Position Number: FA 271
Reports to: Vice President of Financial & Administrative Services (FA131)
Directs, supervises and manages the Financial Services staff in the areas of budget planning, development, execution and monitoring; general accounting and financial statement reporting/audit; Student Accounts (cashiering, accounts receivable, collections); payroll; federal grants and financial aid disbursement; fixed assets and surplus property management; auxiliary enterprises contract management; ARMICS; and local funds management and disbursement. Serves as the college’s primary contact for Shared Service Center financial operations . Holds significant accountability for the efficient and effective execution of compliance audits and subsequent action plans, non-procurement agreements, and college budget planning and management.
Work Tasks & Duties
Department Leadership (25%)
- Directs and manages the staff of the Financial Services Unit in the areas of Financial Reporting (general accounting services, payroll, grants management, surplus property), Student Accounts (cashiering, accounts receivable, collections), budget development and management, fixed asset inventory control, audit liaison, SSC liaison to ensure efficient delivery of respective services and compliance with applicable laws, regulations, policies and procedures.
- Provides leadership and direction to the Financial Services department of the college, including the full employment life cycle for all team members. Management includes, but may not be limited to, talent acquisition management and development, performance evaluation, coaching, mentoring, professional development, and retention. Collaborates with the financial services team to assess college, system, and state priorities; provides direction and guidance through planning and execution. Spearheads and supports effective communication channels throughout the college for finance/budget-specific needs as well as college-wide initiatives and updates. Provides operational and strategic support to the financial services team to ensure efficient and effective planning and execution of policies, practices, and programs. Effectively manages the department budget.
- Plans, coordinates, reviews and evaluates financial administrative functions of the college with college stakeholders and end users. Communicates changes and provides training as appropriate to end users and team members.
Financial Reporting (15%)
- Oversee the Financial Reporting Manager who directs the operations of payroll, grants management, accounts payable/PCard, surplus property, and financial statement preparation/audit. Provides recommendations to enhance internal controls.
- Payroll: Ensure timely preparations of all payrolls, reports and fund transfers to federal and state agencies. Serves as backup to certify payment of all payrolls with the State Comptroller’s Office when the Financial Reporting Manager is unavailable. Establishes adequate controls to ensure compliance with federal, state and college mandates.
- Reconciliations: Reviews agency reconciliation of all funds and the preparation of all opening, closing and adjusting journal entries; reviews, evaluates and approves preparation of all reports (internal and external) on a monthly, quarterly and annual basis. Directs the monthly reconciliation of all expenditures, revenues, cash, allotments and appropriations of all state and federal funds accounts from AIS to CARS. Takes necessary corrective action to ensure both systems are accurate.
- Grants Management: Oversees grant management activities to ensure compliance with federal, state, and local regulations. Reviews pertinent grant transactions and reports. Monitors disbursements to comply with grantor restrictions.
- Accounts Payable and PCard: Oversees accounts payable activities to ensure compliance with Prompt Payment, Pcard, and expenditures properly recorded in the financial enterprise system (AIS) in a timely manner. Monitor encumbrance reports to ensure data accuracy. Oversee college’s small purchase corporate credit card program and approval of end user PCard requests. Oversees development of policies and procedures, in conjunction with SSC, for the use of this program assuring compliance with governmental accounting and purchasing regulations. Ensuring employee agreements are maintained and purchases and payments are processed in accordance with state policy. Attends necessary training seminars, keeping current on corporate and state procedures.
- Higher Education Equipment Trust Fund (HEETF) Reimbursement. Review eVA requests for compliance with approved equipment and request reimbursement of funds in a timely manner.
- Surplus Property: oversee surplus property review, listings and disposals to ensure compliance with state regulations. Serves as college signatory on surplus property requests.
- Responsible for overseeing and directing fixed asset accounting activities and the maintenance of all financial records for all locations.
Student Accounts (15%)
- Directs the fiscal, accounting and receipting functions for federal, local, state and auxiliary enterprise funds and assures the accountability for large sums of money over the counter, through the mail, and from various other locations. Provides recommendations to enhance internal controls.
- Reviews preparation of the SIS item type tables to ensure accurate recording of revenue into AIS from semester to semester. Monitors AIS revenue trends for consistency and ensuring deferred revenues are properly setup and adjusted timely when requested by System Office staff.
- Oversee the preparation, maintenance, and reconciliation of accounts receivable ledgers and billings for sponsored accounts and campus-based financial aid programs.
- Directs all accounts receivable activity (including refunds) on the collection of current and delinquent accounts through collection agencies, taxation set-off debt program, and internal collection department.
- Monitor auxiliary enterprise and local fund revenues for fee collection of Student Activities, Campus Life Center, and Parking. Performs year-end entries to close local funds as directed by System Office instructions.
- Enforces compliance with the usage of petty cash funds in accordance with state guidelines.
- Promotes and encourages superior customer service and timely responses to questions.
Contracts and Compliance (15%)
- Indirectly supports the College’s purchasing function in coordination with the Shared Services Center (SSC) to ensure compliance with state laws, regulations, policies, and procedures and to ensure faculty and staff are informed regarding changes in policies and procedures. Approves requisitions for goods and services as delegated and serves as backup approver for direct reports. Maintains familiarity with agency agreements and term contracts to ensure compliance. Initiates actions required to bring the College into compliance with state, VCCS and College policies.
- Review auxiliary enterprise revenue collections ensuring contract compliance with bookstore, vending and food service, if applicable. Ensure funds are used in compliance with VCCS policy.
- Develops, implements, evaluates and monitors policy and procedures manuals for all financial services of the College to ensure compliance with applicable laws and regulations and maintenance of internal controls and audit trails.
- ARMICS: Develops and maintains a formal program to evaluate the operating environment of financial activities and to ensure adequate internal controls are maintained over financial assets. Maintains an appropriate understanding of adequate internal controls; establishes written policy that addresses how the College intends to maintain internal controls; complies with all controls established by central agencies and promulgated through policies and procedures, addressing, implementing, and monitoring internal controls which include, but are not limited to documentation, recording of transactions, competent personnel and reasonable assurances. Maintains current and effective account, administrative, and program control systems. Periodically performs a risk assessment to determine the vulnerability of each assessable unit, identifying any weaknesses or high risk areas, and develops corrective actions. Assesses the internal controls environment annually and provides the Vice President of Financial and Administrative Services with a statement regarding the status of the College’s internal control program. Responsible for ARMICS review and documentation.
- Records Retention: Serves as college Records Retention Coordinator and is signatory for all requests.
- SWaM Champion: Serves as college SWaM Champion. Prepares annual report and monitors spend activities. Communicates with leadership on spend targets and goals.
- Audit: serve as college audit liaison with internal and external auditors. Directs the implementation of audit recommendations in the Financial & Administrative services area and communicates recommendations to division leaders for other units. Prepares responses to audit findings describing corrective actions to be taken.
Budget (15%)
- Assembles data, monitors expenditures, and establishes budgetary controls for all college budgets to include state, local and auxiliary enterprise funds in consultation with the Vice President of Financial and Administrative Services.
- Maintain a position analysis tracking system of salary and benefits for budget planning.
- Oversee and/or implement federal, state and local budgets. Monitors all budget activities and generates the necessary adjustments to reflect actuals. Supervises budget monitoring and adjustment process and confers with leadership when projections and actuals are not aligned.
- Confers with the VCCS budget and accounting offices on transfers and reconciling items. Submits requests to VCCS Budget Office for special appropriation increases during the year for insurance recovery, surplus property proceeds, sponsored programs and community education funds.
- Evaluates cash flow projections for all funds in order to direct cash management activities. Monitors and controls the flow of all funds which relate to expenditures and revenues based on allotments and appropriations.
- Audits cash receipts and disbursement records to ensure accuracy and accountability in proper funds, departments and programs.
Technology (10%)
- Confers with Technical Support Staff in the development, use and maintenance of automated record and process systems including, but not limited to the Administrative Information System (AIS), Student Information System (SIS), HCM, WES, and Cardinal. Serves as college process owner for AIS and eVA security access requests. Coordinates testing of new system implementations and serves as liaison with system office staff on enterprise systems.
College Service (5%)
- Serves as backup to the Vice President of Financial and Administrative Services as delegated and performs other duties assigned by the Vice President. Serves as a signatory authority for the College as delegated. Responds to numerous financial surveys received from the VCCS, State Council of Higher Education, IPEDS, NACUBO, and SACSCOC. Interprets financial data and advises the College administration as to the impact on VWCC. Other duties and projects as assigned.
Last updated 11/2024
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