Financial Assistant - Accounts Payable - West Valley-Mission Community College District in Santa Clara California

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West Valley-Mission Community College District

Santa Clara, California

United States

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Detailed Job Description

The Department of Fiscal Services is seeking a talented individual to fill the position of Financial Assistant—Accounts Payable.

Comprised of two colleges, West Valley College and Mission College, we are located in the heart of Silicon Valley. Our staff and faculty are among the most qualified in the state and our students appreciate our two colleges for our friendly staff and supportive atmosphere.

Under direction of a Financial Manager, perform a variety of responsible and complex clerical accounting duties related to an assigned functional area of finance such as accounts payable; prepare, process, review, maintain and distribute accounting, financial and statistical documents, records and reports.

Applicants who possess the knowledge, skills, and life experiences to address the cultural and educational needs of a culturally diverse student population are encouraged to apply.


100% of full time, 37.5 hours per week, 12 months per year, with anticipated start date of February 17, 2016. Schedule may change to include some evening or weekend hours, as needed. This position is a member of the West Valley-Mission Classified Employees Association (WVMCEA), Office, Technical & Business Services Employee Unit.

Work Location: Finance office, West Valley-Mission Community College District, located on the West Valley College campus, Saratoga, CA.

We have begun a district-wide classification study of all regular, non-faculty staff positions. A classification study is a process of studying, analyzing, and describing the nature and level of work performed by employees. This classification study will ultimately produce uniform job descriptions for every employee.

The classification study will also include a compensation study that will provide information on what other employers pay employees who are performing similar duties. The District will use this information to ensure that our employees are adequately compensated.

The classification study started in November 2014 and is expected to take approximately 12-18 months to complete. As a result of this study, it is possible for the job description and/or compensation to change in this position opening.

Minimum Qualifications

Any combination equivalent to:
1. Education – Graduation from high school including or supplemented by training in financial record keeping;


2. Experience – Three years of increasingly responsible clerical accounting experience involving public contact;


3. Demonstrated ability to effectively work with persons of diverse socioeconomic, cultural, disability, and ethnic backgrounds.

Desired Qualifications

  • Knowledge of enterprise software, preferably Colleague (Datatel) or Banner

Examples of Duties and Responsibilities

To perform this job successfully, an individual must be able to perform each essential duty of the position satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions required for the position.

  • Sort and match invoices to purchase orders; calculate and verify prices, terms, extensions and sales tax; check for appropriate signatures and conformance to established accounting and purchasing policies and procedures.
  • Enter data and maintain records related to open purchase orders, amounts encumbered and item cancellations; balance and close batches and prepare warrants.
  • Coordinate the preparation and distribution of financial aid award checks for all financial aid programs; maintain the check disbursement journal, control ledger and related records; reconcile and adjust accounts according to requirements of the funding agency.
  • Maintain accounts and financial records for the Associated Student Body, scholarships and various sports activities; audit income and expenditures, prepare warrants and financial statements, reconcile accounts and prepare bank deposits.
  • Review accounts receivable files and contact departments regarding payment collection; enter data and adjustments; transfer funds according to District policies and applicable regulations.
  • Respond to questions from students, faculty, vendors, lending institutions, County office personnel and others; provide information and assistance and resolve problems and issues.
  • Operate a computer terminal, microcomputer, peripheral equipment, calculator, copier, check processors and other office machines.
  • Enter data and maintain assigned financial records and accounts; identify and resolve problems and data discrepancies.
  • Review, check and process and variety of forms, invoices, checks, payments and other documents.
  • Assist in preparing financial reports, researching information, and assisting in other areas of finance as assigned.
  • Perform related duties as assigned.

Any one position may not include all of the duties listed nor do listed examples include all tasks which may be found in positions of this class.

Knowledge and Abilities

Knowledge of:

  • Fund accounting and generally accepted accounting principles, practices and terminology.
  • Financial and statistical record keeping methods, practices and techniques.
  • Modern office practices, procedures and equipment.
  • Telephone techniques and etiquette.
  • Operation of computer terminals, microcomputers, peripheral equipment, calculator, copier and other office machines.
  • Data entry practices and operation of spreadsheet, database and specialized reporting and record keeping software.
  • Oral and written communication skills.

Ability to:

  • Perform complex and responsible clerical accounting duties involving independent judgment and initiative.
  • Read, analyze, interpret and explain rules, program policies or requirements, technical procedures, or governmental regulations.
  • Provide information and assistance to District personnel, students, vendors, representatives of governmental agencies and others regarding assigned accounts.
  • Make arithmetic calculations quickly and accurately.
  • Identify and correct numerical discrepancies.
  • Learn quickly and apply specific rules, policies and procedures of the program and function to which assigned.
  • Exercise good judgment, discretion, tact and courtesy in the handling of confidential and sensitive matters.
  • Resolve complex issues within scope of authority.
  • Detect and resolve errors and discrepancies.
  • Reconcile assigned accounts.
  • Identify and report any potential problems or issues beyond scope of authority.
  • Operate mainframe computer terminals, microcomputers and related equipment.
  • Operate office equipment such as calculator, copier and facsimile machine.
  • Operate an electronic keyboard accurately at an acceptable rate of speed.
  • Perform assigned work with speed and accuracy.
  • Plan and organize work to meet multiple schedules and timelines.
  • Establish and maintain effective and cooperative working relationships with others.
  • Relate effectively with people of varied academic, cultural and socioeconomic background using tact diplomacy and courtesy.
  • Work independently with minimal supervision.
  • Communicate effectively both orally and in writing.

Salary and Benefits

  • Anticipated Hiring Range: $3,730–$4,056 monthly (WVMCEA Salary Schedule, Range 53, Steps A-C).
  • Employer-contributed medical, dental and vision for employee, spouse, and/or dependents.
  • Employer-paid long term disability for employee.
  • Voluntary life insurance.
  • 13 paid holidays, plus 1 floating holiday annually; paid non-workdays between Christmas and New Year.
  • 10 days vacation leave accrued annually; rate increases step-wise up to maximum 22 days vacation leave accrued annually.
  • 12 days sick leave accrued annually.
  • Personal necessity leave and personal business leave.
  • Educational growth incentive program from $40 to $200 monthly.
  • $500 longevity award annually after 10 years of service and $1,000 longevity award annually after 15 years of service.
  • CalPERS retirement.
  • Position is union affiliated with required dues.
West Valley-Mission Community College District is an Equal Opportunity Employer

Keyword Phrases

  • Financial Assistant - Accounts Payable
  • 2 Silicon Valley locations
  • student-centered learning environment
  • empowering diverse human capital
  • Business and Financial Management
Employment Type:Administrative Staff
Degree Required: See Job Description
Experience: See Job Description
Level of Job: See Job Description
Salary: See Job Description
Type of School:2 - Year Institution / Technical
Application Requirements: CV/Resume