Business Office Specialist

Business Office Specialist

North Orange County Community College District

Position Number: 2015925P
Location: Cypress College
Department: CC Vice President, Administrative Services Office Administration
Percentage of Employment: 100%
Months of Employment: 12 Months Per Year
Work Schedule: Monday - Friday, 8:00 am - 5:00 pm (Schedule and shift are subject to change in accordance with department needs.)

Job Description

Coordinates daily activities for accounting area or department; ensures compliance with accounting principles and standards; makes recommendations to changes in procedures as necessary; reconciles and balances accounts and bank statements for assigned area or department.

Performs secretarial and administrative duties of moderate complexity; schedules meetings and appointments for designated Manager; prepares agenda items; prepares minutes of meetings.

Approves and rejects purchase orders; prepares and reviews various documents involved in financial transactions, such as invoices, requisitions, journal entries, purchase orders, budget transfers, contract agreements, and personnel changes for accuracy, compliance with appropriate regulations, and District policies and procedures.

Monitors accounting activities of assigned categorically-funded programs; prepares expenditure and progress reports as requested; assists with year-end closing process.

Coordinates the preparation and monitoring of campus budgets as required; reconciles, balances, and researches financial information for budget analysis purposes.

Audits financial documents to assure accuracy, completeness; conduct research to resolve discrepancies as necessary.

Coordinates communication and accounting activities with other departments and personnel, governmental agencies, private agencies and vendors.

Provides information to District personnel regarding various records, budgets, accounts and programs; answers questions and resolves problems related to assigned program or accounting function.

Maintains and files a variety of financial and accounting records, forms, listings and files requiring confidentiality; operates a variety of office equipment and machines.

Trains and provides work direction and guidance to others as directed.

Learns and applies emerging technologies and advances as necessary to perform duties in an efficient, organized, and timely manner.

Participate in District/College efforts to increase the diversity of faculty and staff and to address student achievement gaps; active assistance in the creation of a welcoming and inclusive work and educational environment; attend and participate in diversity, equity and inclusion trainings and events.

Performs related duties as assigned.

Primary Purpose

This position is responsible for performing complex accounting duties in the preparation, maintenance and review of various District or campus financial records, accounts, invoices, purchase requisitions and reports to assure accuracy and conformance to established policies and procedures; and coordinating administrative activities for an assigned area.

Working Relationships

The Business Office Specialist maintains frequent contact with various departments and personnel, and outside vendors, agencies and financial institutions.

Knowledge, Skills, and Abilities

• Knowledge of District organization, operations, policies and objectives
• Knowledge of accounting and auditing principles, practices and procedures
• Knowledge of financial and statistical record-keeping principles
• Knowledge of modern office practices, procedures and equipment
• Knowledge of applicable sections of State Education Code and other applicable laws
• Knowledge of computer-based accounting systems
• Knowledge of various computer software programs
• Ability to interpret, apply, and explain rules, regulations, policies and procedures
• Ability to make arithmetic calculations quickly and accurately
• Ability to operate a variety of office equipment such as calculator, computer, copier, etc.
• Ability to analyze situations accurately and adopt an effective course of action
• Ability to plan, organize and prioritize work
• Ability to meet schedules and time lines
• Ability to understand and follow oral and written directions
• Ability to communicate effectively, both orally and in writing
• Ability to understand scope of authority in making independent decisions
• Ability to review situations accurately and determine appropriate action according to established guidelines
• Ability to train and provide work direction to others
• Ability to establish and maintain effective working relationships with others

Minimum Qualifications

High school diploma or GED, supplemented by college courses in accounting.

Minimum four (4) years increasingly responsible work experience in accounting.

Commitment to diversity. All applicants must have demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty and staff. The applicant must be able to demonstrate how their experience with these factors relates to successfully achieving the goals of the position.

Desirable Qualifications

• Associate degree in a related field.
• Provide increasingly responsible administrative or fiscal support in a business office, accounting, finance, or administrative services environment.
• Demonstrated experience with financial transactions, such as:
  • Purchase requisitions and purchase orders.
  • Invoices, reimbursements, and payment processing.
  • Budget tracking and reconciliation.
• Strong working knowledge of business office practices, including internal controls, approval workflows, and compliance with policies and deadlines.
• Advanced skill in Microsoft Office applications, particularly Excel (spreadsheets, formulas, tracking), Word, and Outlook; experience with shared drives and document management systems and power apps, jot forms, etc.
• Experience supporting grant-funded or categorical programs, including compliance with allowable expenditures, timelines, and documentation requirements.
• Experience with process improvement strategies.
• Prior experience in approaching work and interactions with colleagues and/or students in an equity minded manner. Ability to provide an inclusive and welcoming work/educational environment.
• Demonstrated knowledge and understanding of the barriers faced by immigrant and first generation students.

Salary Range

$6,012 - $7,255 Per Month

Open Date: 04/27/2026
Close Date: 05/11/2026

Special Instructions Summary:
Work Schedule: District employees can apply for the Flexible/Hybrid Work Program, working a hybrid schedule of remote work and in-person each week. Approval and number of in-person days may vary by position/department. Questions regarding the work schedule may be discussed with Hiring Manager if selected as an interview candidate.

This is a classified position subject to a six-month probationary period. Initial salary placement will be determined by the Office of Human Resources in accordance with Board Policy and is not negotiable. The candidate selected for employment will be required to provide the following: identification and employment eligibility as outlined in the Immigration Reform and Control Act, fingerprints and required medical certification pursuant to statue. NOCCCD will not sponsor any visa applications.

The District may choose to fill one or more positions from this recruitment within eight (8) months.

To ensure consistency and fairness to all applicants, please do not submit materials in addition to those requested. Additional materials will not be considered or returned. Be sure to complete all questions and sections of the application. For questions which may not apply, indicate "N/A" (not applicable). Do not use terms such as "see resume" or "see attached".

The minimum required number of references for this position is three (3) and will be requested at the finalist and/or offer of employment phase of the hiring process.

All applications will be screened under a process of utmost confidentiality by a committee of representatives from the college community. Possession of the minimum qualifications does not ensure an interview.

Minimum Qualifications - Experience: One year of experience is equivalent to 12 months of experience at a maximum of 40 hours per week (full time). Applicable part-time experience will be converted to the full-time equivalent for the sole purpose of meeting the experience minimum qualification (Example: Twelve (12) months of part time work experience is equivalent to six (6) months full time).

Minimum Qualifications - Education: 24 units are equal to one year of education. As applicable, education must be from a regionally accredited institution and verifiable on a legible unofficial transcript.

Reasonable accommodations for applicants with disabilities may be requested by calling (714) 808-4810 at least three business days in advance of the scheduled examination/interview date.

Evaluations of foreign degrees and/or coursework are required. See our website here for information regarding evaluation of foreign degrees.

To apply, visit: https://nocccd.peopleadmin.com/postings/9539