Accounting Coordinator (IN-HOUSE ONLY)

Accounting Coordinator

Located in the coastal community of Huntington Beach, Golden West College is regarded as one of the most beautiful campuses in Southern California. The college is highly regarded for academic quality and innovation. In its earliest years, the college was recognized for its pioneering leadership in designing learning-centered programs and services for its student body and continues that tradition to this day.

Golden West College (GWC) has an unwavering commitment to quality education; equitable outcomes; inclusive practices; and racial, ethnic, and socioeconomic diversity. Ideal candidates for all positions at our college share our devotion to educating and improving the lives of our representative students, employees, and community populations. Currently, our college enrolls approximately 11,000 students per term; 34.2% are Latinx, 31.8% are Asian, 22.4% are White, 1.8% are African American, 0.5% are Native Hawaiian or Pacific Islander, and 4.8% are multiracial. GWC is an officially designated Hispanic-Serving Institution (HSI) and an Asian American Native American Pacific Islander-Serving Institution (AANAPISI). GWC engages in regular professional development opportunities and partnerships so that we can best serve disproportionately impacted groups.

Summary Performs reviews, accounting entries, and reconciliations for general, enterprise, and special fund accounts. Provides technical general ledger accounting services assuring accurate and timely budget and financial information that can be used for current and future financial and program decisions.

Distinguishing Career Features The Accounting Coordinator is an advanced level classification in a multi-tiered career ladder for clerical and technical accounting. Accounting Coordinators require demonstrated competency in processing a full range of transactions for several closely related accounting areas such as cash, accounts payable, and receivable. Accounting Coordinators and higher positions will demonstrate knowledge of generally accepted accounting practices and will have competency in allocating transactions to proper account codes (strings), process approved journal adjustments to general ledger, and accounting for enterprise or categorical funds. Accounting Coordinators will have competency in budget line item transfers that comply with fund requirements and journal entries to general ledger. They will also have competency in revenue stream accounting, budget administration, and support to preparation audit documentation supporting financial statements. Accounting Coordinators participate and coordinate in the design, testing, implementation, and evaluation of automated and manual accounting systems.

Advancement to Accounting Analyst is possible based on need, compliance with the job qualifications, and the ability to perform special studies, process full general ledger accounting adjustments, and be responsible for portions of the District's accounting systems.

Essential Duties and Responsibilities Specific duties may vary among departments, divisions and jobs. Incumbents typically perform a substantial portion or all of the following types of duties, as assigned:

• Maintains accounting records of assigned functions such as in financial aid, categorical programs, enterprises, auxiliary, student activities, special programs, or in treasury, revenue, and/or clearing accounts.
• Reconciles cash accounts, fund balances, vendor, and specific balance sheet asset accounts. Reviews revenue and expense accounts. Reclassifies accounting transactions into proper account classifications.
• Works with accounting/fiscal staff to determine detailed business needs and best practices when applied.
• Identifies areas within Fiscal Services where increased automation and reliance on system controls will lead to efficiencies.
• Reviews and analyzes transactions including those processed by others for accuracy, proper account coding or classification and allocation. Follows up with vendors, suppliers, and agencies to reconcile transactions.
• Assists and may facilitate certain aspects of the budget development process for categorical, special, and general funds. Participates in certain aspects of its preparation, such as data collection and prior-year performance analysis.
• Maintains up-to-date knowledge of the regulations and reporting requirements and procedures connected with categorical, special and general fund programs. Provides technical assistance to staff on financial matters relating to programs. Trains and updates staff on program changes and requirements as needed.
• Provides ongoing support in developing budget, accounting documents, reports and resource manuals related to assigned areas of responsibility.
• Reviews and evaluates proposals for new departmental systems involving financial accounting methods, policies, and procedures. Monitors the procurement, development, and implementation of those systems to ensure proper integration with other financial accounting systems.
• Prepares and processes accounts payable information to comply with various payment timetables. Verifies and reconciles documentation of merchandise and services received against claims, invoices, purchase orders, and packing slips. Prepares agreements and contracts for services used by and/or provided by the division. Prepares and submits contract documents to get approvals, and distributes executed instruments.
• Identifies, verifies and corrects standardized account codes, budget authorization, and available and qualifying budgets.
• Assists others with resolving problems with accounting transactions and adjustments such as credit memoranda, undocumented purchases and invoices, goods and services not received, returned or refund checks.
• Facilitates and prepares line item transfers. Reviews expense and other requisitions for compliance with applicable standards, rules and regulations, and approved budgets, analyzing variances and resolves variances with appropriate managers. Monitors expenditures of funds carried over from prior fiscal periods.
• Receives cash and cash equivalent from a variety of sources. Verifies amounts and balances to supporting documentation. Enters information into appropriate accounts as required. Prepares deposits and other transmittals.
• Reconciles and compiles periodic reports to show statistics such as cash receipts, accounts payable, and accounts receivable. Traces transactions through previous accounting actions to identify and correct discrepancies.
• Prepares documents such as invoices and account statements. Follows up with customers on account balances that are outstanding or involve multiple fiscal years. May recommend remedial action, write-off of account balances, or settlements negotiated to resolve account disputes and delinquencies.
• Provides technical support to departments accessing computerized accounting systems and databases that contain financial and statistical information.
• Assists auditors with the review of financial records and transactions.
• Participates in the preparation of periodic financial statements and categorical reports, including variance analysis, for advisory/regulatory groups and administrators. Assists with opening and closing of financial records based on fiscal year.
• May exercise partial leadership over and provide assistance to other accounting staff on an as-needed basis to balance fluctuations in workflow.
• May participate with input of budget data. Complies with established procedures for specialized budgets. Analyzes budget reports to ensure expenditures do not exceed appropriations. Enters pre-encumbered funds to the automated accounting system.
• May maintain a job control system, as it relates to specific funds. Monitors allocation of jobs to ensure compliance with special fund requirements.
• Performs other related duties as assigned that support the objective of the position.
• Required to abide by all District policies and procedures including Board Policy 3050 Code of Professional Ethics.

Qualifications and Physical Demands

Knowledge and Skills 1. The position requires considerable knowledge of the principles and procedures of accounting, auditing, and finance with additional expertise in budget preparation and control. 2. Requires in-depth knowledge of generally accepted accounting principles, regulations and controls applying to assigned financial operations. 3. Requires a working knowledge of audit documentation requirements. 4. Requires in-depth knowledge of automated accounting systems and relational databases used for storing and linking accounting data. 5. Requires a basic knowledge of the practices and techniques in accumulating cost accounting information, including allocation of accounting data to determine standard costs or rates. 6. Requires a working knowledge of the financial management, control, and reporting processes associated with restricted funds. 7. Requires well-developed math skills to perform complex accounting and statistical computations. 8. Requires sufficient language skills to prepare reports suitable for external publishing. 9. Requires well-developed human relation skills to explain detailed information in small group settings and work with staff in advisory capacity. Abilities 1. Requires the ability to perform the essential responsibilities and functions of the position. 2. Requires the ability to apply accounting controls, rules, and procedures, and perform accounting tests. 3. Requires the ability to research, compile, analyze, and interpret accounting data. 4. Requires the ability to maintain accurate and retrievable files, records, audit trails and trace transactions to original entries. 5. Requires the ability to perform accounting and general math computations quickly and accurately. 6. Requires the ability to set up complete fund accounts and prepare financial statements. 7. Requires the ability to organize and prioritize work to meet deadlines and timetables. 8. Requires the ability to work cooperatively with individuals and work teams within and outside the department, including vendors. 9. Requires the ability to access and use a computer, common office productivity software, and specialized accounting software to access databases Physical Abilities The general physical demands, working conditions, and essential job functions associated with this classification will be kept on file with the Office of Human Resources. Essential functions will vary by position. As defined by Title I of the Americans with Disabilities Act ("ADA") and California's Fair Employment and Housing Act ("FEHA"), the District shall engage in a timely, good faith interactive process