempt II AutoReqId 536814 Department Accounts Payable Sub-Division Business and Administration Services Salary Range Classification Range $5,273 - $9,537 per month (Hiring range depending on qualifications, not anticipated to exceed $5,273 - $7,613 per month) Appointment Type Ongoing Time Base Full Time Work Schedule Monday - Friday, 8:00 AM - 5:00 PM Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled) About CSUF Standing on 241 acres in the heart of Southern California, the University was founded in 1957 and has grown into a population of over 40,000 students. As Titans, we believe that diverse perspectives deepen our understanding. We are committed to giving students the support they need to graduate, while responding to California’s revolving work force needs. At California State University, Fullerton we strive for continual improvement of students, staff, faculty, and administrators through orientations, training programs, and professional development opportunities. As part of the Titan Community, you have access to many campus facilities and services including but not limited to the Grand Central Art Center in Santa Ana, the Arboretum and Botanical Garden at Cal State Fullerton, cultural events and performances in the Clayes Performing Arts Center, Cal State Fullerton Athletics sports events, Titan Recreation Center, and the Employee Wellness Program. Job Summary It is an exciting time to join Cal State Fullerton as we are an in demand comprehensive university that is driven to shape the future of education and foster a vibrant community of diverse students, faculty, staff, and administrators who uphold values of inclusive excellence, free speech, and an environment free from discrimination. We are continuously seeking individuals from various career disciplines that share the University’s mission and core values. We warmly welcome you to consider joining the Titan Community where minds expand and opportunities flourish. About the Position: The Division of Administration and Finance serves as the backbone of the CSUF campus, managing a wide array of operations from maintaining and enhancing university buildings and grounds to providing important business support services. Campus beautification, classroom improvements, and technological advancements, continue to be a priority as we enhance the learning environment and facilities. It is the mission of the Division to provide customer-focused administrative support and steward our physical and financial resources to fulfill the university’s mission and support student success. Partnership with our diverse campus community and its many stakeholders are important in helping our operations provide excellent customer service and results. We seek an exceptional individual to join our team as the Concur Lead (Administrative Analyst/Specialist-Exempt II). The ideal candidate in this role should have a positive attitude and an active, energetic mind characterized by highly ethical practices and a commitment to diversity, openness, flexibility, integrity, and kindness. Under the general supervision of the Director, Accounts Payable and Travel, the Concur Lead is responsible for the functional and technical support of the travel and expense program in Concur. The primary responsibilities include: work closely with internal customers to ensure the integrity of the data stored in the Concur application; participate in Concur testing; partners with the Division of Information Technology to develop solutions to meet campus needs; provide Concur training to campus users at all levels to ensure Travel Requests and Expense Reports submitted are accurate and in compliance with CSUF policies and procedures; and assist with, running queries and reports for audits, and other reporting requests. This position will interface with the general user base, ensure the campus travel policy is maintained, and address user questions related to Concur processes as well as tool functionality. This position will serve as the subject matter expert and help with user inquiries and follow-ups by troubleshooting errors. As a member of the Accounts Payable/Travel Team, the Concur Lead supports efforts in promoting an inclusive environment of teamwork and will contribute towards ensuring diversity, equity, and inclusion are incorporated in department operations, programs, and services. The Concur Lead will represent the Accounts Payable/Travel Team in campus events and provide excellent customer service to supporting the needs of the campus community. Other duties as assigned. Essential Qualifications Bachelor’s degree from an accredited four-year college or university and/or the equivalent training and administrative work experience involving the study, analysis, evaluation, development or improvement of administrative policies, procedures, practices, or programs plus four years of related experience. Working knowledge of and the ability to apply standard theories, principles, practices, and techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations. Thorough knowledge of the policies, procedures, and outside regulations pertaining to the applicable program and/or administrative specialty. Working knowledge of operational and fiscal analysis and techniques. Ability to take initiative and plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved. Skilled in the research, development, and evaluation of policies and programs. Ability to collect, evaluate, and interpret data to develop sound conclusions and make appropriate recommendations. Expertise in investigating and analyzing problems with broad administrative impact and implications. Ability to anticipate problems, address them proactively, and develop appropriate recommendations leading to solutions. Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form and use consultative and facilitation skills to gain consensus. Ability to train others on new skills and procedures and provide lead work direction. Proficiency in Microsoft Excel, Word, PowerPoint, Access, and Outlook. Ability to communicate clearly and effectively both orally and in writing. Ability to establish and maintain effective and cooperative working relationships with others. A background check (including a criminal records check) must be completed satisfactorily and is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to complete the background check satisfactorily may affect the continued employment of a current CSU employee who was conditionally offered the position. Preferred Qualifications Working experience in higher education or public agencies. Experience with Concur, specifically the administration of the software. Experience in CFS is a plus. Several years of experience in Accounting, Finance, or Information Technology. Full life cycle Concur implementation experience and/or several years of Concur maintenance experience. Excellent written, verbal, interpersonal, and communication skills. Ability to translate needs and analyze data. Ability to provide excellent customer services to end-users in a diverse, inclusive, and equitable environment. Self-motivated and works independently and as part of a team. Special Working Conditions Notice of Non-Discrimination on the Basis of Gender or Sex and Contact Information for Title IX Coordinator Additional Information California State University, Fullerton celebrates all forms of diversity and is deeply committed to fostering an inclusive environment where students, staff, administrators, and faculty thrive. Individuals interested in advancing the University’s strategic diversity goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose. As of January 1, 2022, the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California. Multiple positions may be hired from this recruitment based on the strength of the applicant pool. If you are applying for a staff position, please note that you are not eligible to work concurrently in a staff position and an Academic Student position such as a Graduate Assistant, Teaching Associate, Instructional Student Assistant, or Student Assistant position. Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment. Employee/applicant who applies for a position may be required to successfully complete job-related performance test(s) as part of the selection process. Online application/resume must be received by electronic submission on the final filing date by 9:00 PM (Pacific Standard Time)/midnight (Eastern Standard Time). Applicants who fail to complete all sections of the online application form will be disqualified from consideration. California State University, Fullerton is not a sponsoring agency for staff or management positions (i.e., H1-B Visas). Hiring Preference On-Campus CSUEU Employees Advertised: Mar 07 2024 Pacific Standard Time Applications close: Mar 28 2024 Pacific Daylight Time Closing Date/Time:
Mar 07, 2024
Job Title Concur Lead Classification Administrative Analyst/Specialist-Exempt II AutoReqId 536814 Department Accounts Payable Sub-Division Business and Administration Services Salary Range Classification Range $5,273 - $9,537 per month (Hiring range depending on qualifications, not anticipated to exceed $5,273 - $7,613 per month) Appointment Type Ongoing Time Base Full Time Work Schedule Monday - Friday, 8:00 AM - 5:00 PM Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled) About CSUF Standing on 241 acres in the heart of Southern California, the University was founded in 1957 and has grown into a population of over 40,000 students. As Titans, we believe that diverse perspectives deepen our understanding. We are committed to giving students the support they need to graduate, while responding to California’s revolving work force needs. At California State University, Fullerton we strive for continual improvement of students, staff, faculty, and administrators through orientations, training programs, and professional development opportunities. As part of the Titan Community, you have access to many campus facilities and services including but not limited to the Grand Central Art Center in Santa Ana, the Arboretum and Botanical Garden at Cal State Fullerton, cultural events and performances in the Clayes Performing Arts Center, Cal State Fullerton Athletics sports events, Titan Recreation Center, and the Employee Wellness Program. Job Summary It is an exciting time to join Cal State Fullerton as we are an in demand comprehensive university that is driven to shape the future of education and foster a vibrant community of diverse students, faculty, staff, and administrators who uphold values of inclusive excellence, free speech, and an environment free from discrimination. We are continuously seeking individuals from various career disciplines that share the University’s mission and core values. We warmly welcome you to consider joining the Titan Community where minds expand and opportunities flourish. About the Position: The Division of Administration and Finance serves as the backbone of the CSUF campus, managing a wide array of operations from maintaining and enhancing university buildings and grounds to providing important business support services. Campus beautification, classroom improvements, and technological advancements, continue to be a priority as we enhance the learning environment and facilities. It is the mission of the Division to provide customer-focused administrative support and steward our physical and financial resources to fulfill the university’s mission and support student success. Partnership with our diverse campus community and its many stakeholders are important in helping our operations provide excellent customer service and results. We seek an exceptional individual to join our team as the Concur Lead (Administrative Analyst/Specialist-Exempt II). The ideal candidate in this role should have a positive attitude and an active, energetic mind characterized by highly ethical practices and a commitment to diversity, openness, flexibility, integrity, and kindness. Under the general supervision of the Director, Accounts Payable and Travel, the Concur Lead is responsible for the functional and technical support of the travel and expense program in Concur. The primary responsibilities include: work closely with internal customers to ensure the integrity of the data stored in the Concur application; participate in Concur testing; partners with the Division of Information Technology to develop solutions to meet campus needs; provide Concur training to campus users at all levels to ensure Travel Requests and Expense Reports submitted are accurate and in compliance with CSUF policies and procedures; and assist with, running queries and reports for audits, and other reporting requests. This position will interface with the general user base, ensure the campus travel policy is maintained, and address user questions related to Concur processes as well as tool functionality. This position will serve as the subject matter expert and help with user inquiries and follow-ups by troubleshooting errors. As a member of the Accounts Payable/Travel Team, the Concur Lead supports efforts in promoting an inclusive environment of teamwork and will contribute towards ensuring diversity, equity, and inclusion are incorporated in department operations, programs, and services. The Concur Lead will represent the Accounts Payable/Travel Team in campus events and provide excellent customer service to supporting the needs of the campus community. Other duties as assigned. Essential Qualifications Bachelor’s degree from an accredited four-year college or university and/or the equivalent training and administrative work experience involving the study, analysis, evaluation, development or improvement of administrative policies, procedures, practices, or programs plus four years of related experience. Working knowledge of and the ability to apply standard theories, principles, practices, and techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations. Thorough knowledge of the policies, procedures, and outside regulations pertaining to the applicable program and/or administrative specialty. Working knowledge of operational and fiscal analysis and techniques. Ability to take initiative and plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved. Skilled in the research, development, and evaluation of policies and programs. Ability to collect, evaluate, and interpret data to develop sound conclusions and make appropriate recommendations. Expertise in investigating and analyzing problems with broad administrative impact and implications. Ability to anticipate problems, address them proactively, and develop appropriate recommendations leading to solutions. Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form and use consultative and facilitation skills to gain consensus. Ability to train others on new skills and procedures and provide lead work direction. Proficiency in Microsoft Excel, Word, PowerPoint, Access, and Outlook. Ability to communicate clearly and effectively both orally and in writing. Ability to establish and maintain effective and cooperative working relationships with others. A background check (including a criminal records check) must be completed satisfactorily and is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to complete the background check satisfactorily may affect the continued employment of a current CSU employee who was conditionally offered the position. Preferred Qualifications Working experience in higher education or public agencies. Experience with Concur, specifically the administration of the software. Experience in CFS is a plus. Several years of experience in Accounting, Finance, or Information Technology. Full life cycle Concur implementation experience and/or several years of Concur maintenance experience. Excellent written, verbal, interpersonal, and communication skills. Ability to translate needs and analyze data. Ability to provide excellent customer services to end-users in a diverse, inclusive, and equitable environment. Self-motivated and works independently and as part of a team. Special Working Conditions Notice of Non-Discrimination on the Basis of Gender or Sex and Contact Information for Title IX Coordinator Additional Information California State University, Fullerton celebrates all forms of diversity and is deeply committed to fostering an inclusive environment where students, staff, administrators, and faculty thrive. Individuals interested in advancing the University’s strategic diversity goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose. As of January 1, 2022, the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California. Multiple positions may be hired from this recruitment based on the strength of the applicant pool. If you are applying for a staff position, please note that you are not eligible to work concurrently in a staff position and an Academic Student position such as a Graduate Assistant, Teaching Associate, Instructional Student Assistant, or Student Assistant position. Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment. Employee/applicant who applies for a position may be required to successfully complete job-related performance test(s) as part of the selection process. Online application/resume must be received by electronic submission on the final filing date by 9:00 PM (Pacific Standard Time)/midnight (Eastern Standard Time). Applicants who fail to complete all sections of the online application form will be disqualified from consideration. California State University, Fullerton is not a sponsoring agency for staff or management positions (i.e., H1-B Visas). Hiring Preference On-Campus CSUEU Employees Advertised: Mar 07 2024 Pacific Standard Time Applications close: Mar 28 2024 Pacific Daylight Time Closing Date/Time:
SOUTH ORANGE COUNTY COMMUNITY COLLEGE DISTRICT (SOCCC)
Mission Viejo, California, United States
Title: Project Specialist (DS - Fiscal Services) Job Category: NBU Job Opening Date: February 28, 2024 Job Closing Date: June 30, 2024 Locations: District Services Department: Pay Grade, for more information click on this link: https://www.socccd.edu/departments/human-resources/contracts-and-salary-schedules Pay Type: Hourly Hours Per Week: 0 Job Description: Project: Accounting support for 1098-T's, accounts payable, and year-end close. Project Duration: March 2024-August 2024 Job description: Review vendor statements, sort accounts payable Outlook mailbox, support accounts payable processing, assist with 1098-T inquiries, assist with account reconciliations (this is an example of duties plus additional projects as appropriate). Additional Information: $25.00/hr Up to 25 hours per week Schedule TBD On-site only This position is a short-term, temporary, hourly, Non-Bargaining Unit (NBU) assignment, not to exceed 160 days per fiscal year (July 1-June 30). The assignment is on an as needed basis, and may be shortened or extended at any time, due to departmental needs, with little to no notice. This recruitment will remain open until filled or withdrawn. Once you have submitted an application electronically, the current status of your application will be available to view at any time upon signing in under your personal username and password. Please do not call the Human Resources Office regarding the status of your application. Employment with the South Orange County Community College District is contingent upon successful completion of the Human Resources pre-employment ("onboarding") process. The Human Resources onboarding process may include, but is not limited to, successful completion of Live Scan fingerprinting (approx.. $70), I-9 completion, background checks, reference checks, TB testing, as well as completion of the online onboarding process. Failure to successfully complete any portion of the onboarding process will invalidate any conditional job offer received. Falsification of, or omission on, any SOCCCD pre-employment information may result in withdrawal of any conditional job offer or termination of employment. Short term, non-bargaining unit (NBU) positions may only be used on an intermittent/seasonal basis. Ed. Code sect. 88003 states "Short-term employee means any person who is employed to perform a service for the district, upon the completion of which, the service required or similar services will not be extended or needed on a continuing basis." The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country. Documentation according to USCIS I-9 guidelines (i.e. ID card and Social Security card) must be presented at the time of hire. Per IRS regulations, a Social Security card must be presented at the time of hire. Inclusion, Diversity, and Equity: The South Orange County Community College District is committed to creating an academic and work environment that fosters diversity, equity and inclusion and equal opportunity for all, and ensures that students, faculty, management and staff of all backgrounds feel welcome, included, supported, and safe. Our culture of belonging, openness, and inclusion, makes our district a unique and special place for individuals of all backgrounds. Our District and our colleges are looking for equity and inclusion-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to the understanding of diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present within our community. When you join our District, you can expect to be part of an exciting, thriving, equity-focused, and inclusive community that approaches higher education with the lens of social justice and collaboration among students, faculty, staff, administration, and community partners. In deciding whether to apply for a position with our District, you are strongly encouraged to consider whether your values align with our District's mission and goals for EEO, Diversity, Equity, and Inclusion. Disability Accommodations: If you require special accommodations in the application and/or selection process, please notify District Human Resources (DHR) at least two (2) business days prior to the Job Close Date/Initial Screening Date, by either calling (949) 582-4850 or sending an e-mail to hrinfodesk@socccd.edu . NBU at-will employment: After successful completion of the onboarding requirements, an individual may be employed by the South Orange County Community College District as a short-term, temporary NBU employee. Employment will be on an "if and as needed" basis, as determined by the District. NBU employment is at-will, and either party may terminate this working relationship at any time. Neither party shall be required to provide any reason for the separation. NBU employees shall not have reemployment rights or recourse to petition to be reinstated. Worksite: NBU employees are limited to working in a single position in one department/site Work schedules: Department/Division managers, administrators, and/or supervisors shall determine the work schedule of NBU employees to include the number of days and hours worked per week and the start and stop times. 160-day restriction: NBU employees will not work more than 160 days (in any combination of NBU positions) no matter how many hours per day they work. Payroll reporting period: The payroll reporting period is from the 15th of the first month to the 14th of the next month. NBU employees are paid on the 10th of the following month. Ex: Pay Period 01/15/23 through 02/14/23 will be paid on March 10th. California Sick leave : NBU employees are eligible for California Sick leave per AB1522. Information regarding AB1522 is provided to all NBU new hires during the onboarding process. Retirement information: NBU employees may not work more than 960 hours from July 1st-June 30th. NBU employees who work more than 1000 hours per fiscal year are required to contribute to the California Public Employees' Retirement System (CalPERS), through payroll deduction of about 7-9%. The District does not intend to employ NBU employees for more than 1,000 hours during any fiscal year. Sexual Harassment/Discrimination: The District is committed to providing an environment that respects the dignity of individuals and groups; is free of sexual harassment, exploitation, intimidation, violence, and other unlawful discrimination, preferential treatment, and harassment, including that which is based on any legally protected characteristic. Equal Employment Opportunity: It is the intent of the Board to establish and maintain within the District and all of its programs and activities a policy of equal opportunity in employment for all persons, and to prohibit discrimination, preferential treatment, or harassment based on sex, age, gender identity, gender expression, race, color, ethnic group identification, national origin, ancestry, religion, mental or physical disability, medical condition, genetic information, pregnancy, marital status or sexual orientation or because an individual is perceived as having one or more of the above characteristics. Confidentiality: Confidentiality of student and staff information is protected under federal law. Any information regarding students or staff that might be accessed in the course of a work assignment through a computer, student file, or other documentation, is to be used strictly to perform my job duties and may only be shared with those who are authorized to have such information. Mandated reporter: Child Abuse and Neglect Reporting: The South Orange County Community College District recognizes the responsibility of its staff to report to the appropriate agency when there is a reasonable suspicion that an abuse or neglect of a child may have occurred. Elder and Dependent Adult Abuse Reporting: It is the policy of the South Orange County Community College District to treat reports of violence against elderly persons or dependent adults as high priority criminal activity that is to be fully investigated regardless of the relationship between the victim and the suspect(s). Campus Crime and Safety Awareness : Information regarding campus crime and safety awareness can be found at www.saddleback.edu or www.ivc.edu. Paper copies are available in Human Resources upon request. Drug-Free Environment: The District shall be free from all unlawful possession, use, or distribution of illicit drugs and alcohol by students and employees. The unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in all facilities under the control and use of the District. Any student or employee who violates this policy will be subject to disciplinary action, consistent with local, state, or federal law, which may include the referral to an appropriate rehabilitation program, suspension, demotion, expulsion, or dismissal. Smoke Free District: It is the intent of the South Orange County Community College District to maintain an educational and workplace environment that is conductive to the health and safety of our students and employees. Realizing the health hazards posed by smoking and by second-hand smoke, it is policy of the South Orange County Community College District to maintain a smoke free environment for all district sites. SPECIAL COVID-19 NOTICE: Interviews may be held in-person (following all necessary precautions) or in a virtual format. Employees must reside in California while employed with the South Orange County Community College District (SOCCCD), even during remote work. Thank you for your continued interest in working at the SOCCCD. The SOCCCD is committed to protecting the health and wellbeing of students, faculty, staff, administrators, and the communities it serves. More information can be found on our District website by visiting https://www.socccd.edu/communications/covid-19-information . NOTICE TO ALL CANDIDATES FOR EMPLOYMENT: The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country. SOCCCD will not sponsor any visa applications. DISABILITY ACCOMMODATIONS: If you require special accommodations in the application and/or selection process, please notify District Human Resources (DHR) at least two (2) business days prior to the Job Close Date/Initial Screening Date, by either calling (949) 582-4850 or sending an e-mail to hrinfodesk@socccd.edu . CAMPUS CRIME AND SAFETY AWARENESS: Information regarding campus crime and safety awareness can be found at www.saddleback.edu or www.ivc.edu. Paper copies are available in the District Human Resources (DHR) office upon request. PLEASE NOTE: A California Public Employees Retirement System (CalPERS) retiree may not accept employment until after the first 180 days of retirement. Anyone retired from CalPERS accepting permanent employment with this District will be required to reinstate as an active CalPERS member. Please contact CalPERS for additional information regarding your retirement status. Any active vested member of California State Teachers Retirement System (CalSTRS), who accepts employment with the District to perform service that requires membership in CalPERS, is eligible to elect to continue retirement system coverage under CalSTRS. DIVERSITY, EQUITY, INCLUSION, AND EQUAL EMPLOYMENT OPPORTUNITY: The South Orange County Community College District is committed to creating an academic and work environment that fosters diversity, equity and inclusion and equal opportunity for all, and ensures that students, faculty, management and staff of all backgrounds feel welcome, included, supported, and safe. Our culture of belonging, openness, and inclusion, makes our district a unique and special place for individuals of all backgrounds. Our District and our colleges are looking for equity and inclusion-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to the understanding of diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present within our community. When you join our District, you can expect to be part of an exciting, thriving, equity-focused, and inclusive community that approaches higher education with the lens of social justice and collaboration among students, faculty, staff, administration, and community partners. In deciding whether to apply for a position with our District, you are strongly encouraged to consider whether your values align with our District's mission and goals for EEO, Diversity, Equity, and Inclusion. SOCCCD IS AN EQUAL OPPORTUNITY EMPLOYER Important: You must make sure that you have completed your application for a posting by 11:59 p.m. , Pacific Time, on the posting's Job Close Date, along with any required documents , in order to be considered for the position.
Mar 07, 2024
Part Time
Title: Project Specialist (DS - Fiscal Services) Job Category: NBU Job Opening Date: February 28, 2024 Job Closing Date: June 30, 2024 Locations: District Services Department: Pay Grade, for more information click on this link: https://www.socccd.edu/departments/human-resources/contracts-and-salary-schedules Pay Type: Hourly Hours Per Week: 0 Job Description: Project: Accounting support for 1098-T's, accounts payable, and year-end close. Project Duration: March 2024-August 2024 Job description: Review vendor statements, sort accounts payable Outlook mailbox, support accounts payable processing, assist with 1098-T inquiries, assist with account reconciliations (this is an example of duties plus additional projects as appropriate). Additional Information: $25.00/hr Up to 25 hours per week Schedule TBD On-site only This position is a short-term, temporary, hourly, Non-Bargaining Unit (NBU) assignment, not to exceed 160 days per fiscal year (July 1-June 30). The assignment is on an as needed basis, and may be shortened or extended at any time, due to departmental needs, with little to no notice. This recruitment will remain open until filled or withdrawn. Once you have submitted an application electronically, the current status of your application will be available to view at any time upon signing in under your personal username and password. Please do not call the Human Resources Office regarding the status of your application. Employment with the South Orange County Community College District is contingent upon successful completion of the Human Resources pre-employment ("onboarding") process. The Human Resources onboarding process may include, but is not limited to, successful completion of Live Scan fingerprinting (approx.. $70), I-9 completion, background checks, reference checks, TB testing, as well as completion of the online onboarding process. Failure to successfully complete any portion of the onboarding process will invalidate any conditional job offer received. Falsification of, or omission on, any SOCCCD pre-employment information may result in withdrawal of any conditional job offer or termination of employment. Short term, non-bargaining unit (NBU) positions may only be used on an intermittent/seasonal basis. Ed. Code sect. 88003 states "Short-term employee means any person who is employed to perform a service for the district, upon the completion of which, the service required or similar services will not be extended or needed on a continuing basis." The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country. Documentation according to USCIS I-9 guidelines (i.e. ID card and Social Security card) must be presented at the time of hire. Per IRS regulations, a Social Security card must be presented at the time of hire. Inclusion, Diversity, and Equity: The South Orange County Community College District is committed to creating an academic and work environment that fosters diversity, equity and inclusion and equal opportunity for all, and ensures that students, faculty, management and staff of all backgrounds feel welcome, included, supported, and safe. Our culture of belonging, openness, and inclusion, makes our district a unique and special place for individuals of all backgrounds. Our District and our colleges are looking for equity and inclusion-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to the understanding of diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present within our community. When you join our District, you can expect to be part of an exciting, thriving, equity-focused, and inclusive community that approaches higher education with the lens of social justice and collaboration among students, faculty, staff, administration, and community partners. In deciding whether to apply for a position with our District, you are strongly encouraged to consider whether your values align with our District's mission and goals for EEO, Diversity, Equity, and Inclusion. Disability Accommodations: If you require special accommodations in the application and/or selection process, please notify District Human Resources (DHR) at least two (2) business days prior to the Job Close Date/Initial Screening Date, by either calling (949) 582-4850 or sending an e-mail to hrinfodesk@socccd.edu . NBU at-will employment: After successful completion of the onboarding requirements, an individual may be employed by the South Orange County Community College District as a short-term, temporary NBU employee. Employment will be on an "if and as needed" basis, as determined by the District. NBU employment is at-will, and either party may terminate this working relationship at any time. Neither party shall be required to provide any reason for the separation. NBU employees shall not have reemployment rights or recourse to petition to be reinstated. Worksite: NBU employees are limited to working in a single position in one department/site Work schedules: Department/Division managers, administrators, and/or supervisors shall determine the work schedule of NBU employees to include the number of days and hours worked per week and the start and stop times. 160-day restriction: NBU employees will not work more than 160 days (in any combination of NBU positions) no matter how many hours per day they work. Payroll reporting period: The payroll reporting period is from the 15th of the first month to the 14th of the next month. NBU employees are paid on the 10th of the following month. Ex: Pay Period 01/15/23 through 02/14/23 will be paid on March 10th. California Sick leave : NBU employees are eligible for California Sick leave per AB1522. Information regarding AB1522 is provided to all NBU new hires during the onboarding process. Retirement information: NBU employees may not work more than 960 hours from July 1st-June 30th. NBU employees who work more than 1000 hours per fiscal year are required to contribute to the California Public Employees' Retirement System (CalPERS), through payroll deduction of about 7-9%. The District does not intend to employ NBU employees for more than 1,000 hours during any fiscal year. Sexual Harassment/Discrimination: The District is committed to providing an environment that respects the dignity of individuals and groups; is free of sexual harassment, exploitation, intimidation, violence, and other unlawful discrimination, preferential treatment, and harassment, including that which is based on any legally protected characteristic. Equal Employment Opportunity: It is the intent of the Board to establish and maintain within the District and all of its programs and activities a policy of equal opportunity in employment for all persons, and to prohibit discrimination, preferential treatment, or harassment based on sex, age, gender identity, gender expression, race, color, ethnic group identification, national origin, ancestry, religion, mental or physical disability, medical condition, genetic information, pregnancy, marital status or sexual orientation or because an individual is perceived as having one or more of the above characteristics. Confidentiality: Confidentiality of student and staff information is protected under federal law. Any information regarding students or staff that might be accessed in the course of a work assignment through a computer, student file, or other documentation, is to be used strictly to perform my job duties and may only be shared with those who are authorized to have such information. Mandated reporter: Child Abuse and Neglect Reporting: The South Orange County Community College District recognizes the responsibility of its staff to report to the appropriate agency when there is a reasonable suspicion that an abuse or neglect of a child may have occurred. Elder and Dependent Adult Abuse Reporting: It is the policy of the South Orange County Community College District to treat reports of violence against elderly persons or dependent adults as high priority criminal activity that is to be fully investigated regardless of the relationship between the victim and the suspect(s). Campus Crime and Safety Awareness : Information regarding campus crime and safety awareness can be found at www.saddleback.edu or www.ivc.edu. Paper copies are available in Human Resources upon request. Drug-Free Environment: The District shall be free from all unlawful possession, use, or distribution of illicit drugs and alcohol by students and employees. The unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in all facilities under the control and use of the District. Any student or employee who violates this policy will be subject to disciplinary action, consistent with local, state, or federal law, which may include the referral to an appropriate rehabilitation program, suspension, demotion, expulsion, or dismissal. Smoke Free District: It is the intent of the South Orange County Community College District to maintain an educational and workplace environment that is conductive to the health and safety of our students and employees. Realizing the health hazards posed by smoking and by second-hand smoke, it is policy of the South Orange County Community College District to maintain a smoke free environment for all district sites. SPECIAL COVID-19 NOTICE: Interviews may be held in-person (following all necessary precautions) or in a virtual format. Employees must reside in California while employed with the South Orange County Community College District (SOCCCD), even during remote work. Thank you for your continued interest in working at the SOCCCD. The SOCCCD is committed to protecting the health and wellbeing of students, faculty, staff, administrators, and the communities it serves. More information can be found on our District website by visiting https://www.socccd.edu/communications/covid-19-information . NOTICE TO ALL CANDIDATES FOR EMPLOYMENT: The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country. SOCCCD will not sponsor any visa applications. DISABILITY ACCOMMODATIONS: If you require special accommodations in the application and/or selection process, please notify District Human Resources (DHR) at least two (2) business days prior to the Job Close Date/Initial Screening Date, by either calling (949) 582-4850 or sending an e-mail to hrinfodesk@socccd.edu . CAMPUS CRIME AND SAFETY AWARENESS: Information regarding campus crime and safety awareness can be found at www.saddleback.edu or www.ivc.edu. Paper copies are available in the District Human Resources (DHR) office upon request. PLEASE NOTE: A California Public Employees Retirement System (CalPERS) retiree may not accept employment until after the first 180 days of retirement. Anyone retired from CalPERS accepting permanent employment with this District will be required to reinstate as an active CalPERS member. Please contact CalPERS for additional information regarding your retirement status. Any active vested member of California State Teachers Retirement System (CalSTRS), who accepts employment with the District to perform service that requires membership in CalPERS, is eligible to elect to continue retirement system coverage under CalSTRS. DIVERSITY, EQUITY, INCLUSION, AND EQUAL EMPLOYMENT OPPORTUNITY: The South Orange County Community College District is committed to creating an academic and work environment that fosters diversity, equity and inclusion and equal opportunity for all, and ensures that students, faculty, management and staff of all backgrounds feel welcome, included, supported, and safe. Our culture of belonging, openness, and inclusion, makes our district a unique and special place for individuals of all backgrounds. Our District and our colleges are looking for equity and inclusion-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to the understanding of diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present within our community. When you join our District, you can expect to be part of an exciting, thriving, equity-focused, and inclusive community that approaches higher education with the lens of social justice and collaboration among students, faculty, staff, administration, and community partners. In deciding whether to apply for a position with our District, you are strongly encouraged to consider whether your values align with our District's mission and goals for EEO, Diversity, Equity, and Inclusion. SOCCCD IS AN EQUAL OPPORTUNITY EMPLOYER Important: You must make sure that you have completed your application for a posting by 11:59 p.m. , Pacific Time, on the posting's Job Close Date, along with any required documents , in order to be considered for the position.
SOUTH ORANGE COUNTY COMMUNITY COLLEGE DISTRICT (SOCCC)
Mission Viejo, California, United States
Title: Contracts Specialist Job Category: CSEA Job Opening Date: January 25, 2024 Job Closing Date: Location: District Services Work Location: Mission Viejo, CA Department: Purchasing and Contracts Pay Grade, for more information click on this link: https://www.socccd.edu/departments/human-resources/contracts-and-salary-schedules Pay Rate Type: Monthly Work Days: Monday - Friday Work Hours: 8:00 am - 5:00 pm (Schedule and Shift are subject to change in accordance with the department needs.) Hours Per Week: 40 Percentage of Employment: 100% Months of Employment: 12 months Salary: Starting at $6,254 per month Required Documents: Resume and Cover Letter Job Description: C.S.E.A. Classified Bargaining Unit Salary Range 131 Initial Screening Date: February 19, 2024 Required Documents: Resume and Cover Letter Applications missing the required documents will not be considered. Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job. SUMMARY DESCRIPTION Under direction from the Executive Director of Business Services, performs complex technical duties involved in the contracting and/or purchasing of District supplies, materials, equipment, and services; coordinates and facilitates assigned purchasing and contracting operations; and interprets, applies, and ensures compliance with applicable contracting and purchasing laws, codes, policies, and procedures. REPRESENTATIVE DUTIES The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices. Perform a variety of technical and complex duties in support of District purchasing and contracting operations. Prepare and write detailed formal and informal specifications for bids and proposals; distribute competitive bid packages, receive bids and proposals; conduct bid openings as required; tabulate and analyze bid data; recommend award based on price and conformance to specifications and compliance with relevant laws and District policies; perform reference checks on contractors/vendors recommended for award of contracts as required. Review and process contracts for the purchase of materials, supplies, equipment, software and services including construction related services and public works contracts; provide responsible staff assistance with contract development, review, revision, and /or approvals; prepare and submit contract documents for execution by all parties involved; provide training and guidance to District personnel regarding contract administration as assigned. Initiate and prepare a variety of purchasing and contracting documents and materials including public works contracts, interrogatories, and easements; submit for execution by all parties using a digital workflow for reviews and approvals. Review proposed contracts and other documents for legal compliance and conformance to various governmental rules and regulations including Education, Public Contract, Government, and Labor codes, contractor's state license board, prevailing wage laws, and other relevant laws, codes, and District policies; make recommendations and suggest alternatives based on outcome of review and research. Review legal contracts for basic requirements and determine necessity of Board approval or ratification; assist in the preparation of Board agenda items and supporting documents; develop, prepare, and forward necessary documents within District timelines, requirements, and guidelines; ensure timeliness of information for required action; prepare monthly contracts report for Board ratification and approval; coordinate follow up activities for Board action as required. Interpret and explain rules, regulations, policies, and procedures related to purchasing and contracts functions to District personnel and the public in accordance with established procedures. Provide responsible office and administrative assistance to coordinate purchasing and contracts operations; review and respond to correspondence and coordinate office communication; serve as a liaison to other District personnel, outside agencies, and vendors on contracting and purchasing matters; respond to questions and requests for information from various internal and external parties; participate in presentations, including preparing information and material. Communicate with other District personnel and departments, attorneys, insurance representatives, consultants, inspectors, and others to coordinate activities, exchange information, and facilitate purchasing and contracts operations; attend various meetings and participate on committees as required. Perform complex research utilizing various methods; analyze, verify, summarize, and record data. Compose correspondence independently; prepare preliminary responses to letters, general correspondence, and personal inquiries of a sensitive nature; maintain confidentiality. Develop and maintain a variety of records and files related to purchasing and contracts. Coordinate the development and maintenance of a centralized contract / clause library for District-wide intranet users; prepare, review and revise templates; communicate with appropriate District personnel when updates have been uploaded. Obtain proposals for lease purchase contracts; negotiate with vendors/contractors on negotiable items on contracts and agreements; monitor contract renewal dates and other timelines as necessary and advise the responsible party. Contact contractors and vendors regarding discrepancies in invoices, statements, or performance of work; coordinate with accounts payable staff. Perform related duties as required. QUALIFICATIONS The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties. Knowledge of: Purchasing methods, policies, and procedures. Basic methods and techniques of contract development and monitoring. Basic knowledge and understanding of contract law. Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases. Contract management software is highly desired. Basic research methods. Methods and techniques of recordkeeping and reporting. Principles of office management and organization. Business letter writing and communications. Mathematical principles. English usage, spelling, grammar, and punctuation. Pertinent federal, state, and local codes, laws, and regulations. Interpersonal skills using tact, patience, and courtesy. Oral and written communication skills. Ability to: Perform complex technical work in support of the contracting and purchasing functions. Interpret, apply, explain, and ensure compliance with applicable contracting and purchasing rules and regulations, and District policies and procedures. Interpret and explain legal contracts and agreements. Learn District organization, operations, policies, and objectives. Understand purchasing and contracts functions, operations, policies, and procedures. Analyze situations accurately and recommend effective course of action. Interpret, apply, and explain District policies and procedures related to contract requirements and compliance. Prepare, process, and administer various contracts and agreements. Ability to: Maintain records and prepare reports. Conduct research, compile information, and calculate data. Operate office equipment including computers and supporting word processing, spreadsheet, and database applications. Adapt to changing technologies and learn functionality of new equipment and systems. Apply professional ethics standards to ensure auditable compliance with all departmental operations. Interpret and apply statutes, regulations, policies, legislative mandates and legal opinions. Make arithmetic calculations quickly and accurately. Plan and organize work to meet changing priorities and deadlines. Perform assigned duties with speed and accuracy. Work independently with little direction. Understand and follow oral and written directions. Work with and exhibit sensitivity to and understanding of the diverse racial, ethnic, disabled, sexual orientation, and cultural populations of community college students. Communicate clearly and concisely, both orally and in writing, with diverse constituencies within and outside of the District. Establish and maintain effective working relationships with those contacted in the course of work. EDUCATION AND EXPERIENCE GUIDELINES Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Education/Training: Equivalent to completion of high school and two years of college-level course work in business administration, purchasing, paralegal studies, or a related field. Experience: Three years increasingly responsible para-professional purchasing and contract experience, preferably including experience in the purchasing and contracts office of a public agency. PHYSICAL DEMANDS AND WORKING ENVIRONMENT The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. Environment: Work is performed primarily in a standard office setting. Duties are typically performed at a desk or computer terminal; subject to noise from office equipment operation; frequent interruptions and contact in person and on the telephone with staff, vendors, and others. At least minimal environmental controls are in place to assure health and comfort. Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. Vision: See in the normal visual range with or without correction. Hearing: Hear in the normal audio range with or without correction. SPECIAL COVID-19 NOTICE: Interviews may be held in-person (following all necessary precautions) or in a virtual format. Employees must reside in California while employed with the South Orange County Community College District (SOCCCD), even during remote work. Thank you for your continued interest in working at the SOCCCD. The SOCCCD is committed to protecting the health and wellbeing of students, faculty, staff, administrators, and the communities it serves. More information can be found on our District website by visiting https://www.socccd.edu/communications/covid-19-information . NOTICE TO ALL CANDIDATES FOR EMPLOYMENT: The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country. SOCCCD will not sponsor any visa applications. PLEASE NOTE: A California Public Employees Retirement System (CalPERS) retiree may not accept employment until after the first 180 days of retirement. Anyone retired from CalPERS accepting permanent employment with this District will be required to reinstate as an active CalPERS member. Please contact CalPERS for additional information regarding your retirement status. Any active vested member of California State Teachers Retirement System (CalSTRS), who accepts employment with the District to perform service that requires membership in CalPERS, is eligible to elect to continue retirement system coverage under CalSTRS DISABILITY ACCOMODATIONS: If you require special accommodations in the application and/or selection process, please notify District Human Resources at least two (2) business days prior to the Job Close Date/Initial Screening Date, by either calling (949) 582-4850 or sending an e-mail to hrinfodesk@socccd.edu. ATTENDANCE REQUIREMENT: Report to work on a regular and consistent basis, as scheduled, to assigned job. CAMPUS CRIME AND SAFETY AWARENESS: Information regarding campus crime and safety awareness can be found at www.saddleback.edu or www.ivc.edu. Paper copies are available in the District Human Resources office upon request. DIVERSITY, EQUITY, INCLUSION, AND EQUAL EMPLOYMENT OPPORTUNITY (EEO): The South Orange County Community College District is committed to creating an academic and work environment that fosters diversity, equity and inclusion and equal opportunity for all, and ensures that students, faculty, management and staff of all backgrounds feel welcome, included, supported, and safe. Our culture of belonging, openness, and inclusion, makes our district a unique and special place for individuals of all backgrounds. Our District and our colleges are looking for equity and inclusion-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to the understanding of diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present within our community. When you join our District, you can expect to be part of an exciting, thriving, equity-focused, and inclusive community that approaches higher education with the lens of social justice and collaboration among students, faculty, staff, administration, and community partners. In deciding whether to apply for a position with our District, you are strongly encouraged to consider whether your values align with our District's mission and goals for EEO, Diversity, Equity, and Inclusion. SOCCCD IS AN EQUAL OPPORTUNITY EMPLOYER Important: You must complete your application for a posting by 11:59 p.m. , Pacific Standard Time, by the deadline, along with any required documents , in order to be considered for the position. Applicants must complete all fields/sections on the application. Do not type "See Resume" or leave any fields blank. Applicants must enter their work experience, education, etc. on the District application. Applications reflecting "See Resume" will be considered incomplete and will not be considered for recruitment.
Mar 07, 2024
Full Time
Title: Contracts Specialist Job Category: CSEA Job Opening Date: January 25, 2024 Job Closing Date: Location: District Services Work Location: Mission Viejo, CA Department: Purchasing and Contracts Pay Grade, for more information click on this link: https://www.socccd.edu/departments/human-resources/contracts-and-salary-schedules Pay Rate Type: Monthly Work Days: Monday - Friday Work Hours: 8:00 am - 5:00 pm (Schedule and Shift are subject to change in accordance with the department needs.) Hours Per Week: 40 Percentage of Employment: 100% Months of Employment: 12 months Salary: Starting at $6,254 per month Required Documents: Resume and Cover Letter Job Description: C.S.E.A. Classified Bargaining Unit Salary Range 131 Initial Screening Date: February 19, 2024 Required Documents: Resume and Cover Letter Applications missing the required documents will not be considered. Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job. SUMMARY DESCRIPTION Under direction from the Executive Director of Business Services, performs complex technical duties involved in the contracting and/or purchasing of District supplies, materials, equipment, and services; coordinates and facilitates assigned purchasing and contracting operations; and interprets, applies, and ensures compliance with applicable contracting and purchasing laws, codes, policies, and procedures. REPRESENTATIVE DUTIES The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices. Perform a variety of technical and complex duties in support of District purchasing and contracting operations. Prepare and write detailed formal and informal specifications for bids and proposals; distribute competitive bid packages, receive bids and proposals; conduct bid openings as required; tabulate and analyze bid data; recommend award based on price and conformance to specifications and compliance with relevant laws and District policies; perform reference checks on contractors/vendors recommended for award of contracts as required. Review and process contracts for the purchase of materials, supplies, equipment, software and services including construction related services and public works contracts; provide responsible staff assistance with contract development, review, revision, and /or approvals; prepare and submit contract documents for execution by all parties involved; provide training and guidance to District personnel regarding contract administration as assigned. Initiate and prepare a variety of purchasing and contracting documents and materials including public works contracts, interrogatories, and easements; submit for execution by all parties using a digital workflow for reviews and approvals. Review proposed contracts and other documents for legal compliance and conformance to various governmental rules and regulations including Education, Public Contract, Government, and Labor codes, contractor's state license board, prevailing wage laws, and other relevant laws, codes, and District policies; make recommendations and suggest alternatives based on outcome of review and research. Review legal contracts for basic requirements and determine necessity of Board approval or ratification; assist in the preparation of Board agenda items and supporting documents; develop, prepare, and forward necessary documents within District timelines, requirements, and guidelines; ensure timeliness of information for required action; prepare monthly contracts report for Board ratification and approval; coordinate follow up activities for Board action as required. Interpret and explain rules, regulations, policies, and procedures related to purchasing and contracts functions to District personnel and the public in accordance with established procedures. Provide responsible office and administrative assistance to coordinate purchasing and contracts operations; review and respond to correspondence and coordinate office communication; serve as a liaison to other District personnel, outside agencies, and vendors on contracting and purchasing matters; respond to questions and requests for information from various internal and external parties; participate in presentations, including preparing information and material. Communicate with other District personnel and departments, attorneys, insurance representatives, consultants, inspectors, and others to coordinate activities, exchange information, and facilitate purchasing and contracts operations; attend various meetings and participate on committees as required. Perform complex research utilizing various methods; analyze, verify, summarize, and record data. Compose correspondence independently; prepare preliminary responses to letters, general correspondence, and personal inquiries of a sensitive nature; maintain confidentiality. Develop and maintain a variety of records and files related to purchasing and contracts. Coordinate the development and maintenance of a centralized contract / clause library for District-wide intranet users; prepare, review and revise templates; communicate with appropriate District personnel when updates have been uploaded. Obtain proposals for lease purchase contracts; negotiate with vendors/contractors on negotiable items on contracts and agreements; monitor contract renewal dates and other timelines as necessary and advise the responsible party. Contact contractors and vendors regarding discrepancies in invoices, statements, or performance of work; coordinate with accounts payable staff. Perform related duties as required. QUALIFICATIONS The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties. Knowledge of: Purchasing methods, policies, and procedures. Basic methods and techniques of contract development and monitoring. Basic knowledge and understanding of contract law. Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases. Contract management software is highly desired. Basic research methods. Methods and techniques of recordkeeping and reporting. Principles of office management and organization. Business letter writing and communications. Mathematical principles. English usage, spelling, grammar, and punctuation. Pertinent federal, state, and local codes, laws, and regulations. Interpersonal skills using tact, patience, and courtesy. Oral and written communication skills. Ability to: Perform complex technical work in support of the contracting and purchasing functions. Interpret, apply, explain, and ensure compliance with applicable contracting and purchasing rules and regulations, and District policies and procedures. Interpret and explain legal contracts and agreements. Learn District organization, operations, policies, and objectives. Understand purchasing and contracts functions, operations, policies, and procedures. Analyze situations accurately and recommend effective course of action. Interpret, apply, and explain District policies and procedures related to contract requirements and compliance. Prepare, process, and administer various contracts and agreements. Ability to: Maintain records and prepare reports. Conduct research, compile information, and calculate data. Operate office equipment including computers and supporting word processing, spreadsheet, and database applications. Adapt to changing technologies and learn functionality of new equipment and systems. Apply professional ethics standards to ensure auditable compliance with all departmental operations. Interpret and apply statutes, regulations, policies, legislative mandates and legal opinions. Make arithmetic calculations quickly and accurately. Plan and organize work to meet changing priorities and deadlines. Perform assigned duties with speed and accuracy. Work independently with little direction. Understand and follow oral and written directions. Work with and exhibit sensitivity to and understanding of the diverse racial, ethnic, disabled, sexual orientation, and cultural populations of community college students. Communicate clearly and concisely, both orally and in writing, with diverse constituencies within and outside of the District. Establish and maintain effective working relationships with those contacted in the course of work. EDUCATION AND EXPERIENCE GUIDELINES Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Education/Training: Equivalent to completion of high school and two years of college-level course work in business administration, purchasing, paralegal studies, or a related field. Experience: Three years increasingly responsible para-professional purchasing and contract experience, preferably including experience in the purchasing and contracts office of a public agency. PHYSICAL DEMANDS AND WORKING ENVIRONMENT The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. Environment: Work is performed primarily in a standard office setting. Duties are typically performed at a desk or computer terminal; subject to noise from office equipment operation; frequent interruptions and contact in person and on the telephone with staff, vendors, and others. At least minimal environmental controls are in place to assure health and comfort. Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. Vision: See in the normal visual range with or without correction. Hearing: Hear in the normal audio range with or without correction. SPECIAL COVID-19 NOTICE: Interviews may be held in-person (following all necessary precautions) or in a virtual format. Employees must reside in California while employed with the South Orange County Community College District (SOCCCD), even during remote work. Thank you for your continued interest in working at the SOCCCD. The SOCCCD is committed to protecting the health and wellbeing of students, faculty, staff, administrators, and the communities it serves. More information can be found on our District website by visiting https://www.socccd.edu/communications/covid-19-information . NOTICE TO ALL CANDIDATES FOR EMPLOYMENT: The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country. SOCCCD will not sponsor any visa applications. PLEASE NOTE: A California Public Employees Retirement System (CalPERS) retiree may not accept employment until after the first 180 days of retirement. Anyone retired from CalPERS accepting permanent employment with this District will be required to reinstate as an active CalPERS member. Please contact CalPERS for additional information regarding your retirement status. Any active vested member of California State Teachers Retirement System (CalSTRS), who accepts employment with the District to perform service that requires membership in CalPERS, is eligible to elect to continue retirement system coverage under CalSTRS DISABILITY ACCOMODATIONS: If you require special accommodations in the application and/or selection process, please notify District Human Resources at least two (2) business days prior to the Job Close Date/Initial Screening Date, by either calling (949) 582-4850 or sending an e-mail to hrinfodesk@socccd.edu. ATTENDANCE REQUIREMENT: Report to work on a regular and consistent basis, as scheduled, to assigned job. CAMPUS CRIME AND SAFETY AWARENESS: Information regarding campus crime and safety awareness can be found at www.saddleback.edu or www.ivc.edu. Paper copies are available in the District Human Resources office upon request. DIVERSITY, EQUITY, INCLUSION, AND EQUAL EMPLOYMENT OPPORTUNITY (EEO): The South Orange County Community College District is committed to creating an academic and work environment that fosters diversity, equity and inclusion and equal opportunity for all, and ensures that students, faculty, management and staff of all backgrounds feel welcome, included, supported, and safe. Our culture of belonging, openness, and inclusion, makes our district a unique and special place for individuals of all backgrounds. Our District and our colleges are looking for equity and inclusion-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to the understanding of diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present within our community. When you join our District, you can expect to be part of an exciting, thriving, equity-focused, and inclusive community that approaches higher education with the lens of social justice and collaboration among students, faculty, staff, administration, and community partners. In deciding whether to apply for a position with our District, you are strongly encouraged to consider whether your values align with our District's mission and goals for EEO, Diversity, Equity, and Inclusion. SOCCCD IS AN EQUAL OPPORTUNITY EMPLOYER Important: You must complete your application for a posting by 11:59 p.m. , Pacific Standard Time, by the deadline, along with any required documents , in order to be considered for the position. Applicants must complete all fields/sections on the application. Do not type "See Resume" or leave any fields blank. Applicants must enter their work experience, education, etc. on the District application. Applications reflecting "See Resume" will be considered incomplete and will not be considered for recruitment.
SUMMARY PURPOSE OF POSITION The Finance Specialist will perform a wide variety of accounting work in accounts payable and general accounting. This at-will employment will be for a limited term of up to, but not to exceed, 999 hours in a fiscal year (July 1-June 30) or six (6) months, whichever comes first. TO APPLY: This is a continuous recruitment, with the first review of applications beginning April 8, 2024 . Interested applicants are encouraged to apply immediately. DISTINGUISHING CHARACTERISTICS This is the career level of the Financial Specialist series. At this level, the incumbent has some latitude for independent judgment and may vary work methods and procedures, but usually within prescribed parameters. SUPERVISION EXERCISED AND RECEIVED Receives supervision from departmental management/supervisory level roles No formal supervisory responsibilities ESSENTIAL DUTIES AND RESPONSIBILITIES The duties listed below are intended to describe the general nature and level of work being performed and are not to be interpreted as an exhaustive list of responsibilities . Accurate data entry of invoices, check requests and expense reports into the accounts payable module. Ensure compliance with applicable Authority and department policies. Proactively monitor invoice status and resolve issues to ensure timely payment to vendors. Ensure the efficient utilization of the payables system, taking advantage of system capabilities. Enter and audit invoices or bills for compliance against purchase orders and requisitions. Track and monitor deposits ensuring that all projects have sufficient capital on hand for funding. Prepare routine correspondence, including collection correspondence to vendors, businesses, or the public. Determining penalties and delinquencies. Respond to requests for project closeout and perform final reconciliation documentation with applicable invoice or refund processes. Prepare closeout form for projects and updates Oracle accordingly. Review additions and extensions on all bills and invoices, verify authorization for payment and assigns priority. Verify data entry into financial system from source documents by means of sight verification and system on-line edit procedures. Verify state sales and use taxes, freight and shipping charges, payment terms and discounting on all bills submitted for payment. Provide user support to inquiries providing explanation of established procedures and work unit policies. Develop and maintain strong working relationships to facilitate achievement of department goals. Manage accounts payable email box. Perform other related duties as assigned. MINIMUM REQUIREMENTS TO PERFORM ESSENTIAL JOB FUNCTIONS MINIMUM QUALIFICATIONS Education and Experience Associates degree in Accounting, Economics, Business or a related degree A minimum of four (4) years of work experience performing accounting work in accounts payable, accounts receivable and general accounting. A combination of training, education and or experience that provides the required knowledge, skills and abilities may be considered when determining minimum qualifications. Advanced relevant coursework may also substitute for a portion of required experience. Valid Class C Driver’s license with a satisfactory driving record of no more than three moving violations and no DUI’s within the last three years is required. Knowledge, Skills, and Abilities Knowledge of : Accounting principles, practices and financial recordkeeping SCRRA’s purchase order system Sales tax, use tax and freight rules 1099 filing rules Skilled in : Use of Microsoft Office Use of Oracle Ability to : Explain and help affected parties solve payment issues Manage time effectively Create Accounts Payable journals Provide customer service PHYSICAL REQUIREMENTS Transition between standing, walking and sitting at varying lengths of time Climb or balance and stoop, kneel, crouch or crawl Use hands to finger, handle, feel and grasp tools to perform the duties of the position Ability to lift, hold and move objects up to 25lbs. Hear and perceive the nature of sounds Listen and express or exchange ideas by means of spoken words Visual acuity Working Conditions Position requires work in a normal office environment with little exposure to excessive noise, dust, or temperature. Work may also be conducted in outdoor environments, at construction sites, Railroad Track and Right-of-Way environments, and warehouse environments, with possible exposure to individuals who are hostile or irate, moving mechanical parts, and loud noises (85+ decibels, such as heavy trucks, construction, etc.) SUPPLEMENTAL INFORMATION Selection Process: Following a review of resumes and/or applications, the most highly qualified candidates will be invited to continue in the selection process. Eligible applicants will be notified of the exact time and place of assessments and interview. Candidates will be interviewed to determine their relative knowledge, skills and ability in job related areas. Offers of employment may be contingent upon successful completion of a reference check, including degree verification and criminal records check provided through SCRRA. Internal Candidates: Employees with active discipline as defined in the HR Policy No. 5.3 Positive Discipline Program and/or with performance that does not meet the standard for "meets expectations" as defined in the Performance Planning and Appraisal Process may be precluded from consideration and placement in the position. In compliance with the Americans with Disabilities Act, the SCRRA will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. The SCRRA is an Equal Opportunity Employer. EEO/ADA MEDICAL: SCRRA offers a choice of twelve (12) health plan options provided through the California Public Employees' Retirement System (CalPERS). You may choose from up to ten (10) Health Maintenance Organization (HMO) plans and two (2) Preferred Provider Organization (PPO) plans. Some health plans are only available in certain counties and/or zip codes. You contribute 12.5 percent of the plan premium for coverage of you and your eligible dependents. You may waive coverage if you are covered under another group health plan; you must provide proof. Once you waive coverage, you will only be allowed to enroll during Open Enrollment or within 60 days from the date on which your other coverage is no longer available (proof is required). If you elect to waive coverage, you will receive $300.00 per month taxable earnings, paid in two installments of $150 each on the first two paychecks of the month. A retiree or an employee who is a spouse, child, or any other eligible dependent of another SCRRA employee is not eligible for the opt out/cash in lieu credit if he/she is covered under a SCRRA health plan. Eligibility begins the first of the month following hire date or qualifying event. DENTAL: SCRRA offers two dental options provided by Delta Dental. Under the DeltaCare (HMO) program, you must select a contract dentist within their network to perform your dental services. If you require treatment from a specialist, your contract dentist will handle the referral. Many services are covered at no cost to you. A co-payment applies for other services. The Delta Dental PPO plan allows you to visit a dentist of your choice, change dentists at any time, go to a dental specialist of your choice, receive dental care anywhere in the world, and save on out-of-pocket expenses when you visit a PPO network dental office. SCRRA pays the full premium for coverage of you and your eligible dependents under both plans. Eligibility begins the first of the month following hire date or qualifying event. VISION: SCRRA offers two (2) vision plans through Vision Service Plan (VSP), providing coverage for eye examinations, prescription eyewear and contact lenses through network providers. You have the option of seeing out-of-network providers, but full reimbursement is not guaranteed. VSP has contracted with many laser surgery facilities and doctors, offering you a discount on PRK and LASIK surgeries. If you enroll in the VSP Basic Plan, SCRRA pays the full premium for coverage of you and your eligible dependents. If you enroll in the VSP Buy-up Plan, which offers enhanced vision benefits, you pay the difference between the cost of the Basic Plan and the Buy-up Plan. Eligibility begins the first of the month following hire date or qualifying event. FLEXIBLE SPENDING ACCOUNTS: Flexible Spending Accounts (FSA) allow for the deferral of pre-tax dollars to be used for reimbursement of eligible medical and dependent care expenses. You can set aside up to $3,050 for health care expenses and $5,000 per family for dependent care expenses annually. Eligibility begins the first of the month following hire date or a qualifying event. GROUP TERM LIFE INSURANCE: SCRRA provides for an amount equal to one (1) time your annual salary, rounded to the nearest $1,000, to a maximum of $200,000. Your life insurance benefit will reduce to 65% at age 65 and 55% at age 70. IRS regulations require that the portion of Group Term Life (“G.T.L.”) insurance benefits provided to you by SCRRA, which exceeds $50,000, be added to your Federal, State, and Medicare taxable earnings for W-2 reporting. This amount is reflected on your pay statements each pay period in the “Other Benefits and Information” section. In addition, SCRRA offers a voluntary plan, which may be purchased in increments of $10,000 to a maximum of $100,000 without evidence of insurability (initial enrollment period only) and up to 5 times your salary to a maximum of $500,000 with evidence of insurability. Dependent life options are also available. The voluntary plan is portable; you may retain it if you leave SCRRA and pay the premium. Eligibility begins the first of the month following hire date or qualifying event. ACCIDENTAL DEATH & DISMEMBERMENT: SCRRA provides for an amount equal to one (1) time your annual salary, rounded to the nearest $1,000, up to a maximum of $200,000. Your AD&D insurance benefit will reduce to 65% at age 65 and 55% at age 70. In addition, SCRRA offers a voluntary plan, which may be purchased in increments of $10,000, subject to a maximum of the lesser of 5 times your annual salary or $500,000. Dependent AD&D options are also available. Eligibility begins the first of the month following hire date or qualifying event. SHORT TERM DISABILITY: You are covered under the California State Disability Insurance (SDI) Program. Your maximum benefit amount is 52 times your weekly benefit amount or the total wages subject to SDI tax paid in your base period, whichever is less. Employees pay a mandatory contribution, through payroll deductions, for coverage under the SDI program. The contribution rate for 2023 is 0.9 percent of earnings. The SDI taxable wage limit is $153,164, with a maximum withholding of $1,378.48 per employee for calendar year 2023. LONG TERM DISABILITY : SCRRA provides for income replacement of 60 percent of monthly earnings subject to a maximum benefit of $7,500 per month up to age 65. To qualify, you must be on disability for 90 days. (Note: there is a pre-existing condition clause in this program.) Eligibility begins the first of the month following hire date or qualifying event. VOLUNTARY BENEFITS: SCRRA offers the following employee-paid voluntary benefits, provided by Aflac: Group Accident Insurance helps pay for out-of-pocket costs that arise from covered accidents, such as fractures, dislocations, and lacerations. Group Critical Illness Insurance helps pay for the expected and unexpected expenses that arise from diagnosis of a covered critical illness, such as cancer (internal or invasive), heart attack, stroke, end-stage renal failure or a major organ transplant. Group Hospital Indemnity Insurance helps pay for the out-of-pocket costs associated with a hospital stay, including benefits for hospital confinement, hospital admission, hospital intensive care and intermediate intensive care step-down unit. Group Short-Term Disability Insurance pays a monthly benefit directly to an employee who is off work due to an injury or illness for up to three (3) months after a seven (7) day waiting period. Eligibility begins the first of the month following hire date or qualifying event. 9/80 ALTERNATIVE WORK SCHEDULE: SCRRA offers a 9/80 Alternative Work Schedule (AWS). During a 10-day work period, you work eight 9-hour days, one 8-hour day and have one day off. Your day off can be Monday, Wednesday, or Friday. Approval from your supervisor, chief and HR is required to participate in the 9/80 AWS program. TELECOMMUTING SCHEDULE: SCRRA offers employees the option to telecommute up to two (2) days per week. At the CEO’s discretion, the maximum number of days per week may be increased due to a natural disaster, pandemic, civil unrest, federal/state/local stay-at-home order, or other special circumstances. Approval from your supervisor, chief and HR is required to participate in the telecommuting program. Employees on a 9/80 schedule cannot telecommute. HOLIDAYS: SCRRA observes twelve (12) holidays a year: New Year's Day, Martin Luther King Day, President’s Day, Cesar Chavez Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Veterans Day, Thanksgiving Day, Day after Thanksgiving, and Christmas Day. PAID TIME OFF (PTO): SCRRA provides employees with Paid Time Off (PTO) for vacations, illnesses, injuries, medical/dental appointments, religious holidays, personal business, and emergencies as follows: 0-4 years of service - 25 days 5-6 years of service - 30 days 7th year of service - 32 days 8th year of service - 33 days 9th year of service - 34 days 10-14 years of service - 35 days 15-19 years of service - 38 days 20 or more years - 42 days At the CEO’s discretion, prior service at a public transportation or public agency, or rail transportation company may be counted towards an employee’s total service years to increase the employee’s PTO accrual rate. To be considered, Human Resources requires that a written request along with verification and confirmation of the years of service be provided prior to the start of employment with SCRRA. Human Resources will provide the final determination on behalf of the CEO. EMPLOYEE ASSISTANCE PROGRAM (EAP): SCRRA offers you and your immediate and dependent family members confidential counseling 24 hours a day, 7 days a week for family, personal, work-related and substance abuse issues through the EAP. You are entitled to a telephone session(s) with a trained EAP professional to assess the nature of the problem and provide a referral for additional assistance, if needed. Services also include three (3) face-to-face counseling sessions per family member per six (6) month period. HEALTH ADVOCACY SERVICES: SCRRA offers you and your eligible dependents free health advocacy services through Health Advocate. You are entitled to unlimited calls with trained professionals who can help you navigate the healthcare and insurance systems. RETIREMENT PLAN: The SCRRA contracts with the California Public Employees' Retirement System (CalPERS). You pay a 7.00 percent employee contribution and SCRRA pays an employer contribution, which varies each year. To be eligible for service retirement, you must be at least age 52 and have a minimum of five (5) years of CalPERS-credited service. Upon retirement you are entitled to a monthly retirement benefit based on your years of credited service, age, and average compensation during your last three (3) years of service (“final compensation”). The retirement formula for New Members is 2%@62, which means at age 62, you receive 2 percent of your final compensation for every year of service. Upon separation from employment with less than 5 years of credited service, you may request a refund of your employee contributions only, including interest, and end your membership with CalPERS, or leave it in your account and retain your service credit should you decide to work for another CalPERS-covered agency. If you are vested upon separation but do not retire, you may leave your contributions in your account until retirement or elect a refund. SOCIAL SECURITY: You do not participate in Social Security except for Medicare. You will contribute 1.45 percent of your pay to cover the hospital insurance portion of Medicare. *Additional Medicare Hospital Insurance Tax: As of January 1, 2013, employees are required to pay an additional 0.9 percent Medicare tax on earnings above $200,000 (for those who file an individual return) or $250,000 (for those who file a joint return). This additional hospital insurance tax is not reflected in the rate above. RETIREE MEDICAL: Unrepresented employees hired before 11/1/18*: You will be eligible for medical coverage when you retire if your separation date and retirement date are within 120 days of each other. SCRRA pays the same amount for retirees as it does for active employees, which is currently 87.5 percent of the applicable premium. Unrepresented employees hired on or after 11/1/18: You will be eligible for medical coverage when you retire if your separation date and retirement date are within 120 days of each other and you have a minimum of 10 years of credited CalPERS service, five of which must be performed at SCRRA. SCRRA pays a percentage of the state annuitant contribution rate** in accordance with the vesting schedule below: 10 Years of CalPERS Service - 50% 11 - 19 Years of CalPERS Service - 50%, plus 5% for each additional year of service 20+ Years of CalPERS Service - 100% *Once each year the employer may allow unrepresented employees hired before 11/1/18 the opportunity to individually elect to be subject to the vesting schedule. **The state annuitant contribution rates for 2023 are: $883 (Retiree Only); $1,699 (Retiree + 1 Dependent); $2,124 (Retiree + Family). DEFERRED COMPENSATION PLAN (457) : You are eligible to set aside a portion of your current income without paying taxes on that money until it is received later during retirement when taxes may be lower. In 2023, you can defer up to 100 percent of your gross compensation or $22,500 annually, whichever is less (“normal contribution limit”). You may make an additional $7,500 contribution to the plan if you are age 50 and older. If you are at least within three years of the age in which you are eligible to receive unreduced benefits under our CalPERS retirement plan, you may contribute up to double the normal contribution limit, or $45,000. TRANSPORTATION PASSES: You may use your employee badge for unlimited free access to all Metrolink lines and trains. Your badge cannot be used on connecting public transportation. However, if you commute to/from work on Metrolink on a regular basis and need to connect to other public transportation (e.g., Metro Red or Purple Line) you can be issued a Metrolink pass with the appropriate station pair, which will also give you access to connecting transportation. You are also eligible to receive a free transit pass to ride any greater Los Angeles area transit system other than Metrolink (such as, Metro, Foothill Transit, LADOT, and LOSSAN) for commuting purposes. The commuter transit pass has a value up to the monthly maximum tax-free transit pass amount established by the Internal Revenue Service ($300 in 2023). You are responsible for any transit fares above the IRS monthly cap. To receive this benefit, the SCRRA requires each employee to use public transportation to commute to and from work three (3) or more days per week. OTHER BENEFITS: Educational Assistance - SCRRA will reimburse an employee up to $1,000 per fiscal year for tuition, books and mandatory student fees for courses that are relevant to employment. No reimbursement is allowed for parking. Professional Memberships - SCRRA pays up to $300 per year for professional memberships. Credit Union Membership - SCRRA offers credit union services for employees and their family members, provided by Northrup Grumman Federal Credit Union. Jury Duty - SCRRA will continue an employee's salary during any non-voluntary jury service up to a maximum of ten (10) working days. Pregnancy Disability and Family and Medical Leaves - A leave of absence may be paid or unpaid and shall be granted in accordance with applicable federal and state laws, and SCRRA policy. Refer to the Human Resource Policies and Procedures Manual for more detailed information. Bereavement Leave - In the event of death in an employee’s immediate family, the agency grants up to three (3) working days, with pay, to handle family affairs and to attend the funeral. When an employee needs to travel outside the radius of the five (5) member agencies due to the death of an immediate family member, the Authority grants up to five (5) working days, with pay. Military Leave - Employees will be paid for the annually required active period. At the discretion of the Chief Executive Officer, and with Board notification, paid military leave may be granted beyond what is provided by the applicable state law. Closing Date/Time: Continuous
Mar 26, 2024
Temporary
SUMMARY PURPOSE OF POSITION The Finance Specialist will perform a wide variety of accounting work in accounts payable and general accounting. This at-will employment will be for a limited term of up to, but not to exceed, 999 hours in a fiscal year (July 1-June 30) or six (6) months, whichever comes first. TO APPLY: This is a continuous recruitment, with the first review of applications beginning April 8, 2024 . Interested applicants are encouraged to apply immediately. DISTINGUISHING CHARACTERISTICS This is the career level of the Financial Specialist series. At this level, the incumbent has some latitude for independent judgment and may vary work methods and procedures, but usually within prescribed parameters. SUPERVISION EXERCISED AND RECEIVED Receives supervision from departmental management/supervisory level roles No formal supervisory responsibilities ESSENTIAL DUTIES AND RESPONSIBILITIES The duties listed below are intended to describe the general nature and level of work being performed and are not to be interpreted as an exhaustive list of responsibilities . Accurate data entry of invoices, check requests and expense reports into the accounts payable module. Ensure compliance with applicable Authority and department policies. Proactively monitor invoice status and resolve issues to ensure timely payment to vendors. Ensure the efficient utilization of the payables system, taking advantage of system capabilities. Enter and audit invoices or bills for compliance against purchase orders and requisitions. Track and monitor deposits ensuring that all projects have sufficient capital on hand for funding. Prepare routine correspondence, including collection correspondence to vendors, businesses, or the public. Determining penalties and delinquencies. Respond to requests for project closeout and perform final reconciliation documentation with applicable invoice or refund processes. Prepare closeout form for projects and updates Oracle accordingly. Review additions and extensions on all bills and invoices, verify authorization for payment and assigns priority. Verify data entry into financial system from source documents by means of sight verification and system on-line edit procedures. Verify state sales and use taxes, freight and shipping charges, payment terms and discounting on all bills submitted for payment. Provide user support to inquiries providing explanation of established procedures and work unit policies. Develop and maintain strong working relationships to facilitate achievement of department goals. Manage accounts payable email box. Perform other related duties as assigned. MINIMUM REQUIREMENTS TO PERFORM ESSENTIAL JOB FUNCTIONS MINIMUM QUALIFICATIONS Education and Experience Associates degree in Accounting, Economics, Business or a related degree A minimum of four (4) years of work experience performing accounting work in accounts payable, accounts receivable and general accounting. A combination of training, education and or experience that provides the required knowledge, skills and abilities may be considered when determining minimum qualifications. Advanced relevant coursework may also substitute for a portion of required experience. Valid Class C Driver’s license with a satisfactory driving record of no more than three moving violations and no DUI’s within the last three years is required. Knowledge, Skills, and Abilities Knowledge of : Accounting principles, practices and financial recordkeeping SCRRA’s purchase order system Sales tax, use tax and freight rules 1099 filing rules Skilled in : Use of Microsoft Office Use of Oracle Ability to : Explain and help affected parties solve payment issues Manage time effectively Create Accounts Payable journals Provide customer service PHYSICAL REQUIREMENTS Transition between standing, walking and sitting at varying lengths of time Climb or balance and stoop, kneel, crouch or crawl Use hands to finger, handle, feel and grasp tools to perform the duties of the position Ability to lift, hold and move objects up to 25lbs. Hear and perceive the nature of sounds Listen and express or exchange ideas by means of spoken words Visual acuity Working Conditions Position requires work in a normal office environment with little exposure to excessive noise, dust, or temperature. Work may also be conducted in outdoor environments, at construction sites, Railroad Track and Right-of-Way environments, and warehouse environments, with possible exposure to individuals who are hostile or irate, moving mechanical parts, and loud noises (85+ decibels, such as heavy trucks, construction, etc.) SUPPLEMENTAL INFORMATION Selection Process: Following a review of resumes and/or applications, the most highly qualified candidates will be invited to continue in the selection process. Eligible applicants will be notified of the exact time and place of assessments and interview. Candidates will be interviewed to determine their relative knowledge, skills and ability in job related areas. Offers of employment may be contingent upon successful completion of a reference check, including degree verification and criminal records check provided through SCRRA. Internal Candidates: Employees with active discipline as defined in the HR Policy No. 5.3 Positive Discipline Program and/or with performance that does not meet the standard for "meets expectations" as defined in the Performance Planning and Appraisal Process may be precluded from consideration and placement in the position. In compliance with the Americans with Disabilities Act, the SCRRA will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. The SCRRA is an Equal Opportunity Employer. EEO/ADA MEDICAL: SCRRA offers a choice of twelve (12) health plan options provided through the California Public Employees' Retirement System (CalPERS). You may choose from up to ten (10) Health Maintenance Organization (HMO) plans and two (2) Preferred Provider Organization (PPO) plans. Some health plans are only available in certain counties and/or zip codes. You contribute 12.5 percent of the plan premium for coverage of you and your eligible dependents. You may waive coverage if you are covered under another group health plan; you must provide proof. Once you waive coverage, you will only be allowed to enroll during Open Enrollment or within 60 days from the date on which your other coverage is no longer available (proof is required). If you elect to waive coverage, you will receive $300.00 per month taxable earnings, paid in two installments of $150 each on the first two paychecks of the month. A retiree or an employee who is a spouse, child, or any other eligible dependent of another SCRRA employee is not eligible for the opt out/cash in lieu credit if he/she is covered under a SCRRA health plan. Eligibility begins the first of the month following hire date or qualifying event. DENTAL: SCRRA offers two dental options provided by Delta Dental. Under the DeltaCare (HMO) program, you must select a contract dentist within their network to perform your dental services. If you require treatment from a specialist, your contract dentist will handle the referral. Many services are covered at no cost to you. A co-payment applies for other services. The Delta Dental PPO plan allows you to visit a dentist of your choice, change dentists at any time, go to a dental specialist of your choice, receive dental care anywhere in the world, and save on out-of-pocket expenses when you visit a PPO network dental office. SCRRA pays the full premium for coverage of you and your eligible dependents under both plans. Eligibility begins the first of the month following hire date or qualifying event. VISION: SCRRA offers two (2) vision plans through Vision Service Plan (VSP), providing coverage for eye examinations, prescription eyewear and contact lenses through network providers. You have the option of seeing out-of-network providers, but full reimbursement is not guaranteed. VSP has contracted with many laser surgery facilities and doctors, offering you a discount on PRK and LASIK surgeries. If you enroll in the VSP Basic Plan, SCRRA pays the full premium for coverage of you and your eligible dependents. If you enroll in the VSP Buy-up Plan, which offers enhanced vision benefits, you pay the difference between the cost of the Basic Plan and the Buy-up Plan. Eligibility begins the first of the month following hire date or qualifying event. FLEXIBLE SPENDING ACCOUNTS: Flexible Spending Accounts (FSA) allow for the deferral of pre-tax dollars to be used for reimbursement of eligible medical and dependent care expenses. You can set aside up to $3,050 for health care expenses and $5,000 per family for dependent care expenses annually. Eligibility begins the first of the month following hire date or a qualifying event. GROUP TERM LIFE INSURANCE: SCRRA provides for an amount equal to one (1) time your annual salary, rounded to the nearest $1,000, to a maximum of $200,000. Your life insurance benefit will reduce to 65% at age 65 and 55% at age 70. IRS regulations require that the portion of Group Term Life (“G.T.L.”) insurance benefits provided to you by SCRRA, which exceeds $50,000, be added to your Federal, State, and Medicare taxable earnings for W-2 reporting. This amount is reflected on your pay statements each pay period in the “Other Benefits and Information” section. In addition, SCRRA offers a voluntary plan, which may be purchased in increments of $10,000 to a maximum of $100,000 without evidence of insurability (initial enrollment period only) and up to 5 times your salary to a maximum of $500,000 with evidence of insurability. Dependent life options are also available. The voluntary plan is portable; you may retain it if you leave SCRRA and pay the premium. Eligibility begins the first of the month following hire date or qualifying event. ACCIDENTAL DEATH & DISMEMBERMENT: SCRRA provides for an amount equal to one (1) time your annual salary, rounded to the nearest $1,000, up to a maximum of $200,000. Your AD&D insurance benefit will reduce to 65% at age 65 and 55% at age 70. In addition, SCRRA offers a voluntary plan, which may be purchased in increments of $10,000, subject to a maximum of the lesser of 5 times your annual salary or $500,000. Dependent AD&D options are also available. Eligibility begins the first of the month following hire date or qualifying event. SHORT TERM DISABILITY: You are covered under the California State Disability Insurance (SDI) Program. Your maximum benefit amount is 52 times your weekly benefit amount or the total wages subject to SDI tax paid in your base period, whichever is less. Employees pay a mandatory contribution, through payroll deductions, for coverage under the SDI program. The contribution rate for 2023 is 0.9 percent of earnings. The SDI taxable wage limit is $153,164, with a maximum withholding of $1,378.48 per employee for calendar year 2023. LONG TERM DISABILITY : SCRRA provides for income replacement of 60 percent of monthly earnings subject to a maximum benefit of $7,500 per month up to age 65. To qualify, you must be on disability for 90 days. (Note: there is a pre-existing condition clause in this program.) Eligibility begins the first of the month following hire date or qualifying event. VOLUNTARY BENEFITS: SCRRA offers the following employee-paid voluntary benefits, provided by Aflac: Group Accident Insurance helps pay for out-of-pocket costs that arise from covered accidents, such as fractures, dislocations, and lacerations. Group Critical Illness Insurance helps pay for the expected and unexpected expenses that arise from diagnosis of a covered critical illness, such as cancer (internal or invasive), heart attack, stroke, end-stage renal failure or a major organ transplant. Group Hospital Indemnity Insurance helps pay for the out-of-pocket costs associated with a hospital stay, including benefits for hospital confinement, hospital admission, hospital intensive care and intermediate intensive care step-down unit. Group Short-Term Disability Insurance pays a monthly benefit directly to an employee who is off work due to an injury or illness for up to three (3) months after a seven (7) day waiting period. Eligibility begins the first of the month following hire date or qualifying event. 9/80 ALTERNATIVE WORK SCHEDULE: SCRRA offers a 9/80 Alternative Work Schedule (AWS). During a 10-day work period, you work eight 9-hour days, one 8-hour day and have one day off. Your day off can be Monday, Wednesday, or Friday. Approval from your supervisor, chief and HR is required to participate in the 9/80 AWS program. TELECOMMUTING SCHEDULE: SCRRA offers employees the option to telecommute up to two (2) days per week. At the CEO’s discretion, the maximum number of days per week may be increased due to a natural disaster, pandemic, civil unrest, federal/state/local stay-at-home order, or other special circumstances. Approval from your supervisor, chief and HR is required to participate in the telecommuting program. Employees on a 9/80 schedule cannot telecommute. HOLIDAYS: SCRRA observes twelve (12) holidays a year: New Year's Day, Martin Luther King Day, President’s Day, Cesar Chavez Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Veterans Day, Thanksgiving Day, Day after Thanksgiving, and Christmas Day. PAID TIME OFF (PTO): SCRRA provides employees with Paid Time Off (PTO) for vacations, illnesses, injuries, medical/dental appointments, religious holidays, personal business, and emergencies as follows: 0-4 years of service - 25 days 5-6 years of service - 30 days 7th year of service - 32 days 8th year of service - 33 days 9th year of service - 34 days 10-14 years of service - 35 days 15-19 years of service - 38 days 20 or more years - 42 days At the CEO’s discretion, prior service at a public transportation or public agency, or rail transportation company may be counted towards an employee’s total service years to increase the employee’s PTO accrual rate. To be considered, Human Resources requires that a written request along with verification and confirmation of the years of service be provided prior to the start of employment with SCRRA. Human Resources will provide the final determination on behalf of the CEO. EMPLOYEE ASSISTANCE PROGRAM (EAP): SCRRA offers you and your immediate and dependent family members confidential counseling 24 hours a day, 7 days a week for family, personal, work-related and substance abuse issues through the EAP. You are entitled to a telephone session(s) with a trained EAP professional to assess the nature of the problem and provide a referral for additional assistance, if needed. Services also include three (3) face-to-face counseling sessions per family member per six (6) month period. HEALTH ADVOCACY SERVICES: SCRRA offers you and your eligible dependents free health advocacy services through Health Advocate. You are entitled to unlimited calls with trained professionals who can help you navigate the healthcare and insurance systems. RETIREMENT PLAN: The SCRRA contracts with the California Public Employees' Retirement System (CalPERS). You pay a 7.00 percent employee contribution and SCRRA pays an employer contribution, which varies each year. To be eligible for service retirement, you must be at least age 52 and have a minimum of five (5) years of CalPERS-credited service. Upon retirement you are entitled to a monthly retirement benefit based on your years of credited service, age, and average compensation during your last three (3) years of service (“final compensation”). The retirement formula for New Members is 2%@62, which means at age 62, you receive 2 percent of your final compensation for every year of service. Upon separation from employment with less than 5 years of credited service, you may request a refund of your employee contributions only, including interest, and end your membership with CalPERS, or leave it in your account and retain your service credit should you decide to work for another CalPERS-covered agency. If you are vested upon separation but do not retire, you may leave your contributions in your account until retirement or elect a refund. SOCIAL SECURITY: You do not participate in Social Security except for Medicare. You will contribute 1.45 percent of your pay to cover the hospital insurance portion of Medicare. *Additional Medicare Hospital Insurance Tax: As of January 1, 2013, employees are required to pay an additional 0.9 percent Medicare tax on earnings above $200,000 (for those who file an individual return) or $250,000 (for those who file a joint return). This additional hospital insurance tax is not reflected in the rate above. RETIREE MEDICAL: Unrepresented employees hired before 11/1/18*: You will be eligible for medical coverage when you retire if your separation date and retirement date are within 120 days of each other. SCRRA pays the same amount for retirees as it does for active employees, which is currently 87.5 percent of the applicable premium. Unrepresented employees hired on or after 11/1/18: You will be eligible for medical coverage when you retire if your separation date and retirement date are within 120 days of each other and you have a minimum of 10 years of credited CalPERS service, five of which must be performed at SCRRA. SCRRA pays a percentage of the state annuitant contribution rate** in accordance with the vesting schedule below: 10 Years of CalPERS Service - 50% 11 - 19 Years of CalPERS Service - 50%, plus 5% for each additional year of service 20+ Years of CalPERS Service - 100% *Once each year the employer may allow unrepresented employees hired before 11/1/18 the opportunity to individually elect to be subject to the vesting schedule. **The state annuitant contribution rates for 2023 are: $883 (Retiree Only); $1,699 (Retiree + 1 Dependent); $2,124 (Retiree + Family). DEFERRED COMPENSATION PLAN (457) : You are eligible to set aside a portion of your current income without paying taxes on that money until it is received later during retirement when taxes may be lower. In 2023, you can defer up to 100 percent of your gross compensation or $22,500 annually, whichever is less (“normal contribution limit”). You may make an additional $7,500 contribution to the plan if you are age 50 and older. If you are at least within three years of the age in which you are eligible to receive unreduced benefits under our CalPERS retirement plan, you may contribute up to double the normal contribution limit, or $45,000. TRANSPORTATION PASSES: You may use your employee badge for unlimited free access to all Metrolink lines and trains. Your badge cannot be used on connecting public transportation. However, if you commute to/from work on Metrolink on a regular basis and need to connect to other public transportation (e.g., Metro Red or Purple Line) you can be issued a Metrolink pass with the appropriate station pair, which will also give you access to connecting transportation. You are also eligible to receive a free transit pass to ride any greater Los Angeles area transit system other than Metrolink (such as, Metro, Foothill Transit, LADOT, and LOSSAN) for commuting purposes. The commuter transit pass has a value up to the monthly maximum tax-free transit pass amount established by the Internal Revenue Service ($300 in 2023). You are responsible for any transit fares above the IRS monthly cap. To receive this benefit, the SCRRA requires each employee to use public transportation to commute to and from work three (3) or more days per week. OTHER BENEFITS: Educational Assistance - SCRRA will reimburse an employee up to $1,000 per fiscal year for tuition, books and mandatory student fees for courses that are relevant to employment. No reimbursement is allowed for parking. Professional Memberships - SCRRA pays up to $300 per year for professional memberships. Credit Union Membership - SCRRA offers credit union services for employees and their family members, provided by Northrup Grumman Federal Credit Union. Jury Duty - SCRRA will continue an employee's salary during any non-voluntary jury service up to a maximum of ten (10) working days. Pregnancy Disability and Family and Medical Leaves - A leave of absence may be paid or unpaid and shall be granted in accordance with applicable federal and state laws, and SCRRA policy. Refer to the Human Resource Policies and Procedures Manual for more detailed information. Bereavement Leave - In the event of death in an employee’s immediate family, the agency grants up to three (3) working days, with pay, to handle family affairs and to attend the funeral. When an employee needs to travel outside the radius of the five (5) member agencies due to the death of an immediate family member, the Authority grants up to five (5) working days, with pay. Military Leave - Employees will be paid for the annually required active period. At the discretion of the Chief Executive Officer, and with Board notification, paid military leave may be granted beyond what is provided by the applicable state law. Closing Date/Time: Continuous
Introduction This position is represented by the SEIU bargaining unit and will receive salary increases based on the following schedule: Effective July 2024 - 4% Cost of Living Adjustment increase Effective July 2025 - 3% Cost of Living Adjustment increase This recruitment is being conducted to fill several Office Assistant Specialist positions in the San Joaquin County Sheriff's Office and to establish an eligible list which may be used tofill future vacancies. This recruitment will be used to fill vacancies only within the Sheriff's Office. This classification is located throughoutthe Sheriff's Office, including divisions which operate 24 hours a day, 7 days a week.Those selected for hire in these divisions will be required to work rotating shifts including weekends and holidays as follows: Days: 6:00 am to 4:00 pm, Swing: 2:00 pm to 12:00 am, and Graveyard: 8:00 pm to 6:00 am.This position is eligible for shift differential supplements. Pre-Employment Drug Screening and Background: Potential new hires into this classification are required to successfully pass a pre-employment drug screen and a background investigation as a condition of employment. Final appointment cannot be made unless the eligible has passed the drug screen and successfully completed the background process. The County pays for the initial drug screen. The following incentives and bonuses may be available for eligible new hires . Incentives and bonuses are subject to approval by Human Resources: Vacation Accrual Rate : San Joaquin County vacation accrual rate consistent with the candidate's total years of public service. Sick Leave : Candidates leaving other employment may receive credit for actual non-reimbursable sick leave hours (up to 160 hours) from their last agency. Hours shall be subject to San Joaquin County's minimum sick leave cash out provisions. New Hire Retention Bonus : $2,000 upon completion of first year equivalent employment (2,080 hours) $1,000 upon completion of third year equivalent employment (6,240 hours) $3,000 upon completion of sixth year equivalent employment (12,480 hours) Resumes will not be accepted in lieu of an application. A completed application must be postmarked or received online by the final filing deadline. NOTE: All correspondences relating to this recruitment will be delivered via e-mail. The e-mail account used will be the one provided on your employment application during time of submittal. Please be sure to check your e-mail often for updates. If you do not have an e-mail account on file, Human Resources will send you correspondences via US Mail. TYPICAL DUTIES Provides specialized and complex information, including specific program-related information, to managers, patients, clients, outside agencies and others; researches difficult and complex issues; completes complex forms for the purpose of documenting specialized program-related information; searches for, receives and explains complex rules, regulations, policies, procedures and technical office operations; interprets and applies external laws, regulations, ordinances and policies as they relate to clerical/technical/financial functions; may issue complex documents; provides customer service in a calm, helpful and effective manner. Gathers, processes and maintains specialized and complex information related to departmental operations; asks in-depth questions of patients, clients, and others; identifies customer needs and seeks to match those needs with program services; codes, files and retrieves documents and records using various alphabetical, numerical, coded and computerized filing systems. Researches, compiles, maintains and processes statistical, financial and/or other numerical data to support specialized office functions; coordinates and/or performs routine work related to personnel, payroll, budgetary, purchasing, inventory, and/or other administrative functions; performs complex accounts payable/receivable and billing procedures, applying advanced knowledge of technical program requirements; maintains ledgers and accounts; enters data into worksheets; matches invoices with orders, reviewing and verifying for completeness, accuracy, and appropriateness as assigned; computes, collects and receipts monies and fees, including large sums; adjusts accounts within limits of authority; may develop and maintain spreadsheets and databases, either by hand or computer; maintains data and develops reports for budget purposes. Performs clerical/technical/financial case management, applying advanced knowledge of administrative, legal, financial and/or program-related requirements; researches, reviews, and resolves complex case issues; determines, maintains and tracks case information and status; identifies needed documents and/or actions; contacts and meets with clients, victims, parolees, patients and others to obtain forms/documents, arrange payments/services and help them meet obligations; may advocate on behalf of clients within limits of authority; coordinates case activities with managers, professional staff, and/or other work units as appropriate. Prepares a variety of difficult reports and documents requiring advanced knowledge of specialized subject matter including, but not limited to court orders, petitions, subpoenas, insurance claims, treatment authorization forms; reviews complex legal, custody, health care and other records to identify needed information; applies complex codes and requirements for reimbursement and other purposes. May perform secretarial duties for various staff including supervisors and/or professional staff; may supervise a very small number of clerical workers as an incidental duty; may train or review the work of others; may serve as a lead worker over a large group of office clerical/technical staff. MINIMUM QUALIFICATIONS (Special Note: For positions reclassified to this class as part of Classification Studies #01-18 and #02-08, the incumbents occupying those positions on the effective date that the study is implemented by the Board of Supervisors shall be deemed to meet the minimum qualifications for the class.) Either I Experience : One year of work at a level equal to or higher than Senior Office Assistant in San Joaquin County service. Or II Experience : Three years of general clerical, secretarial and/or office technical work, including at least one year functioning at a full-journey level. Substitutions : a) One year of business training in an approved vocational training program may substitute for one year of the above-required experience; or b) Completion of 30 semester/45 quarter credit units at an accredited college or university may substitute for one year of the above-required experience. And Certificates : If required by the nature of the assignment: 1) possession of an acceptable typing/keyboarding or other certification of ability to input data at the rate of 45 words per minute; and/or 2) possession of an acceptable proficiency certificate in one or more computer software programs. Special Requirement : Most positions require the ability to use computers and/or word processing equipment. If required by the nature of the assignment, demonstrated general or software-specific computer proficiency may be required prior to appointment. KNOWLEDGE Advanced office practices and procedures; standard clerical accounting methods and practices; principles of planning and organizing work; methods of researching, gathering, organizing and reporting data; personal computer systems and general office computer software; public relations techniques; advanced interviewing techniques; advanced filing and record keeping systems; complex correspondence and report formats; arithmetical operations related to advanced clerical/technical/financial processes; basic principles of training and supervision; advanced cash handling procedures. ABILITY Research, interpret and apply complex laws/regulations, court orders, program policies/procedures, and third-party rules/requirements related to specialized clerical activities; evaluate and establish priorities; gather, organize, input and maintain complex information, including financial or program-specific data; provide/obtain detailed information to/from others, even in difficult situations; utilize advanced office procedures and equipment; follow complex oral and written procedures and directions; establish and maintain effective working relationships with others; communicate effectively with others; write clearly and legibly; perform advanced arithmetical operations; lead or supervise others. PHYSICAL/MENTAL REQUIREMENTS Mobility -Frequent operation of a data entry device, repetitive motion, sitting for long periods, walking; occasional standing, pushing, pulling, bending, squatting, climbing; Lifting -Frequently 5 pounds or less; occasionally 5 to 30 pounds; Visual -Constant good overall vision and reading/close-up work; frequent color perception and use of eye/hand coordination; occasional use of depth perception and peripheral vision; Hearing/Talking -Frequent hearing of normal speech, hearing/talking on the telephone, talking in person; Emotional/Psychological -Frequent decision making, concentration, and public contact; Special Requirements -Some assignments may require working weekends, nights, and/or occasional overtime; Environmental -Occasional exposure to varied weather conditions. San Joaquin County complies with the Americans with Disabilities Act (ADA) and, upon request, will consider reasonable accommodations to enable individuals with disabilities to perform essential job functions. Equal Opportunity Employer San Joaquin County is an Equal Employment Opportunity (EEO) Employer and is committed to providing equal employment to all without regard to age, ancestry, color, creed, marital status, medical condition, national origin, physical or mental disability, political affiliation or belief, pregnancy, race, religion, sex, or sexual orientation. For more information go to Equal Employment Opportunity Division (sjgov.org) . Accommodations for those covered by the Americans with Disabilities Act (ADA): San Joaquin County complies with the Americans with Disabilities Act and, upon request, will consider reasonable accommodations to enable individuals with disabilities to perform essential job functions. BENEFITS Employees hired into this classification are members of a bargaining unit which is represented by SEIU Local 1021 . Health Insurance : San Joaquin County provides employees with a choice of three health plans: a Kaiser Plan, a Select Plan, and a Premier Plan. Employees pay a portion of the cost of the premium. Dependent coverage is also available. Dental Insurance : The County provides employees with a choice of two dental plans: Delta Dental and United Health Care-Select Managed Care Direct Compensation Plan. There is no cost for employee only coverage in either plan; dependent coverage is available at the employee’s expense. Vision Insurance : The County provides vision coverage through Vision Service Plan (VSP). There is no cost for employee only coverage; dependent coverage is available at the employee’s expense. For more detailed information on the County’s benefits program, visit our website at www.sjgov.org under Human Resources/Employee Benefits. Life Insurance : The County provides eligible employees with life insurance coverage as follows: 1 but less than 3 years of continuous service: $1,000 3 but less than 5 years of continuous service: $3,000 5 but less than 10 years of continuous service: $5,000 10 years of continuous service or more: $10,000 Employee may purchase additional term life insurance at the group rate. 125 Flexible Benefits Plan : This is a voluntary program that allows employees to use pre-tax dollars to pay for health-related expenses that are not paid by a medical, dental or vision plan (Health Flexible Spending Account $2550 annual limit with a $500 carry over); and dependent care costs (Dependent Care Assistance Plan $5000 annual limit). Retirement Plan : Employees of the County are covered by the County Retirement Law of 1937. Please visit the San Joaquin County Employees’ Retirement Association (SJCERA) at www.sjcera.org for more information. NOTE: If you are receiving a retirement allowance from another California county covered by the County Employees’ Retirement Act of 1937 or from any governmental agency covered by the California Public Employees’ Retirement System (PERS), you are advised to contact the Retirement Officer of the Retirement Plan from which you retired to determine what effect employment in San Joaquin County would have on your retirement allowance. Deferred Compensation : The County maintains a deferred compensation plan under Section 457 of the IRS code. You may annually contribute $18,000 or 100% of your includible compensation, whichever is less. Individuals age 50 or older may contribute to their plan, up to $24,000. The Roth IRA (after tax) is also now available. Vacation : Maximum earned vacation is 10 days each year up to 3 years; 15 days after 3 years; 20 days after 10 years; and 23 days after 20 years. Holidays : Effective July 1, 2017, all civil service status employees earn 14 paid holidays each year. Please see the appopriate MOU for details regarding holidays, accruals, use, and cashability of accrued time. Sick Leave : 12 working days of sick leave annually with unlimited accumulation. Sick leave incentive : An employee is eligible to receive eight hours administrative leave if the leave balance equals at least one- half of the cumulative amount that the employee is eligible to accrue. The employee must also be on payroll during the entire calendar year. Bereavement Leave : 3 days of paid leave for the death of qualifying family member, 2 additional days of accrued leave for death of employee’s spouse, domestic partner, parent or child. Merit Salary Increase : New employees will receive the starting salary, which is the first step of the salary range. After employees serve 52 weeks (2080 hours) on each step of the range, they are eligible for a merit increase to the next step. Job Sharing : Employees may agree to job-share a position, subject to approval by a Department Head and the Director of Human Resources. Educational Reimbursement Program : Eligible employees may be reimbursed for career-related course work up to a maximum of $850 per fiscal year. Eligible employees enrolled in an approved four (4) year College or University academic program may be reimbursed up to $800 per semester for a maximum of $1600 per fiscal year. Parking Supplemental Downtown Stockton: The County contributes up to $20 per pay period for employees who pay for parking and are assigned to work in the Downtown Core Area. School Activities : Employees may take up to 40 hours per year, but not more than eight (8) hours per month, to participate in their children’s school activities. Selection Procedures Applicants who meet the minimum qualifications will go through the following examination process: Written Exam : The civil service written exam is a multiple choice format. If the written exam is administered alone, it will be 100% of the overall score. Candidates must achieve a minimum rating of 70% in order to be placed on the eligible list. Oral Exam : The oral exam is a structured interview process that will assess the candidate’s education, training, and experience and may include a practical exercise. The oral exam selection process is not a hiring interview. A panel of up to four people will determine the candidate’s score and rank for placement on the eligible list. Top candidates from the eligible list are referred for hiring interviews. If the oral exam is administered alone, it will be 100% of the overall score. Candidates must achieve a minimum rating of 70% in order to be placed on the eligible list. Written & Oral Exam : If both a written exam and an oral exam is administered, the written exam is weighted at 60% and the oral exam is weighted at 40% unless otherwise indicated on the announcement. Candidates must achieve a minimum rating of 70% on each examination in order to be placed on the eligible list. Rate-out : A rate-out is an examination that involves a paper rating of the candidate’s application using the following criteria: education, training, and experience. Candidates will not be scheduled for the rate-out process. Note: The rating of 70 referred to may be the same or other than an arithmetic 70% of the total possible points. OnlineWritten Exams : Written exams may be administered online. Candidates will be notified of the examination date and will be responsible to complete the written exam within a given period of time (typically within five calendar days). Candidates are required to read the Online Exam Guide for Test Takers prior to taking an online written exam. The link to the guide is here: Online Exam Guide For Test Takers PLEASE NOTE: Online exams must be completed in one sitting and can only be taken once Candidates will have access to an online exam within the allotted time only A steady internet connection is highly recommended The allotted time will still continue if a candidate closes the window or gets disconnected Once the allotted time expires, access to the exam will be unavailable Microsoft is no longer supporting Internet Explorer . Therefore, it is recommended that candidates do not use Internet Explorer to complete online written exams. Candidates that do not have access to a computer can contact the Human Resources office at (209)468-3370 for information on accommodations. Testing Accommodation : Candidates who require testing accommodation under the Americans with Disabilities Act (ADA) must call Human Resources Division at (209) 468-3370 prior to the examination date. Veteran’s Points : Eligible veterans, unmarried widows and widowers of veterans of the United States Armed Forces who have been honorably discharged and who have served during wartime shall be given veteran’s points in initial appointment to County service. Eligible veterans receive 5 points and eligible disabled veterans receive 10 points. Disabled veterans must submit a recent award letter stating a 10% service connected disability issued by the United States Veterans Administration.Note: A copy of your DD214 showing the discharge type must be received in the Human Resources by the date of the examination. Acceptable wartime service dates: September 16, 1940 to December 31, 1946 June 27, 1950 to January 31, 1955 August 5, 1964 to May 7, 1975 Persian Gulf War, August 2, 1990, through a date to be set by law or Presidential Proclamation. Eligible Lists : Candidates who pass the examination will be placed on an eligible list for that classification. Eligible lists are effective for nine months, but may be extended by the Human Resources Director for a period which shall not exceed a total of three years from the date established. Certification/Referral :Names from the eligible list will be referred to the hiring department by the following methods. Rule of the Rank :The top rank orranks of eligibles will be referred for hiring interviews. The minimum number of names to be referred will be equal to the number of positions plus nine, or 10% of the eligible list, whichever is higher. When fillingnine or more positions in a department at the same time, the top rank or ranks will be referred and the minimum number of names shall be two times the number of positions to be filled or 10% of the eligible list, whichever is higher. This applies only to open competitive recruitments. Rule of Five : The top five names will be referred for hiring interviews. This applies only to department or countywide promotional examination. Physical Exam :Some classifications require physical examinations. Final appointment cannot be made until the eligible has passed the physical examination. The County pays for physical examinations administered in its medical facilities. Pre-Employment Drug Screening Exam : Some classifications require a new employee successfully pass a pre-employment drug screen as a condition of employment. Final appointment cannot be made until the eligible has passed the drug screen. The County pays for the initial drug screen. Employment of Relatives :Applicants who are relatives of employees in a department within the 3rd degree of relationship, (parent, child, grand parent, grand child or sibling) either by blood or marriage, may not be appointed, promoted, transferred into or within the department when; They are related to the Appointing Authority or The employment would result in one of them supervising the work of the other. Department Head may establish additional limitations on the hiring of relatives by departmental rule. Proof of Eligibility :If you are offered a job you will be required to provide proof of U.S. citizenship or other documents that establish your eligibility to be employed in the U.S. HOW TO APPLY Apply Online: www.sjgov.org/department/hr By mail or in person: San Joaquin County Human Resources 44 N. San Joaquin Street Suite 330 Stockton, CA 95202 Office hours: Monday - Friday 8:00 am to 5:00 pm; excluding holidays. Phone: (209) 468-3370 Job Line: For currentemployment opportunitiesplease callour 24-hour job line at (209) 468-3377. When a final filing date is indicated, applications must be filed with the Human Resources Division before 5:00 p.m. or postmarked by the final filing date. Resumes will not be accepted in lieu of an application. Applications sent through county inter-office mail, which are not received by the final filing date, will not be accepted. ( The County assumes no responsibility for mailed applications which are not received by the Human Resources Division) . San Joaquin County Substance Abuse Policy: San Joaquin County has adopted a Substance Abuse Policy in compliance with the Federal Drug Free Workplace Act of 1988. This policy is enforced by all San Joaquin County Departments and applies to all San Joaquin County employees. Equal Opportunity Employer : San Joaquin County is an Equal Employment Opportunity (EEO) Employer and is committed to providing equal employment to all without regard to age, ancestry, color, creed, marital status, medical condition, national origin, physical or mental disability, political affiliation or belief, pregnancy, race, religion, sex, or sexual orientation. For more information go to www.sjgov.org/department/hr/eeo . Click on a link below to apply for this position: Fill out the Supplemental Questionnaire and Application NOW using the Internet. Apply Online View and print the Supplemental Questionnaire. This recruitment requires completion of a supplemental questionnaire. You may view and print the supplemental questionnaire here . View and print the official application form as an Acrobat pdf file. A San Joaquin County application form is required for this recruitment. You may print this Acrobat PDF document and then fill it in. Contact us via conventional means. You may contact us by phone at (209) 468-3370, or by email , or apply for a job in person at the San Joaquin County Human Resources Division. Closing Date/Time: Open Until Filled
Mar 08, 2024
Full Time
Introduction This position is represented by the SEIU bargaining unit and will receive salary increases based on the following schedule: Effective July 2024 - 4% Cost of Living Adjustment increase Effective July 2025 - 3% Cost of Living Adjustment increase This recruitment is being conducted to fill several Office Assistant Specialist positions in the San Joaquin County Sheriff's Office and to establish an eligible list which may be used tofill future vacancies. This recruitment will be used to fill vacancies only within the Sheriff's Office. This classification is located throughoutthe Sheriff's Office, including divisions which operate 24 hours a day, 7 days a week.Those selected for hire in these divisions will be required to work rotating shifts including weekends and holidays as follows: Days: 6:00 am to 4:00 pm, Swing: 2:00 pm to 12:00 am, and Graveyard: 8:00 pm to 6:00 am.This position is eligible for shift differential supplements. Pre-Employment Drug Screening and Background: Potential new hires into this classification are required to successfully pass a pre-employment drug screen and a background investigation as a condition of employment. Final appointment cannot be made unless the eligible has passed the drug screen and successfully completed the background process. The County pays for the initial drug screen. The following incentives and bonuses may be available for eligible new hires . Incentives and bonuses are subject to approval by Human Resources: Vacation Accrual Rate : San Joaquin County vacation accrual rate consistent with the candidate's total years of public service. Sick Leave : Candidates leaving other employment may receive credit for actual non-reimbursable sick leave hours (up to 160 hours) from their last agency. Hours shall be subject to San Joaquin County's minimum sick leave cash out provisions. New Hire Retention Bonus : $2,000 upon completion of first year equivalent employment (2,080 hours) $1,000 upon completion of third year equivalent employment (6,240 hours) $3,000 upon completion of sixth year equivalent employment (12,480 hours) Resumes will not be accepted in lieu of an application. A completed application must be postmarked or received online by the final filing deadline. NOTE: All correspondences relating to this recruitment will be delivered via e-mail. The e-mail account used will be the one provided on your employment application during time of submittal. Please be sure to check your e-mail often for updates. If you do not have an e-mail account on file, Human Resources will send you correspondences via US Mail. TYPICAL DUTIES Provides specialized and complex information, including specific program-related information, to managers, patients, clients, outside agencies and others; researches difficult and complex issues; completes complex forms for the purpose of documenting specialized program-related information; searches for, receives and explains complex rules, regulations, policies, procedures and technical office operations; interprets and applies external laws, regulations, ordinances and policies as they relate to clerical/technical/financial functions; may issue complex documents; provides customer service in a calm, helpful and effective manner. Gathers, processes and maintains specialized and complex information related to departmental operations; asks in-depth questions of patients, clients, and others; identifies customer needs and seeks to match those needs with program services; codes, files and retrieves documents and records using various alphabetical, numerical, coded and computerized filing systems. Researches, compiles, maintains and processes statistical, financial and/or other numerical data to support specialized office functions; coordinates and/or performs routine work related to personnel, payroll, budgetary, purchasing, inventory, and/or other administrative functions; performs complex accounts payable/receivable and billing procedures, applying advanced knowledge of technical program requirements; maintains ledgers and accounts; enters data into worksheets; matches invoices with orders, reviewing and verifying for completeness, accuracy, and appropriateness as assigned; computes, collects and receipts monies and fees, including large sums; adjusts accounts within limits of authority; may develop and maintain spreadsheets and databases, either by hand or computer; maintains data and develops reports for budget purposes. Performs clerical/technical/financial case management, applying advanced knowledge of administrative, legal, financial and/or program-related requirements; researches, reviews, and resolves complex case issues; determines, maintains and tracks case information and status; identifies needed documents and/or actions; contacts and meets with clients, victims, parolees, patients and others to obtain forms/documents, arrange payments/services and help them meet obligations; may advocate on behalf of clients within limits of authority; coordinates case activities with managers, professional staff, and/or other work units as appropriate. Prepares a variety of difficult reports and documents requiring advanced knowledge of specialized subject matter including, but not limited to court orders, petitions, subpoenas, insurance claims, treatment authorization forms; reviews complex legal, custody, health care and other records to identify needed information; applies complex codes and requirements for reimbursement and other purposes. May perform secretarial duties for various staff including supervisors and/or professional staff; may supervise a very small number of clerical workers as an incidental duty; may train or review the work of others; may serve as a lead worker over a large group of office clerical/technical staff. MINIMUM QUALIFICATIONS (Special Note: For positions reclassified to this class as part of Classification Studies #01-18 and #02-08, the incumbents occupying those positions on the effective date that the study is implemented by the Board of Supervisors shall be deemed to meet the minimum qualifications for the class.) Either I Experience : One year of work at a level equal to or higher than Senior Office Assistant in San Joaquin County service. Or II Experience : Three years of general clerical, secretarial and/or office technical work, including at least one year functioning at a full-journey level. Substitutions : a) One year of business training in an approved vocational training program may substitute for one year of the above-required experience; or b) Completion of 30 semester/45 quarter credit units at an accredited college or university may substitute for one year of the above-required experience. And Certificates : If required by the nature of the assignment: 1) possession of an acceptable typing/keyboarding or other certification of ability to input data at the rate of 45 words per minute; and/or 2) possession of an acceptable proficiency certificate in one or more computer software programs. Special Requirement : Most positions require the ability to use computers and/or word processing equipment. If required by the nature of the assignment, demonstrated general or software-specific computer proficiency may be required prior to appointment. KNOWLEDGE Advanced office practices and procedures; standard clerical accounting methods and practices; principles of planning and organizing work; methods of researching, gathering, organizing and reporting data; personal computer systems and general office computer software; public relations techniques; advanced interviewing techniques; advanced filing and record keeping systems; complex correspondence and report formats; arithmetical operations related to advanced clerical/technical/financial processes; basic principles of training and supervision; advanced cash handling procedures. ABILITY Research, interpret and apply complex laws/regulations, court orders, program policies/procedures, and third-party rules/requirements related to specialized clerical activities; evaluate and establish priorities; gather, organize, input and maintain complex information, including financial or program-specific data; provide/obtain detailed information to/from others, even in difficult situations; utilize advanced office procedures and equipment; follow complex oral and written procedures and directions; establish and maintain effective working relationships with others; communicate effectively with others; write clearly and legibly; perform advanced arithmetical operations; lead or supervise others. PHYSICAL/MENTAL REQUIREMENTS Mobility -Frequent operation of a data entry device, repetitive motion, sitting for long periods, walking; occasional standing, pushing, pulling, bending, squatting, climbing; Lifting -Frequently 5 pounds or less; occasionally 5 to 30 pounds; Visual -Constant good overall vision and reading/close-up work; frequent color perception and use of eye/hand coordination; occasional use of depth perception and peripheral vision; Hearing/Talking -Frequent hearing of normal speech, hearing/talking on the telephone, talking in person; Emotional/Psychological -Frequent decision making, concentration, and public contact; Special Requirements -Some assignments may require working weekends, nights, and/or occasional overtime; Environmental -Occasional exposure to varied weather conditions. San Joaquin County complies with the Americans with Disabilities Act (ADA) and, upon request, will consider reasonable accommodations to enable individuals with disabilities to perform essential job functions. Equal Opportunity Employer San Joaquin County is an Equal Employment Opportunity (EEO) Employer and is committed to providing equal employment to all without regard to age, ancestry, color, creed, marital status, medical condition, national origin, physical or mental disability, political affiliation or belief, pregnancy, race, religion, sex, or sexual orientation. For more information go to Equal Employment Opportunity Division (sjgov.org) . Accommodations for those covered by the Americans with Disabilities Act (ADA): San Joaquin County complies with the Americans with Disabilities Act and, upon request, will consider reasonable accommodations to enable individuals with disabilities to perform essential job functions. BENEFITS Employees hired into this classification are members of a bargaining unit which is represented by SEIU Local 1021 . Health Insurance : San Joaquin County provides employees with a choice of three health plans: a Kaiser Plan, a Select Plan, and a Premier Plan. Employees pay a portion of the cost of the premium. Dependent coverage is also available. Dental Insurance : The County provides employees with a choice of two dental plans: Delta Dental and United Health Care-Select Managed Care Direct Compensation Plan. There is no cost for employee only coverage in either plan; dependent coverage is available at the employee’s expense. Vision Insurance : The County provides vision coverage through Vision Service Plan (VSP). There is no cost for employee only coverage; dependent coverage is available at the employee’s expense. For more detailed information on the County’s benefits program, visit our website at www.sjgov.org under Human Resources/Employee Benefits. Life Insurance : The County provides eligible employees with life insurance coverage as follows: 1 but less than 3 years of continuous service: $1,000 3 but less than 5 years of continuous service: $3,000 5 but less than 10 years of continuous service: $5,000 10 years of continuous service or more: $10,000 Employee may purchase additional term life insurance at the group rate. 125 Flexible Benefits Plan : This is a voluntary program that allows employees to use pre-tax dollars to pay for health-related expenses that are not paid by a medical, dental or vision plan (Health Flexible Spending Account $2550 annual limit with a $500 carry over); and dependent care costs (Dependent Care Assistance Plan $5000 annual limit). Retirement Plan : Employees of the County are covered by the County Retirement Law of 1937. Please visit the San Joaquin County Employees’ Retirement Association (SJCERA) at www.sjcera.org for more information. NOTE: If you are receiving a retirement allowance from another California county covered by the County Employees’ Retirement Act of 1937 or from any governmental agency covered by the California Public Employees’ Retirement System (PERS), you are advised to contact the Retirement Officer of the Retirement Plan from which you retired to determine what effect employment in San Joaquin County would have on your retirement allowance. Deferred Compensation : The County maintains a deferred compensation plan under Section 457 of the IRS code. You may annually contribute $18,000 or 100% of your includible compensation, whichever is less. Individuals age 50 or older may contribute to their plan, up to $24,000. The Roth IRA (after tax) is also now available. Vacation : Maximum earned vacation is 10 days each year up to 3 years; 15 days after 3 years; 20 days after 10 years; and 23 days after 20 years. Holidays : Effective July 1, 2017, all civil service status employees earn 14 paid holidays each year. Please see the appopriate MOU for details regarding holidays, accruals, use, and cashability of accrued time. Sick Leave : 12 working days of sick leave annually with unlimited accumulation. Sick leave incentive : An employee is eligible to receive eight hours administrative leave if the leave balance equals at least one- half of the cumulative amount that the employee is eligible to accrue. The employee must also be on payroll during the entire calendar year. Bereavement Leave : 3 days of paid leave for the death of qualifying family member, 2 additional days of accrued leave for death of employee’s spouse, domestic partner, parent or child. Merit Salary Increase : New employees will receive the starting salary, which is the first step of the salary range. After employees serve 52 weeks (2080 hours) on each step of the range, they are eligible for a merit increase to the next step. Job Sharing : Employees may agree to job-share a position, subject to approval by a Department Head and the Director of Human Resources. Educational Reimbursement Program : Eligible employees may be reimbursed for career-related course work up to a maximum of $850 per fiscal year. Eligible employees enrolled in an approved four (4) year College or University academic program may be reimbursed up to $800 per semester for a maximum of $1600 per fiscal year. Parking Supplemental Downtown Stockton: The County contributes up to $20 per pay period for employees who pay for parking and are assigned to work in the Downtown Core Area. School Activities : Employees may take up to 40 hours per year, but not more than eight (8) hours per month, to participate in their children’s school activities. Selection Procedures Applicants who meet the minimum qualifications will go through the following examination process: Written Exam : The civil service written exam is a multiple choice format. If the written exam is administered alone, it will be 100% of the overall score. Candidates must achieve a minimum rating of 70% in order to be placed on the eligible list. Oral Exam : The oral exam is a structured interview process that will assess the candidate’s education, training, and experience and may include a practical exercise. The oral exam selection process is not a hiring interview. A panel of up to four people will determine the candidate’s score and rank for placement on the eligible list. Top candidates from the eligible list are referred for hiring interviews. If the oral exam is administered alone, it will be 100% of the overall score. Candidates must achieve a minimum rating of 70% in order to be placed on the eligible list. Written & Oral Exam : If both a written exam and an oral exam is administered, the written exam is weighted at 60% and the oral exam is weighted at 40% unless otherwise indicated on the announcement. Candidates must achieve a minimum rating of 70% on each examination in order to be placed on the eligible list. Rate-out : A rate-out is an examination that involves a paper rating of the candidate’s application using the following criteria: education, training, and experience. Candidates will not be scheduled for the rate-out process. Note: The rating of 70 referred to may be the same or other than an arithmetic 70% of the total possible points. OnlineWritten Exams : Written exams may be administered online. Candidates will be notified of the examination date and will be responsible to complete the written exam within a given period of time (typically within five calendar days). Candidates are required to read the Online Exam Guide for Test Takers prior to taking an online written exam. The link to the guide is here: Online Exam Guide For Test Takers PLEASE NOTE: Online exams must be completed in one sitting and can only be taken once Candidates will have access to an online exam within the allotted time only A steady internet connection is highly recommended The allotted time will still continue if a candidate closes the window or gets disconnected Once the allotted time expires, access to the exam will be unavailable Microsoft is no longer supporting Internet Explorer . Therefore, it is recommended that candidates do not use Internet Explorer to complete online written exams. Candidates that do not have access to a computer can contact the Human Resources office at (209)468-3370 for information on accommodations. Testing Accommodation : Candidates who require testing accommodation under the Americans with Disabilities Act (ADA) must call Human Resources Division at (209) 468-3370 prior to the examination date. Veteran’s Points : Eligible veterans, unmarried widows and widowers of veterans of the United States Armed Forces who have been honorably discharged and who have served during wartime shall be given veteran’s points in initial appointment to County service. Eligible veterans receive 5 points and eligible disabled veterans receive 10 points. Disabled veterans must submit a recent award letter stating a 10% service connected disability issued by the United States Veterans Administration.Note: A copy of your DD214 showing the discharge type must be received in the Human Resources by the date of the examination. Acceptable wartime service dates: September 16, 1940 to December 31, 1946 June 27, 1950 to January 31, 1955 August 5, 1964 to May 7, 1975 Persian Gulf War, August 2, 1990, through a date to be set by law or Presidential Proclamation. Eligible Lists : Candidates who pass the examination will be placed on an eligible list for that classification. Eligible lists are effective for nine months, but may be extended by the Human Resources Director for a period which shall not exceed a total of three years from the date established. Certification/Referral :Names from the eligible list will be referred to the hiring department by the following methods. Rule of the Rank :The top rank orranks of eligibles will be referred for hiring interviews. The minimum number of names to be referred will be equal to the number of positions plus nine, or 10% of the eligible list, whichever is higher. When fillingnine or more positions in a department at the same time, the top rank or ranks will be referred and the minimum number of names shall be two times the number of positions to be filled or 10% of the eligible list, whichever is higher. This applies only to open competitive recruitments. Rule of Five : The top five names will be referred for hiring interviews. This applies only to department or countywide promotional examination. Physical Exam :Some classifications require physical examinations. Final appointment cannot be made until the eligible has passed the physical examination. The County pays for physical examinations administered in its medical facilities. Pre-Employment Drug Screening Exam : Some classifications require a new employee successfully pass a pre-employment drug screen as a condition of employment. Final appointment cannot be made until the eligible has passed the drug screen. The County pays for the initial drug screen. Employment of Relatives :Applicants who are relatives of employees in a department within the 3rd degree of relationship, (parent, child, grand parent, grand child or sibling) either by blood or marriage, may not be appointed, promoted, transferred into or within the department when; They are related to the Appointing Authority or The employment would result in one of them supervising the work of the other. Department Head may establish additional limitations on the hiring of relatives by departmental rule. Proof of Eligibility :If you are offered a job you will be required to provide proof of U.S. citizenship or other documents that establish your eligibility to be employed in the U.S. HOW TO APPLY Apply Online: www.sjgov.org/department/hr By mail or in person: San Joaquin County Human Resources 44 N. San Joaquin Street Suite 330 Stockton, CA 95202 Office hours: Monday - Friday 8:00 am to 5:00 pm; excluding holidays. Phone: (209) 468-3370 Job Line: For currentemployment opportunitiesplease callour 24-hour job line at (209) 468-3377. When a final filing date is indicated, applications must be filed with the Human Resources Division before 5:00 p.m. or postmarked by the final filing date. Resumes will not be accepted in lieu of an application. Applications sent through county inter-office mail, which are not received by the final filing date, will not be accepted. ( The County assumes no responsibility for mailed applications which are not received by the Human Resources Division) . San Joaquin County Substance Abuse Policy: San Joaquin County has adopted a Substance Abuse Policy in compliance with the Federal Drug Free Workplace Act of 1988. This policy is enforced by all San Joaquin County Departments and applies to all San Joaquin County employees. Equal Opportunity Employer : San Joaquin County is an Equal Employment Opportunity (EEO) Employer and is committed to providing equal employment to all without regard to age, ancestry, color, creed, marital status, medical condition, national origin, physical or mental disability, political affiliation or belief, pregnancy, race, religion, sex, or sexual orientation. For more information go to www.sjgov.org/department/hr/eeo . Click on a link below to apply for this position: Fill out the Supplemental Questionnaire and Application NOW using the Internet. Apply Online View and print the Supplemental Questionnaire. This recruitment requires completion of a supplemental questionnaire. You may view and print the supplemental questionnaire here . View and print the official application form as an Acrobat pdf file. A San Joaquin County application form is required for this recruitment. You may print this Acrobat PDF document and then fill it in. Contact us via conventional means. You may contact us by phone at (209) 468-3370, or by email , or apply for a job in person at the San Joaquin County Human Resources Division. Closing Date/Time: Open Until Filled
CITY OF LAGUNA BEACH, CA
Laguna Beach, California, United States
Description A 4% Cost of Living Increase is scheduled for 07/01/2024. The City of Laguna Beach is excited to announce that we are accepting applications for the position of Accounting Technician in the Finance Division of the Finance and Technology Services Department. There is currently one (1) vacancy, in the area of Accounts Payable. What you'll do: We are looking for a detail-oriented, team player Accounting Technician who will assume significant responsibility for technical accounting activities within the City. This includes performing accounts payable processing, auditing accounts payable transactions for correct accounting and account coding, and monitoring various revenue and expenditure accounts for accuracy and budget compliance. Additionally, the role involves preparing journal entries and reconciliations. They will also be responsible for the preparation of financial reports, participation in audits, and assisting in the development of accounting procedures. Schedule: This position works on-site and has a 9/80 work schedule. The work hours are 7:30 a.m. to 5:30 p.m., Monday through Thursday, and 7:30 a.m. to 4:30 p.m. on alternating Fridays. City Hall is closed on alternating Fridays. You'll be awesome at: Professional Integrity and Ethics Professional and Technical Expertise Customer Focus Self-Management Prioritization Skills Administrative Skills and Attention to Detail Responsibility and Dependability Strong Organizational Skills Examples of Duties The normal duties for this position can be found in the job description for Accounting Technician . These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. Qualifications Any combination demonstrating the ability to effectively and successfully perform the duties of the position is considered qualifying. A typical combination is as follows: Education: Education and/or experience equivalent to graduation from high school and completion of college-level coursework in basic accounting, bookkeeping, or finance. An Associate’s Degree from an accredited college or university with coursework in accounting is highly desirable. Experience: Three years of full-time progressively responsible accounting experience in an accounting environment, preferably in a municipal setting; or two years of full-time experience with the City as an Office Specialist. License/Certificate Requirements: Due to the performance of some field duties, which may require the operation of a personal or City vehicle, a valid California Driver’s license and an acceptable driving record are required. Supplemental Information Application Process: All interested applicants must submit a completed online city application . Applications will be accepted on a continuous basis with a first review on March 25, 2023. Applications will be screened carefully and selected applicants will be invited to undergo a Structured Panel Interview to evaluate their knowledge, skills and abilities. The appointing hiring authority will further review the job-related qualifications of applicants deemed eligible before making selection decisions . The selection process may be modified based on the needs of the City . Pre-employment Process: Selected candidates must successfully pass a fingerprint check with the State Department of Justice, and a pre-placement physical including a drug test. Education and employment verification and reference check(s) will also be conducted. Why work for Laguna Beach: Laguna Beach is a beautiful coastal city located in Orange County, California, with a vibrant art scene and cultural events. We offer competitive compensation and benefits packages, including City paid health insurance for employees, retirement plans, and paid time off. The City has a strong commitment to its employees, providing opportunities for professional growth and development through training and education programs. The Division: The Finance Division performs all finance, accounting, business licensing, and cashiering functions for the City. The division currently has ten (10) positions: Director of Finance and Technology Services, Finance Manager, Accounting Supervisor, Payroll Supervisor, Senior Administrative Analyst, Senior Accountant, three (3) Accounting Technicians, and Senior Office Specialists. The division prepares and monitors the City's annual budget, administers transient occupancy tax and business improvement district collections. Primary responsibilities include daily processing of accounts payable, accounts receivable, capital assets, and payroll. This division is also responsible for City Hall cashiering, incoming and outgoing mail, and issuing 13,000 parking permits biannually. Annually, the division issues more than 9,600 payroll and 6,900 vendor checks. The division also provides the accounting for approximately $137 million in revenues and $136 million in expenditures and coordinates inventory of the City's general capital assets. The division is responsible for closing the City's financial records at year-end and the computation, review, and placement of assessments for sewer, solid waste management, and weed abatement on the County of Orange Tax Roll. An annual audit by an independent certified public accountant is administered and financed through this division's contractual service account. Benefits for Laguna Beach Municipal Employees' Association (MEA) Retirement : The City offers membership in the California Public Employees Retirement System (CalPERS). The retirement formula is based on appointment date and membership status with CalPERS. 2% at 62 for PEPRA CalPERS members, or 2.5% at 55 for Classic CalPERS members. Health Coverage: The City covers the medical and dental insurance premium costs for employee-only and provides a contribution towards dependent premium costs. A medical insurance waiver program is available for employees covered by medical insurance other than the City’s medical insurance. Vacation: Vacation leave accrues at a rate of 96 hours per year. This increases to 136 hours per year after five years of service, and to 176 hours per year after nine years of service. A cash-out option exists for accrued vacation time. Holiday: The City provides 90 hours for 11 paid holidays per year. Sick Leave: Sick leave accrues at a rate of 80 hours per year. Unused sick leave is available for cash-in at 50% value into your Retirement Health Savings (RHS) account. Retirement Health Savings Plan: The City, on your behalf, deposits a monthly pre-tax contribution of $100 into your RHS account. Life Insurance: The City provides a life insurance benefit in the amount of $50,000, including coverage for Accidental Death and Dismemberment and Long-term Disability. Pay Plan: The basic pay ranges are composed of 8 steps, with each step varying by approximately 5%. Acting Pay: Employees will receive an additional 5% of their current base salary for working out of classification for 15 or more consecutive workdays. Alternate Work Schedule: City Hall is currently operating on a 9/80 work schedule. Other work schedules may be available including, but not limited to, a 4/10, 9/80, 5/8 or other work schedule as may suit the operational needs of the City. Alternate work schedules are subject to City Manager approval. Other Benefits : The City offers a Flexible Spending Account, Educational Reimbursement Program, Employee Assistance Program, Exceptional Performance Pay Program, and Bilingual Pay Program.
Mar 12, 2024
Full Time
Description A 4% Cost of Living Increase is scheduled for 07/01/2024. The City of Laguna Beach is excited to announce that we are accepting applications for the position of Accounting Technician in the Finance Division of the Finance and Technology Services Department. There is currently one (1) vacancy, in the area of Accounts Payable. What you'll do: We are looking for a detail-oriented, team player Accounting Technician who will assume significant responsibility for technical accounting activities within the City. This includes performing accounts payable processing, auditing accounts payable transactions for correct accounting and account coding, and monitoring various revenue and expenditure accounts for accuracy and budget compliance. Additionally, the role involves preparing journal entries and reconciliations. They will also be responsible for the preparation of financial reports, participation in audits, and assisting in the development of accounting procedures. Schedule: This position works on-site and has a 9/80 work schedule. The work hours are 7:30 a.m. to 5:30 p.m., Monday through Thursday, and 7:30 a.m. to 4:30 p.m. on alternating Fridays. City Hall is closed on alternating Fridays. You'll be awesome at: Professional Integrity and Ethics Professional and Technical Expertise Customer Focus Self-Management Prioritization Skills Administrative Skills and Attention to Detail Responsibility and Dependability Strong Organizational Skills Examples of Duties The normal duties for this position can be found in the job description for Accounting Technician . These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. Qualifications Any combination demonstrating the ability to effectively and successfully perform the duties of the position is considered qualifying. A typical combination is as follows: Education: Education and/or experience equivalent to graduation from high school and completion of college-level coursework in basic accounting, bookkeeping, or finance. An Associate’s Degree from an accredited college or university with coursework in accounting is highly desirable. Experience: Three years of full-time progressively responsible accounting experience in an accounting environment, preferably in a municipal setting; or two years of full-time experience with the City as an Office Specialist. License/Certificate Requirements: Due to the performance of some field duties, which may require the operation of a personal or City vehicle, a valid California Driver’s license and an acceptable driving record are required. Supplemental Information Application Process: All interested applicants must submit a completed online city application . Applications will be accepted on a continuous basis with a first review on March 25, 2023. Applications will be screened carefully and selected applicants will be invited to undergo a Structured Panel Interview to evaluate their knowledge, skills and abilities. The appointing hiring authority will further review the job-related qualifications of applicants deemed eligible before making selection decisions . The selection process may be modified based on the needs of the City . Pre-employment Process: Selected candidates must successfully pass a fingerprint check with the State Department of Justice, and a pre-placement physical including a drug test. Education and employment verification and reference check(s) will also be conducted. Why work for Laguna Beach: Laguna Beach is a beautiful coastal city located in Orange County, California, with a vibrant art scene and cultural events. We offer competitive compensation and benefits packages, including City paid health insurance for employees, retirement plans, and paid time off. The City has a strong commitment to its employees, providing opportunities for professional growth and development through training and education programs. The Division: The Finance Division performs all finance, accounting, business licensing, and cashiering functions for the City. The division currently has ten (10) positions: Director of Finance and Technology Services, Finance Manager, Accounting Supervisor, Payroll Supervisor, Senior Administrative Analyst, Senior Accountant, three (3) Accounting Technicians, and Senior Office Specialists. The division prepares and monitors the City's annual budget, administers transient occupancy tax and business improvement district collections. Primary responsibilities include daily processing of accounts payable, accounts receivable, capital assets, and payroll. This division is also responsible for City Hall cashiering, incoming and outgoing mail, and issuing 13,000 parking permits biannually. Annually, the division issues more than 9,600 payroll and 6,900 vendor checks. The division also provides the accounting for approximately $137 million in revenues and $136 million in expenditures and coordinates inventory of the City's general capital assets. The division is responsible for closing the City's financial records at year-end and the computation, review, and placement of assessments for sewer, solid waste management, and weed abatement on the County of Orange Tax Roll. An annual audit by an independent certified public accountant is administered and financed through this division's contractual service account. Benefits for Laguna Beach Municipal Employees' Association (MEA) Retirement : The City offers membership in the California Public Employees Retirement System (CalPERS). The retirement formula is based on appointment date and membership status with CalPERS. 2% at 62 for PEPRA CalPERS members, or 2.5% at 55 for Classic CalPERS members. Health Coverage: The City covers the medical and dental insurance premium costs for employee-only and provides a contribution towards dependent premium costs. A medical insurance waiver program is available for employees covered by medical insurance other than the City’s medical insurance. Vacation: Vacation leave accrues at a rate of 96 hours per year. This increases to 136 hours per year after five years of service, and to 176 hours per year after nine years of service. A cash-out option exists for accrued vacation time. Holiday: The City provides 90 hours for 11 paid holidays per year. Sick Leave: Sick leave accrues at a rate of 80 hours per year. Unused sick leave is available for cash-in at 50% value into your Retirement Health Savings (RHS) account. Retirement Health Savings Plan: The City, on your behalf, deposits a monthly pre-tax contribution of $100 into your RHS account. Life Insurance: The City provides a life insurance benefit in the amount of $50,000, including coverage for Accidental Death and Dismemberment and Long-term Disability. Pay Plan: The basic pay ranges are composed of 8 steps, with each step varying by approximately 5%. Acting Pay: Employees will receive an additional 5% of their current base salary for working out of classification for 15 or more consecutive workdays. Alternate Work Schedule: City Hall is currently operating on a 9/80 work schedule. Other work schedules may be available including, but not limited to, a 4/10, 9/80, 5/8 or other work schedule as may suit the operational needs of the City. Alternate work schedules are subject to City Manager approval. Other Benefits : The City offers a Flexible Spending Account, Educational Reimbursement Program, Employee Assistance Program, Exceptional Performance Pay Program, and Bilingual Pay Program.