College Administrative Services Officer

College Administrative Services Officer Position Type: Classified Position Code: 2CAC14 FTE: 1.0 Pay Rate (or Annual Salary): $127,781 -$159,984/annually Job Location: Chabot College, 25555 Hesperian Blvd.,Hayward, CA 94545 Department: Business Services Job Summary The Chabot College Community Chabot College is committed to educational equity in its academicprograms and college services so that students may achieve theirpersonal, educational, and career goals. Our equity work todaybuilds upon a strong history: the Puente and Umoja programs werefirst created at Chabot College, and have since been replicatedacross the state. These programs have paved the way for a series ofadditional educational and student support programs intentionallyfocused on equity that thrive at Chabot College today. ChabotCollege is located in Hayward, California, the third most diversecity in the United States. We serve a highly diverse studentpopulation and are proud to be designated as a Hispanic ServingInstitution. Information about the demographics of our campuscommunity can be found here . Serving our diverse community requires a culturally-responsiveapproach that recognizes the myriad strengths and assets that ourstudents bring to the campus community. We do so by promoting aclassroom and co-curricular learning environment that is inclusive,collaborative, engaging, and challenging, and where respect,dignity, and integrity are core values. We see students asproducers of knowledge, not just consumers of knowledge. We work toreframe inequities as a problem of practice, and view theelimination of inequities as an individual and institutionalresponsibility. Joining Our College Community We seek equity-minded applicants who demonstrate they understandthe benefits diversity brings to an educational community. We lookfor applicants who: Value and intentionally promote diversity and consciousness ofdifference Demonstrate cultural humility and an ongoing desire to improve cultural competence Are dedicated to addressing issues ofsocial justice Accept their shared role and responsibility inaddressing opportunity and achievement gaps experienced bystudents Have experience and success in closing student equitygaps and engaging in equitable practices, or are knowledgeable andenthusiastic about implementing practices that achieve thesegoals Actively seek to identify, disrupt, and removeinstitutional and/or systemic barriers that adversely impacthistorically marginalized communities Empower theunderrepresented and underserved Foster students' potential tobecome global citizens and socially responsible leaders Believethat all people have the right to an education and work environmentfree from fear, harassment, or discrimination The Chabot-Las Positas Community College District is seeking a College Administrative Services Officer for Chabot College inHayward, California. SUMMARY DESCRIPTION Under the general direction of the Vice President of AdministrativeServices, assume responsibility for the day-to-day operations ofthe College financial, business, and related services including toassist in the organization, planning, coordination, andimplementation of the fiscal and business activities of thedepartment; performs supervisory, administrative, and highlyskilled work related to Business Office functions includingoverseeing college general fund accounts receivable, collegeaccounts payable, grant accounting, auxiliaries, co-curricular andassociated students' trust fund management; provides dailyoversight of related business functions including facilitiesrentals, mailroom, reception/communication desk, cash management,and financial reconciliations; provides appropriate fiscal supportto and liaison with all College administrative departments;establishes procedures to ensure internal control, budgetarycontrol, and the accurate classification of revenue and expenditurereporting; and ensure work quality and adherence to establishedpolicies 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 duties not listed, but within classification. Plan, prioritize, assign, supervise, review, and participate inthe work of staff responsible for the fiscal and businessactivities of the College; direct and supervise the operations andstaff of the College Business Office including financial, business,and cashiering functions, facilities rentals, mail services, andthe reception/communication desk. Establish schedules and methods for providing assigned businessservices; identify resource needs; review needs with appropriatemanagement staff; allocate resources accordingly. Participate in the development of goals and objectives as wellas policies and procedures; make recommendations for changes andimprovements to existing standards, policies, and procedures;participate in the implementation of approved policies andprocedures; monitor work activities to ensure compliance withestablished policies and procedures. Participate in the selection of business services staff; provideor coordinate staff training; work with employees to correctdeficiencies; implement discipline procedures. Participate in the preparation and administration of theassigned program budget; submit budget recommendations; monitorexpenditures. Assist the Vice President in campus budget development andpreparation of financial and budget reports to campus, state,federal, and granting organizations; assist in the preparation ofquarterly, mid-year, and annual financial reports andprojections. Analyze and review budgetary and financial data; monitor andprocess expenditures in accordance with established state, federal,District and College guidelines; coordinate with the DistrictBudget Manager and ensure accurate receipts of all revenues for theCollege, including proper recording of restricted and unrestrictedsources. Conduct financial analysis and provide financial data asrequired for federal and state reporting; participate in and maysupervise income estimation and analysis of revenue sources,expenditure forecasting, and reconciliation of budgetarydata. Participate in formulating, writing, disseminating,communicating, and monitoring changes in financial policies,procedures, and reporting and control systems; provide training tocampus staff on effective financial management and reportingmethods. Develop, revise, and oversee the creation and conveyance oftraining and information materials, such as procedure manuals,memoranda and bulletins regarding expenditure allocation, revenuegenerating activity and other fiscal matters; responds to staffquestions and problems and takes corrective action. Communicate with other managers, administrators, Districtpersonnel and contractors to coordinate activities, resolve issuesand conflicts, and exchange information as appropriate; providetechnical expertise, information and assistance for financialmanagement, reporting and business related functions. Assist in the preparation of Board recommendations related tocontract and grant acceptance and monitor contractual complianceand renewals. Supervise and participate in the analysis of accounts to assureconformance with audit guidelines; identify overdrafts,under-utilized funds and encumbrances; determine account status;recommend adjustments to meet District needs. Advise the Vice President of unusual trends or problems andrecommend corrective action. Maintain records concerning operations and programs; preparereports on operations and activities. Attend and participate in professional group meetings; maintainawareness of new trends and developments in the field of financialmanagement; incorporate new developments as appropriate intoprograms. Perform related duties as required. Minimum Education and Experience Any combination of the following would provide a typical way toobtain the required knowledge and abilities. Education/Training: A Bachelor's degree from anaccredited college or university with major course work inaccounting, finance, economics, public administration, businessadministration or a related field. A Master's degree in accounting,financial, or a closely related field is desirable. Experience: Five years of increasingly responsibleexperience involving financial analysis or budgetary control of aprogram, department, school, or similar organization and thatincludes significant experience in the direct supervision of staff.Financial management experience in a public education institutiondesirable. Minimum Qualifications The following generally describes the knowledge and abilityrequired to enter the job and/or be learned within a short periodof time in order to successfully perform the assigned duties. Operations, services, and activities of a college businessservices program. Generally accepted accounting and auditing principles andprocedures including those related to governmentalaccounting. Principles of supervision, training, and performanceevaluation. Financial management including budget, accounting, strategicplanning, and research principles and practices. Development of systemic internal controls. Methods and techniques of comprehensive budget preparation,development and maintenance for a large organization. Financial analysis and projection techniques used in budgetdevelopment. Principles and procedures of record keeping. Principles of business letter writing and basic reportpreparation. Office procedures, methods, and equipment including computersand applicable software applications such as word processing,spreadsheets, and databases as well as computer systems andequipment used to prepare and control budget, accounting, payrolland research methodologies. Pertinent federal, state, and local laws, codes, andregulations. Coordinate and direct fiscal and business activities of theCollege Business Office. Supervise, organize, and review the work of assigned staffinvolved in financial, business, and cashiering functions. Select, train, and evaluate staff. Recommend and implement goals, objectives, policies, andprocedures for providing assigned business services. Understand the organization and operation of the District and ofoutside agencies as necessary to assume assignedresponsibilities. Understand, interpret, and apply general and specificadministrative and departmental policies and procedures as well asapplicable federal, state, and local policies, laws, andregulations. Prepare clear and concise reports. Participate in the preparation and administration of assignedbudgets. Use an integrated administrative/financial system. Analyze complex information. Prepare financial reports. Facilitate process improvement. Plan and organize work to meet changing priorities anddeadlines; consistently perform under the pressure of deadlines andother administrative demands. Effectively represent the District to outside individuals andagencies to accomplish the goals and objectives of the unit. Work cooperatively with other departments, District staff, andoutside agencies. Respond tactfully, clearly, concisely, and appropriately toinquiries from the public, District staff, or other agencies onsensitive issues in area of responsibility. Work with and exhibit sensitivity to and understanding of thevaried racial, ethnic, cultural, sexual orientation, academic,socio-economic, and disabled populations of community collegestudents. Communicate clearly and concisely, both orally and inwriting. Establish and maintain effective working relationships withthose contacted in the course of work. Desirable Qualifications Demonstrated knowledge and work experience with Ellucian Bannersystems. Highly proficient in the use of Microsoft Excel. Job Work Schedule 40 hours/week, Monday – Friday, 8:00 a.m.- 5:00 p.m., hours may vary depending on department needs,occasional evening and weekends required as needed, 12months/year. Physical Demands and Working Environment The conditions herein are representative of those that must be metby an employee to successfully perform the essential functions ofthis job. Reasonable accommodations may be made to enableindividuals with disabilities to perform the essential jobfunctions. Environment: Work is performed primarily in astandard office setting. Physical: Primary functions require sufficientphysical ability and mobility to work in an office setting; tostand or sit for prolonged periods of time; to occasionally stoop,bend, kneel, crouch, reach, and twist; to lift, carry, push, and/orpull light to moderate amounts of weight; to operate officeequipment requiring repetitive hand movement and fine coordinationincluding use of a computer keyboard; and to verbally communicateto exchange information. Posting Number: AS863P Open Date: 10/26/2026 Close Date: 11/20/2026 Open Until Filled: No Special Instructions to Applicants The Board of Trustees has updated Board Policy 7330 to incorporateinformation on COVID vaccination requirements, which are currentlysuspended. Accordingly, employee(s) must comply with the BoardPolicy found at Notification to Applicants The Chabot-Las Positas Community College District reserves theright to close or not fill any advertised position Instructions for Personal Qualifications Statement The purpose of the personal qualifications statement is for youto provide information on how your education and experience relateto the requirements and duties of the position. There is no form tocomplete. Applicants are requested to provide their personalqualifications statement by uploading a document, the same way asyou do for your cover letter. It is the policy of this District to provide equalopportunity in all areas of employment practices and to assure that there shall be nodiscrimination against any person on the basis of sex, ancestry, age, marital status,race, religious creed, mental disability, medical condition (including HIV andAIDS), color, national origin, physical disability, family or sexual preferencestatus and other similar factors in compliance with Title IX, Sections 503 and 504of the Rehabilitation Act, other federal and state non-discriminationregulations, and its own statements of philosophy of objectives. The District encouragesthe filing of applications by both sexes, ethnic minorities, and thedisabled. #J-18808-Ljbffr