Fiscal Specialist 1
Fiscal Specialist 1
Posted on :
09-04-2025
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1 Vacancy
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Job Description
Our Opportunity
South Puget Sound Community College (SPSCC) is seeking highly motivated and qualified candidates for the Fiscal Specialist 1 position in theCorporate and Continuing Education (CCE) department. This is a fulltime inperson position.
CCE provides noncredit training and professional services. The Fiscal Specialist 1 is the primary person responsible for purchasing and inventorying within the department including serving as the pcard custodian purchasing and maintaining the inventory of books and materials for CCE classes purchasing for departmental and special project needs and coordinating purchases with other departments as needed. The Fiscal Specialist 1 is also involved in preparing invoices reconciling financial information and entering data in college systems.South Puget Sound Community College is committed to increasing its cultural diversity with an emphasis on equity and inclusion among its professional staff. A firm understanding of antiracist policy development coupled with the skills to eliminate barriers that harm underrepresented people is a college requirement. The students that we serve come from a variety of backgrounds. On average 43 of SPSCC students are people of color. We strongly encourage members of the underrepresented groups veterans and bi or multilingual individuals to apply for this position to help meet the needs of our diverse students and service district.
And if that isnt enough We also offer:
- A healthy work/life balance for our employees with the opportunity for flexible work schedules and remote work depending on position and college needs
- Fine dining in the Percival Room offering vegetarian vegan and glutenfree choices as part of our Culinary Arts and Baking & Pastry Arts programs
- The Clipper Coffee Corner serves Batdorf & Bronson coffee and a selection of delicious food items from our baking/culinary students
- A brandnew Health & Wellness Center
- FREEBus service every 15 minutes to downtown Olympia and beyond
- FREE parking on our campuses permits are not required
- Oncampus child care
- Percival Creek which runs beneath our campus footbridge provides yearround beauty and views of Chinook Coho and chum salmon pass through each fall
- Many walking paths that are marked and on nicely paved sidewalks
- SPSCC promotes wellness with a variety of different workshops and events on campus
- Lots of activities with our Artist & Lecture series which are FREE for staff and faculty
- Many community events in the Kenneth J. Minnaert Center for the Arts
- Employee Resource Groups (ERGs)that offer an opportunity for SPSCC employees to gather and connect around issues that define them personally and which affect their work at the College and their professional development. Current Employee Resource Groups include:
- Staff and Faculty of Color (SFOC) ERG an employee network which strives to create an intentional and relational foundation for community and trust building across different groups through shared values.
- The LGBTQIA ERG creates a space for LGBTQIA staff and faculty at the college to share resources build support and community and work towards greater equity and accessibility.
What Youll Do
Program Fiscal Support
- Purchasingserve as Pcard custodian; Reconcile Pcard and obtain signatures prior to the deadline set forth by the colleges purchasing office
- Calculate unit book handout and other material costs and input in the appropriate course management system
- Order books based on program needs and maintain inventory levels
- Return books as needed and track refunds; or surplus process
- Prepare order receipts for book and class material purchases by 1st of each month for account reconciliation
- Department supply ordering inventory check and receive requests from staff
- Request quotes enter requisitions and track departmental purchases
- Generate billing invoices for Kraken Studios rentals and other areas as assigned
- Input billing and payment invoices for department service contracts in college and department systems
- Ensure payments are made to thirdparty vendors by monitoring invoices communication and payments; reconcile payments in departmental systems
- Entry of thirdparty (student) bills/invoices in the ctcLink system
- Generate CampusCE transaction reports
- Reconcile department accounts receivable in internal databases
- Coordinate and contribute to the businesses served list utilizing payment records and other internal resources
- Research availability prices and requirements of tests for certification classes as requested by Program Directors/Supervisor; coordinate with test host for purchase of vouchers; coordinate with IT for tech requirements; schedule lab/proctor; purchase vouchers; register testers
- Monitor budget expenditures for special projects
- Coordinate Lacey Campus Facilities pcard with Facilities
- Create and maintain spreadsheets and databases e.g. inventory and budgets
- Track and take payments of cash and checks to the business office for payment application and deposit
- Assist with monthly quarterly and yearend reporting efforts tracking and file management
Program and Lacey Campus Clerical Support- Research and identify the best book and class material vendors to buy from; attach the book/vendor in the database
- Maintain database accuracy including but not limited to vendor information book and material costs and special ordering information
- Check USPS mail daily distribute as appropriate including CCE checks for processing internal mail for SPSCC mail for EDC and affiliates forwarding mail to Olympia Campus entities as appropriate and return to sender all misdelivered mail.
- Sort incoming mail from Central Services to appropriate staff/faculty boxes; contact sender or recipient for misdelivered items.
- Lacey Campus supply ordering inventory check and receive requests from faculty/staff
- Work with Central Services when more mail slots are needed
- Label/Eliminate faculty/staff mailboxes as requested
- Prepare reports for programspecific data as requested
- Yearly archive oldest year files following procedures and working with appropriate personnel
- Log into the CCE call center when the call center is shortstaffed or during high volume times including serving as registration backup for noncredit CCE participant registration
- Assist with special registration paperwork or certificate needs when needed
- Act as a proctor/backup proctor for all testing services offered by CCE such as NIMS testing; obtain all required certifications and ensure they are kept current
- Attend weekly operations meetings and play an important role in recognizing and finding potential issues
- Attend other meetings and conferences as a program representative as needed
Other Duties as Assigned- Tasks include but are not limited to program support campus support and special projects. Duties will be assigned that align with positionlevel knowledge expectations skills and capacity.
- Act as backup to peer duties as requested or instructed
Qualifications You Possess
Minimum Qualifications
- Three years of fiscal recordkeeping experience OR equivalent education/experience
- Strong organizational skills ability to work independently and prioritize multiple tasks maintain office confidentiality and accommodate numerous interruptions.
- Position requires a high degree of accuracy and attention to detail.
- Excellent communication skills and the ability to work well with others and function as a team member.
- Advanced knowledge of computers and software applications specifically MS Office suite: Word Outlook Excel PowerPoint and Access.
- Excellent communication skills and the ability to work well with others and function as a team member.
- Commitment to a working environment that values a diverse academic environment inclusive of students faculty and staff of diverse cultural socioeconomic and educational backgrounds.
To Apply
Applications must be completed online and include the following attachments:
- Cover letter addressed to the Screening Committee highlighting your ability to perform the responsibilities and competencies described in the job posting.
- Current resume/CV showing all educational and professional experience which demonstrates how you meet the minimum and any preferred qualifications.
Veterans Preference
Applicants who meet the minimum qualifications and are wishing to claim Veterans Preference should redact their personally identifiable information from a copy of their United States Department of Veterans Affairs honorable discharge documentation and email towith the job number for which they are applying in the subject line.
Background Check Condition of Employment
Employment with the college is contingent upon the successful completion of a comprehensive background check. Any adverse information will be considered on a casebycase basis and does not automatically preclude a candidate from employment.
South Puget Sound Community College values diversity and is an Equal Opportunity Employer and Educator
South Puget Sound Community College provides equal opportunity in education and employment and does not discriminate on the basis of race color national origin age disability genetic information sex sexual orientation marital status creed religion or status as a veteran of war. Prohibited sex discrimination includes sexual harassment (unwelcome sexual conduct of various types). SPSCC provides reasonable accommodations for qualified students employees and applicants with disabilities in accordance with the Americans with Disabilities Act and Federal Rehabilitation Act. The following person has been designated to handle inquiries regarding nondiscrimination policies Title II and Title IX Samantha Dotson Executive Human Resource Officer /Title IX CoordinatorBuilding 25 RoomMottman Rd SW Olympia WA 98512; South Puget Sound Community College is a smokefree/drug free environment.
Applicants needing accommodation in the application process in an alternative format may contact the Human Resources office at.
Required Experience:
Unclear Seniority
Employment Type
Full-Time
Key Skills
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