BUSINESS SERVICES COORDINATOR
Apply NowCompany: San Jose Evergreen Community College District
Location: San Jose, CA 95123
Description:
Position Details
Position Information
Opportunity Type
CLASSIFIED EMPLOYMENT OPPORTUNITY
Position Title
BUSINESS SERVICES COORDINATOR
Posting Number
S2517
Close/First Review Date
05/11/2025
Department
Business Services
Work Location
San Jose City College
Position Status
Full Time
Salary Range
$83,427 - $101,793 Annual Salary (Range 100: Classified Salary Schedule Fiscal Year 2024-2025). Starting placement is generally at Step 1.
Benefits Summary
Excellent fringe benefit package includes a pension, medical, dental, vision, EAP (employee assistance plan) and life insurance for employee and eligible dependents, and income protection. Voluntary plans include supplemental life insurance, Flexible Spending Accounts, 403b and 457 Deferred Compensation Accounts. Classified employees also receive vacation, 12 sick leave days and 20 paid holidays.
Position Description
POSITION SUMMARY
The Business Services Coordinator reports to the Business Services Supervisor at the San Jose City College. The work schedule is 12 months per year; 40 hours per week; Monday - Friday; 8:00 a.m. - 5:00 p.m.
This position is represented by CSEA (California School Employees Association), Chapter 363.
POSITION PURPOSE
Under general supervision of assigned administrator, performs a variety of administrative and secretarial support activities. Office duties include: coordinate campus facilities requests by internal and external groups; assist students with outstanding tuition balances; provide clerical and support services for the Administrative Services Office.
KEY DUTIES AND RESPONSIBILITIES
1. Coordinate campus facilities and rental arrangements. Act as liaison between potential facility users and the campus (including affected departments) schedules facilities for special events, write and issue permits, collect and file indemnification and insurance forms, invoice for and rental and/or direct cost fees.
2. Analyze, investigate, resolve and collect student fees; act as Bursar; place and remove holds, and set up payment plan for students.
3. Assist supervisor preparing grant reports.
4. Maintain departmental budgets; make budget transfers, create purchase orders, and pay vendors.
5. Oversee, review and analyze transactions including processed by others for accuracy, proper account coding or classification and allocation; follows up with vendors, suppliers, and agencies to reconcile transactions.
6. Assist supervisor in preparing accounting reports, documenting adjustments to account balances, detailing the transaction trail for audit purposes; assist internal and external auditors with the review of financial records and transactions.
7. Reconcile campus department deposits, include cosmetology, dental, library, ceramics, Admission and record. Reconcile cash bags and deposit them in a timely manner.
8. Maintain event schedule on web and interact with neighborhood associations related to facilities and campus events. Maintain campus van schedule.
9. Check-in/disburse payroll and reimbursement checks with use of related database modules; preparation and collection of advances. Coordinate matter with the District Office personnel.
10. Disburse petty cash and athletics meal money for the campus, reconcile and prepare reimbursement requests.
11. Prepare changes funds and reconcile cash report for Athletic & special events. Maintain cash boxes; make bank deposits; interact with bank staff regarding checking and scholarship accounts.
12. Provide and process agreements; edit and maintain agreements; monitor expiration dates, inform appropriate executive staff.
13. Assist staff and students to file lost warrants related to financial aid, payroll and reimbursement checks.
14. Perform a variety of administrative, secretarial, and clerical support functions for assigned office activities; independently prepare and send correspondence; respond to letters and general correspondence of a routine nature; prepare reports and graphic materials as assigned.
15. Provide staff support on a variety of boards and committees, prepare agendas and other material; prepare minutes and distribute.
16. Perform other related duties as assigned.
EMPLOYMENT STANDARDS
Knowledge of:
1. Organization, time management and standard office procedures.
2. Advanced principles and procedures of record keeping and reporting.
3. Generally accepted financial accounting methods, practices, and college/program accounting practices and procedures.
4. Modern office procedures, methods and computer equipment.
5. Computer-aided spreadsheets, sufficient to prepare templates and financial reports.
6. Math skills sufficient to perform complex computations and statistics.
7. English usage, spelling, grammar and punctuation.
Skills and Ability to:
1. Logistics skills sufficient to assist with facility use coordination.
2. Perform responsible and difficult administrative and secretarial work involving the use of independent judgment and personal initiative.
3. Interpret and apply administrative and departmental policies, procedures, laws and regulations.
4. Work independently in the absence of supervision.
5. Prepare reports and communications, compile and maintain sensitive records.
6. Independently prepare correspondence and memorandums.
7. Manage and maintain multiple budgets.
8. Exercise patience and discretion in communications with others inside and outside the organization.
9. Communicate technical concepts to others, as needed.
10. Trial balance financial summaries, account adjustments, prepare custom reports using spreadsheets and relational databases.
11. Analyze accounting procedures and recommend improvements to document processing and automated systems and controls.
12. Understand and apply practices and methods used in financial auditing.
13. Initiate and conduct research, complete complex arithmetic computations, solve technical problems associated with financial transactions.
Required Qualifications
EDUCATION AND EXPERIENCE
1. Equivalent to completion of the twelfth grade supplemented by college coursework in Accounting, Business, Finance or related field.
2. Two years' experience involving the preparation and maintenance of accounting, financial and budget information.
3. Administrative (clerical) experience involving heavy public contact and providing primary support to management staff.
Licenses and Certificates:
1. Possession of a valid California Class C driver's license.
District's Diversity Requirements
Desired Qualifications
DESIRED QUALIFICATIONS
Bachelor's degree in Accounting, Business Administration, Finance or related field.
Foreign Degree
For positions that require a degree or coursework: Degree(s) must have been awarded by a college or university accredited by an accrediting body recognized by the U.S. Council on Post-Secondary Accreditation and/or the U.S. Department of Education. All degrees and credits earned outside of the United States must have a U.S. evaluation (course by course) of the transcripts and must be submitted with the application. Degrees earned outside of the U.S. without a U.S. credential evaluation attached, will not be considered.
Working Environment
Environment:
1. Typical office environment.
Physical Demands:
1. Requires sufficient hand-eye-arm coordination to use a keyboard and 10-key plus arm/hand movements to retrieve work materials and operate a variety of general office equipment. Requires visual acuity to read words and numbers. Requires auditory ability to carry on conversations over the phone and in person.
2. 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 operation of office equipment required repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.
About San Jose/Evergreen Community College District
The District is represented by dedicated and talented employees who are passionate about providing our student population with the best educational experience possible. The District recognizes that cultural diversity in the academic environment promotes academic excellence; fosters cultural, racial and human understanding; provides positive roles models for all students, and creates an inclusive and supportive educational and work environment for its employees, students, and the community it serves.
As of Spring 2024, with enrollment of approximately 15,655 students per semester, and an extremely diverse student population (Hispanic/Latino 45.20%, Black/African-American 3.45%, Asian/Pacific Islander 31.70%, American Indian/Native American 0.36%, White/Caucasian 12.76%) attaining educational goals reflecting 56% - Transfer to a 4-Year College/ University, the District's emphasis on student success makes it a recognized educational leader in the State.
The District encourages a diverse pool of applicants to serve as colleagues to an existing diverse classified staff consisting of 43.9% Latinx, 25.3% Asian/Pacific Islander, 4.2% Black/African American, 0.3% American Indian/Native American, 17.9% White/Caucasian, and as well as encouraging applications from all qualified, outstanding applicants.
Important Information
EQUAL OPPORTUNITY EMPLOYER STATEMENT:
San Jos-Evergreen Community College District is an Equal Opportunity Employer committed to nondiscrimination on the basis of ethnic group identification, race, color, language, accent, immigration status, ancestry, national origin, age, gender, gender identity, religion, sexual orientation, transgender, marital status, veteran status, medical condition, and physical or mental disability consistent with applicable federal and state laws.
CONTACT:
Employment Services,
Human Resources, SJECCD
40 S. Market Street, San Jose, CA 95113
Phone: (408) 270-6414
Email: hremploymentservices@sjeccd.edu
Employment Website: https://sjeccd.peopleadmin.com
District Website: www.sjeccd.edu
APPLICATION PROCEDURES:
Interested applicants MUST SUBMIT ONLINE ALL of the following materials by the First Review Date/Closing Date as listed on the job announcement. Applications received after the First Review Date will only be forwarded to the hiring committee at their request.
1. A completed online San Jos-Evergreen Community College District APPLICATION.
2. A COVER LETTER (Stating how you feel you meet the qualifications as outline in the job announcement).
3. A current RESUME/CURRICULUM VITAE
4. TRANSCRIPT - (If Required) If a degree is listed as a requirement, transcripts (Not Diplomas) MUST INCLUDE confer or award date of stated degree. Unofficial transcripts will be accepted; however if the position is offered, official transcripts will be required prior to employment. If the transcripts or degrees are from outside of the United States, an official certification of equivalency to U.S. degrees by a certified U.S. credential review service (course by course of the transcripts) MUST also be submitted. (See below for a list of suggested services that provide foreign degree equivalency evaluation to U.S. degrees).
Note: Some positions may require additional documents and/or certificates, in addition to the items listed above. Please refer to the job announcement.
OTHER APPLICANT INFORMATION:
1. Only complete application materials will be considered. No exceptions.
2. Letters of Recommendation are NOT required and will not be forwarded to the hiring committee.
3. Upon hire the successful candidate must provide the required documents of identity and authorization to work and attest he/she is authorized to work in the United States.
4. Application materials become the property of the District and will not be returned or duplicated.
5. Travel expenses to attend the interview are the responsibility of the candidate.
6. Meeting the minimum qualifications does NOT assure an interview.
7. The District may re-advertise, delay, choose not to fill the position, or choose to fill more than one position.
Suggested services that provide foreign degree equivalency evaluation to U.S. degrees:
Academic Credentials Evaluation Institute, Inc.
Website: http://www.acei-global.org/
Education Records Evaluation Services
Website: www.eres.com
International Education Research Foundation
Website: http://www.ierf.org/
Position Information
Opportunity Type
CLASSIFIED EMPLOYMENT OPPORTUNITY
Position Title
BUSINESS SERVICES COORDINATOR
Posting Number
S2517
Close/First Review Date
05/11/2025
Department
Business Services
Work Location
San Jose City College
Position Status
Full Time
Salary Range
$83,427 - $101,793 Annual Salary (Range 100: Classified Salary Schedule Fiscal Year 2024-2025). Starting placement is generally at Step 1.
Benefits Summary
Excellent fringe benefit package includes a pension, medical, dental, vision, EAP (employee assistance plan) and life insurance for employee and eligible dependents, and income protection. Voluntary plans include supplemental life insurance, Flexible Spending Accounts, 403b and 457 Deferred Compensation Accounts. Classified employees also receive vacation, 12 sick leave days and 20 paid holidays.
Position Description
POSITION SUMMARY
The Business Services Coordinator reports to the Business Services Supervisor at the San Jose City College. The work schedule is 12 months per year; 40 hours per week; Monday - Friday; 8:00 a.m. - 5:00 p.m.
This position is represented by CSEA (California School Employees Association), Chapter 363.
POSITION PURPOSE
Under general supervision of assigned administrator, performs a variety of administrative and secretarial support activities. Office duties include: coordinate campus facilities requests by internal and external groups; assist students with outstanding tuition balances; provide clerical and support services for the Administrative Services Office.
KEY DUTIES AND RESPONSIBILITIES
1. Coordinate campus facilities and rental arrangements. Act as liaison between potential facility users and the campus (including affected departments) schedules facilities for special events, write and issue permits, collect and file indemnification and insurance forms, invoice for and rental and/or direct cost fees.
2. Analyze, investigate, resolve and collect student fees; act as Bursar; place and remove holds, and set up payment plan for students.
3. Assist supervisor preparing grant reports.
4. Maintain departmental budgets; make budget transfers, create purchase orders, and pay vendors.
5. Oversee, review and analyze transactions including processed by others for accuracy, proper account coding or classification and allocation; follows up with vendors, suppliers, and agencies to reconcile transactions.
6. Assist supervisor in preparing accounting reports, documenting adjustments to account balances, detailing the transaction trail for audit purposes; assist internal and external auditors with the review of financial records and transactions.
7. Reconcile campus department deposits, include cosmetology, dental, library, ceramics, Admission and record. Reconcile cash bags and deposit them in a timely manner.
8. Maintain event schedule on web and interact with neighborhood associations related to facilities and campus events. Maintain campus van schedule.
9. Check-in/disburse payroll and reimbursement checks with use of related database modules; preparation and collection of advances. Coordinate matter with the District Office personnel.
10. Disburse petty cash and athletics meal money for the campus, reconcile and prepare reimbursement requests.
11. Prepare changes funds and reconcile cash report for Athletic & special events. Maintain cash boxes; make bank deposits; interact with bank staff regarding checking and scholarship accounts.
12. Provide and process agreements; edit and maintain agreements; monitor expiration dates, inform appropriate executive staff.
13. Assist staff and students to file lost warrants related to financial aid, payroll and reimbursement checks.
14. Perform a variety of administrative, secretarial, and clerical support functions for assigned office activities; independently prepare and send correspondence; respond to letters and general correspondence of a routine nature; prepare reports and graphic materials as assigned.
15. Provide staff support on a variety of boards and committees, prepare agendas and other material; prepare minutes and distribute.
16. Perform other related duties as assigned.
EMPLOYMENT STANDARDS
Knowledge of:
1. Organization, time management and standard office procedures.
2. Advanced principles and procedures of record keeping and reporting.
3. Generally accepted financial accounting methods, practices, and college/program accounting practices and procedures.
4. Modern office procedures, methods and computer equipment.
5. Computer-aided spreadsheets, sufficient to prepare templates and financial reports.
6. Math skills sufficient to perform complex computations and statistics.
7. English usage, spelling, grammar and punctuation.
Skills and Ability to:
1. Logistics skills sufficient to assist with facility use coordination.
2. Perform responsible and difficult administrative and secretarial work involving the use of independent judgment and personal initiative.
3. Interpret and apply administrative and departmental policies, procedures, laws and regulations.
4. Work independently in the absence of supervision.
5. Prepare reports and communications, compile and maintain sensitive records.
6. Independently prepare correspondence and memorandums.
7. Manage and maintain multiple budgets.
8. Exercise patience and discretion in communications with others inside and outside the organization.
9. Communicate technical concepts to others, as needed.
10. Trial balance financial summaries, account adjustments, prepare custom reports using spreadsheets and relational databases.
11. Analyze accounting procedures and recommend improvements to document processing and automated systems and controls.
12. Understand and apply practices and methods used in financial auditing.
13. Initiate and conduct research, complete complex arithmetic computations, solve technical problems associated with financial transactions.
Required Qualifications
EDUCATION AND EXPERIENCE
1. Equivalent to completion of the twelfth grade supplemented by college coursework in Accounting, Business, Finance or related field.
2. Two years' experience involving the preparation and maintenance of accounting, financial and budget information.
3. Administrative (clerical) experience involving heavy public contact and providing primary support to management staff.
Licenses and Certificates:
1. Possession of a valid California Class C driver's license.
District's Diversity Requirements
- Demonstrated sensitivity, knowledge and understanding of the diverse academic, socioeconomic, gender identity, sexual orientation, cultural, disability, and ethnic background of groups historically underrepresented, and groups who may have experienced discrimination.
- Success integrating diversity as appropriate into the major duties outlined in the job description and in the duties listed in the District's hiring policy; or demonstrated equivalent transferable skills to do so.
Desired Qualifications
DESIRED QUALIFICATIONS
Foreign Degree
For positions that require a degree or coursework: Degree(s) must have been awarded by a college or university accredited by an accrediting body recognized by the U.S. Council on Post-Secondary Accreditation and/or the U.S. Department of Education. All degrees and credits earned outside of the United States must have a U.S. evaluation (course by course) of the transcripts and must be submitted with the application. Degrees earned outside of the U.S. without a U.S. credential evaluation attached, will not be considered.
Working Environment
Environment:
1. Typical office environment.
Physical Demands:
1. Requires sufficient hand-eye-arm coordination to use a keyboard and 10-key plus arm/hand movements to retrieve work materials and operate a variety of general office equipment. Requires visual acuity to read words and numbers. Requires auditory ability to carry on conversations over the phone and in person.
2. 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 operation of office equipment required repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.
About San Jose/Evergreen Community College District
The District is represented by dedicated and talented employees who are passionate about providing our student population with the best educational experience possible. The District recognizes that cultural diversity in the academic environment promotes academic excellence; fosters cultural, racial and human understanding; provides positive roles models for all students, and creates an inclusive and supportive educational and work environment for its employees, students, and the community it serves.
As of Spring 2024, with enrollment of approximately 15,655 students per semester, and an extremely diverse student population (Hispanic/Latino 45.20%, Black/African-American 3.45%, Asian/Pacific Islander 31.70%, American Indian/Native American 0.36%, White/Caucasian 12.76%) attaining educational goals reflecting 56% - Transfer to a 4-Year College/ University, the District's emphasis on student success makes it a recognized educational leader in the State.
The District encourages a diverse pool of applicants to serve as colleagues to an existing diverse classified staff consisting of 43.9% Latinx, 25.3% Asian/Pacific Islander, 4.2% Black/African American, 0.3% American Indian/Native American, 17.9% White/Caucasian, and as well as encouraging applications from all qualified, outstanding applicants.
Important Information
EQUAL OPPORTUNITY EMPLOYER STATEMENT:
San Jos-Evergreen Community College District is an Equal Opportunity Employer committed to nondiscrimination on the basis of ethnic group identification, race, color, language, accent, immigration status, ancestry, national origin, age, gender, gender identity, religion, sexual orientation, transgender, marital status, veteran status, medical condition, and physical or mental disability consistent with applicable federal and state laws.
CONTACT:
Employment Services,
Human Resources, SJECCD
40 S. Market Street, San Jose, CA 95113
Phone: (408) 270-6414
Email: hremploymentservices@sjeccd.edu
Employment Website: https://sjeccd.peopleadmin.com
District Website: www.sjeccd.edu
APPLICATION PROCEDURES:
Interested applicants MUST SUBMIT ONLINE ALL of the following materials by the First Review Date/Closing Date as listed on the job announcement. Applications received after the First Review Date will only be forwarded to the hiring committee at their request.
1. A completed online San Jos-Evergreen Community College District APPLICATION.
2. A COVER LETTER (Stating how you feel you meet the qualifications as outline in the job announcement).
3. A current RESUME/CURRICULUM VITAE
4. TRANSCRIPT - (If Required) If a degree is listed as a requirement, transcripts (Not Diplomas) MUST INCLUDE confer or award date of stated degree. Unofficial transcripts will be accepted; however if the position is offered, official transcripts will be required prior to employment. If the transcripts or degrees are from outside of the United States, an official certification of equivalency to U.S. degrees by a certified U.S. credential review service (course by course of the transcripts) MUST also be submitted. (See below for a list of suggested services that provide foreign degree equivalency evaluation to U.S. degrees).
Note: Some positions may require additional documents and/or certificates, in addition to the items listed above. Please refer to the job announcement.
OTHER APPLICANT INFORMATION:
1. Only complete application materials will be considered. No exceptions.
2. Letters of Recommendation are NOT required and will not be forwarded to the hiring committee.
3. Upon hire the successful candidate must provide the required documents of identity and authorization to work and attest he/she is authorized to work in the United States.
4. Application materials become the property of the District and will not be returned or duplicated.
5. Travel expenses to attend the interview are the responsibility of the candidate.
6. Meeting the minimum qualifications does NOT assure an interview.
7. The District may re-advertise, delay, choose not to fill the position, or choose to fill more than one position.
Suggested services that provide foreign degree equivalency evaluation to U.S. degrees:
Academic Credentials Evaluation Institute, Inc.
Website: http://www.acei-global.org/
Education Records Evaluation Services
Website: www.eres.com
International Education Research Foundation
Website: http://www.ierf.org/