A Community College District in Puyallup and Lakewood,
invites applications for the position of:
Fiscal Specialist (Fiscal Specialist 2)
SALARY: $3,821.00 - $4,541.00 Monthly
$45,852.00 - $54,492.00 Annually
OPENING DATE: 11/16/22
CLOSING DATE: 12/28/22 05:00 PM
The mission of Pierce College is to create quality educational opportunities for a diverse community of learners to thrive in an evolving world.
Recognized by the Aspen Institute as one of the top 10 community colleges in the nation (2021), Pierce College is an innovative, mission-driven, data-informed, and equity minded community college dedicated to helping all students achieve their academic and professional goals, with a focus on racial and social equity and justice.
The Fiscal Specialist will serve as a key member of the Pierce College at JBLM team and provide support in multiple modalities. This position is responsible for performing complex technical fiscal analysis and financial reporting including: analysis, planning, interpreting and review of fiscal operations which involve an overlap and combination of funding sources.
About the District:
Pierce College enjoys a strong presence in the community and participates in innumerable partnerships with business, community, government, and educational organizations. Want a feel for our District? Take a peek with aerial campus views!
Pierce College Fort Steilacoom
Located on a beautiful 140-acre site adjacent to a 340-acre community, recreational park, and Waughop Lake.
Pierce College Puyallup
Located on a luscious site with 125-acres of wooded land with beautiful hideaways.
Pierce College at JBLM
Located at the Joint Base Lewis-McChord military sites, serving many of our military and active-duty families that are serving our country.
The Fiscal Specialist will be responsible for the following, but not limited to:
Use established procedures, maintain fiscal and accounting system controls to meet standards and requirements of state, federal and other organizations. This includes but is not limited to: updating the Financial Management System (FMS) as assigned, customer accounts, and billing screens.
Assist other Fiscal Services staff in monitoring and suggesting corrections to control tables such as: fee codes, Financial Aid Payment Codes, fee classes, and debt types.
Use established procedures in recording, summarizing, and reporting fiscal activity.
Develop, modify and maintain multiple record keeping and reporting systems for varied and complex sources of funding.
Prepare appropriate forms for contracts and agreements.
Develop, recommend and establish charge schedules for cost center and self-sustaining accounts.
Participate in the planning of new systems by conduction analysis of needs and resources.
In collaboration with the Fiscal Specialist Supervisor, consult with funding agencies to resolve problems and/or obtain approval for deviation from authorized procedures.
Develop and modify comprehensive fiscal record keeping systems, databases, and spreadsheets; review fiscal records; identify trends; assist in formulating corrective action.
Develop detailed fiscal transactions utilizing knowledge and understanding of the fee calculation process, fee codes, fee pay statuses, fee classes, debt types, and refund policy to validate input and initiate necessary day to day corrections to maintain the integrity of the financial data within the Customer Accounts & Cashiering system.
This includes but is not limited to: all invoicing for the Pierce College District (as assigned), student sponsorships, collections, write offs, and assisting with the end of fiscal year billing and invoicing.
Third Party Billing:
Use established procedures to maintain accurate, detailed fiscal transactions and records of third party contracts.
Utilize data reports to identify discrepancies and work with impacted parties to resolve issues and/or seek approval for deviations from authorized vouchers.
Process invoices using multiple database systems, to include ctclink and military portals, ensuring accuracy and timely submission for payment.
Maintain detailed fiscal transactions utilizing knowledge and understanding of the Scholarship Awards System.
Cashiering/Online Payments & Refunds:
Serve as the on-site cashier for Pierce College at JBLM, performing duties outlined as a Customer Service Specialist. Collect, capture and post online payments. Including, but not limited to: in-person payments, Cybersouce, US Bank, Non-Sufficient Fund (NSF) checks, and chargebacks.
Use established procedures (as assigned) in maintaining, recording, processing, summarizing, and reporting in the refund record system. This includes but is not limited to: refunds and credit memos to students, financial aid, and third parties.
Review reports and assist in formulating corrections.
Provide equity-centered customer service in-person, by phone and through Explain policies and procedures to prospective, new, returning, and current students.
Provide guidance on how to use websites, to include submitting payments, setting up tuition assistance in military portals, and reporting military status.
Retain working knowledge of enrollment steps for Pierce College, resources available to students, and referrals to services.
Work collaboratively with the JBLM team and partners to resolve issues and support students.
Complete special projects and provide back-up as assigned.
Policies & Procedures, Communication & Relations:
Serve as required, or assigned, on various committees throughout the
Serve as liaison with and advise departments regarding Accounts Receivable policies and procedures.
Foster partnerships across the District and State.
Assist in providing guidance, direction, and training to district departments on Accounts Receivable policy and procedure.
Prepare reports as requested to meet internal and external needs, including but not limited to the 1098T (student tuition tax filing) process.
Process and verify 1098T information to ensure accuracy and compliance with IRS regulations. Assist in formulating corrective action when necessary.
Serve as a Pierce College District contact person for the 1098T process.
GED or High School Diploma
Some college credit coursework
Experience working with financial data.
Experience assisting individuals in problem solving, identifying needs, and exploring options.
Experience working with privacy laws and confidentiality issues.
Experience in providing effective referrals for students or clients.
Experience working with electronic information management systems/database software.
The successful candidate must consent to and pass a criminal background check after a conditional offer of employment.
Must meet and maintain security standards for installation access authorization.
Required Knowledge, Skill, and Abilities
Team Work: Ability to assist individuals in problem solving, identifying needs, and exploring options; work cooperatively with others on a team.
Information: Ability to identify and use data from a variety of sources or decision making and recommendations. Use tools and contexts while adapting to changing technologies.
Personal Responsibility: Strong follow through and time management skills. Regular and consistent attendance; accept personal responsibility for quality and timeliness of work.
Technical Expertise: Strong computer skills related to database software, MS Word, MS Excel, Outlook, PowerPoint or comparable presentation software, and Internet navigation.
Effective Communication: Strong written and oral communications skills with ability to clearly and effectively communicate with individuals and groups within and outside the College.
Adaptability and Flexibility: Respond positively to change, embraces and uses new practices or values to accomplish goals and solve problems while operating effectively in a high volume/ moderate paced environment.
Customer/Student Service: Strive to anticipate, identify, understand and be responsive to students' needs and expectations. Maintains an open, approachable manner, and treats others fairly and respectfully. Exceptional customer service skills with the ability to place a high priority on professional excellence.
Culturally Responsive Engagement: Demonstrate personal and professional conduct which contributes to the overall mission and goals of the organization; earns trust, respect and confidence from the College community. Value organizational diversity; treat others with respect; promote cooperation; effectively manage relationships.
To be considered for this position, applicants must:
Meet the required qualifications as outlined in this
Upload (attach) a cover letter that addresses how you meet the required qualifications as outlined in this announcement. (Cover Letter)
Upload (attach) detailed resume of all educational and professional experience. (Resume)
Transcripts are not required in order to apply for this position; however, if you are selected for an interview, you will be asked to bring copies of unofficial transcripts showing completion of the required level of education. Please upload current copies of your transcripts, if available. Unofficial copies of all college and university transcripts must include degree received and conferral date. International transcripts must include a foreign transcript evaluation. For a list of approved credential evaluation services visit: naces.org/members.html (Unofficial transcripts acceptable for application process; official transcripts required upon hire). (Transcripts)
Upload (attach) a list of at least two professional references with names, addresses, telephone numbers, and e-mail addresses. Letters of recommendation will not be accepted. (References)
Provide a response to the following question (Supplemental Question):
Briefly describe how you have worked in your previous or current positions to advance equity, diversity, and inclusion in your organizations and how you would do that in this position.
Special Note: To ensure consideration, application materials should be received no later than 5:00
p.m. on the closing date.
Terms of Employment:
This is a full-time (40 hours per week) classified, overtime-eligible position with Pierce College District. This position is permanent after serving a 6-month probationary period. The primary work location will be at Pierce College Joint Base Lewis McChord campus. Occasional travel to Pierce College campuses or sites may occur. Work hours are between 8:00 a.m. and 5:00 p.m. Monday through Thursday and 8 a.m. and 4 p.m. on Fridays, with occasional evenings and weekend work, and occasional travel as required. This position may be subject to reassignment between campuses or sites.
Salary & Benefits:
The starting salary of this position is $3,821.00 dependent upon qualifications, with periodic increments up to $4,656.00 monthly. However, your paycheck is just part of the total compensation package. There is an outstanding benefits package which is worth an additional value equivalent to about 30% of your salary. A comprehensive health care benefits package for you and your dependents includes medical, dental and vision insurance. Life and long-term disability insurance plans; vacation, sick and personal leave; reduced tuition; and retirement benefits are also provided. For more information, please visit our Benefits and Leave website at: https://www.pierce.ctc.edu/hrbenefits
Physical Work Environment:
This position is required to work indoors in an open office environment, which requires visual concentration on detail, dexterity, precision, and is subject to frequent noise and interruptions.
Applicants with disabilities who require assistance with the application and employment process will be accommodated to the extent reasonably possible. Requests should be made to the District Human Resources Office by calling 253-964-7342. Persons who are deaf or hard of hearing may dial 711 to place a call through Washington Relay, the state's free telecommunication access service.
Screening & Interview Process:
Only those candidates who have complied with the application process and meet the required qualifications will be considered. Following the review of application materials, the most qualified candidates will be contacted for an interview. Check the email account you used for the application process for communication regarding the status of your application. Application materials submitted to Pierce College are the property of the College and will not be returned.
Please note: This is a competitive selection process. Your application materials will be reviewed and evaluated based on the minimum qualifications listed for the position. Applicants whose qualifications most closely correspond to the District's needs will be eligible for further consideration.
Conditions of Employment:
Pierce College is a "fully vaccinated campus" under the state's higher education guidance, which means that COVID-19 vaccination (or allowable exemption) will be required for all employees and students. More information can be found here: Vaccination Requirements.
Prior to the start of employment, finalist(s) for this position will be subject to a pre-employment background check as a condition of employment. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.
Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington State Law RCW 28B.112.080.
An offer of employment will not carry with it any responsibility or obligation on the part of the District to sponsor an H-1B visa. In compliance with the Immigration Reform and Control Act of 1986, proof of authorization to work in the United States will be required at the time of hire.
Pierce College has adopted a Drug Free Workplace policy. As a condition of employment, employees must agree to abide by the requirements established in that policy.
This position has been designated as a bargaining unit position represented by the Washington Public Employee Association (WPEA).
The Pierce College District is an equal opportunity employer. The Board of Trustees and Pierce College District are committed to providing equal opportunity and will not discriminate in terms and conditions of employment and personnel practices. Decisions are made without regard to race, color, national origin, age, perceived or actual physical or mental disability, pregnancy, genetic information, sex, sexual orientation, gender identity, marital status, creed, religion, honorably discharged veteran or military status, or use of a trained guide dog or service animal.
For more information about this position or assistance regarding your application, contact Human Resources at: email@example.com
Questions regarding equal employment opportunities or discrimination may be directed to the following:
In 1967, more than 1,500 students walked through the doors of Pierce College sites with a special goal in mind: to further their education inside their own community. Then called Clover Park Community College, students attended classes in a variety of locations throughout Pierce County. The college held its first graduation ceremony on June 7, 1968. Seven students earned their associate degrees, and more than 200 completed the college’s Adult High School program that year. After a successful first year, the first order of business was to change the name to Fort Steilacoom Community College. A permanent campus was established on 146 acres overlooking Fort Steilacoom Park and Lake Waughop. In 1987, the college began focusing on expansion and growth of the Puyallup site. The college purchased 123 acres near South Hill, and the new campus’ first permanent building, the Gaspard Education Center, was dedicated in 1990. The campus continued to expand, and in 1996 the Brouillet Library Science building opened. Pierce College Puyallup was recognized by the State Board for Community and Technical Colleges in 1999 as the state’s 34th community college and the second college in Pierce College District 11.