Position Number: 00046
Reports to: Vice President of Financial & Administrative Services (FA131)
Work Tasks & Duties
|40%||Directs and manages the staff of the Financial Services Unit in the areas of purchasing, accounts, payable, general accounting and financial reporting, cashiering, accounts receivable, payroll, budget development and management, and fixed asset accounting activities to insure an efficient delivery of services and compliance with applicable laws, regulations, policies and procedures. Plans, coordinates, reviews and evaluates administrative functions of the College with administrators, faculty and staff at all campus locations. Directs and manages the staffing and employee relations functions of the Business Office, to include, interviewing applicants, recommending hiring, training and cross-training, establishing performance expectations, evaluating performance, resolving grievances, and taking appropriate disciplinary actions.|
Performs agency reconciliation of all state 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. Assembles data, monitors expenditures, and establishes budgetary controls for the Business Office, Bookstore, and the Payroll Office under the general direction of the Vice President of Financial and Administrative Services.
Directs the College’s purchasing functions to insure compliance with state laws, regulations, policies, and procedures and to insure that faculty and staff are informed regarding changes in policies and procedures. Approves requisitions and purchase orders for goods and services. Maintains familiarity with agency agreements and term contracts in order to insure compliance. Initiates actions required to bring the College into compliance with state, VCCS and College policies. Serves as Risk Management Officer by negotiating and maintaining all necessary insurance coverage. Directs the filing of tort and casualty insurance claims and monitors claims for appropriate and timely resolution.
Oversees college’s small purchase corporate credit card program. Develops policies and procedures for the use of this program assuring compliance with governmental accounting and purchasing regulations. Ensures employee agreements are maintained and purchases and payments are processed in accordance with state policy. Disseminates preferred supplier list to employees, as appropriate. Attends necessary training seminars, keeping current on corporate and state procedures.
Directs the fiscal and accounting functions for federal, local, state and auxiliary enterprises, entailing receipt of federal, state, local and auxiliary funds and assures the accountability for large sums of money over the counter, through the mail, and from various other locations. Oversees the preparation and maintenance 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, comptroller set-off debt program and internal collection department.
Directs centralized accounts payable activities to ensure compliance with Prompt Payment Act and that expenditures are properly recorded. Enforces compliance with the usage of petty cash funds in accordance with state guidelines.
Directs the operations of the Payroll Office to ensure timely preparations of all payrolls, reports and fund transfers to federal and state agencies. Certifies payment of all payrolls with the State Comptroller’s Office. Establishes adequate controls to ensure compliance with federal, state and college mandates.
|20%||Serves as primary contact for contract bookstore activities. Oversees and manages auxiliary enterprise revenue collections ensuring contract compliance. Auxiliary enterprise revenues for the College includes commissions received on sales of the food service, Coffee Shop, and the collection of the College Service Fee and are used to fund the Student Activities Budget, the College Activity and President’s Activity Budget, and other special activities approved by the College Local Board. Under direction from the Vice President of Financial and Administrative Services, implements all Federal, state and local budgets. Confers with the VCCS budget and accounting offices. Monitors all budget activities and generates the necessary adjustments for state and local funds. Oversees all grants management activities to ensure compliance with federal, state, and local regulations. Prepares and/or reviews all pertinent grants transactions and reports. Monitors disbursements to comply with grantor restrictions. 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. Supervises budget monitoring and adjustment process.|
|20%||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) and the Generalized Accounting Record System (GARS). Oversees the development of related automated Student Information System (SIS).|
|10%||Evaluates cash flow projections for all funds in order to direct the 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. Serves as chief deputy to the Vice President of Financial and Administrative Services and performs other duties assigned by the Vice President. Serves as a signatory authority for the College. Responds to numerous financial surveys received from the VCCS, State Council of Higher Education, NACUBO, and SACS. Interprets financial data and advises the College administration as to the impact on VWCC.|
|10%||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. Serves as liaison with internal and external auditors, and directs the implementation of audit recommendations in the Financial & Administrative services area. Prepares responses to audit findings describing corrective actions to be taken. 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. Supervises fixed asset accounting activities and the maintenance of all financial records for all locations. Directs the monthly reconciliation of all expenditures, revenues, cash, allotments and appropriations of all state and federal funds accounts from AIS to CARS. Takes any necessary corrective action to ensure both systems are accurate.|
Last updated 10/2010