"Executive Director, Fiscal Services"

Job Description

Definition

(ON-SITE - In-Person Position)

About Coast Community College District

The Coast Community College District (CCCD) is a public, multi-campus community college district serving Orange County, California. Established in 1947, CCCD has a rich history of providing accessible, high-quality education and training to students from diverse backgrounds. The district encompasses three comprehensive colleges, Coastline Community College, Golden West College, and Orange Coast College, and serves over 39,500 students annually through its various programs and services. CCCD is committed to student success and provides students with opportunities to explore their interests, develop their skills, and achieve their goals through a wide range of academic and vocational programs, support services, and co-curricular activities. With a strong commitment to diversity, equity, and inclusion, CCCD is dedicated to creating a supportive and inclusive environment for all students, employees, and members of the community.

About the Position

The Executive Director, Fiscal Services, is a dynamic position that requires a person with strong communication, leadership, and functional skills. The successful candidate would oversee four departments: Accounting, Purchasing and Contracts, Payroll, and Budgets and Grants, representing a total of 28 employees. They would directly supervise each department’s manager as well as one administrative assistant. They would interact regularly (including presenting fiscal workshops, holding and attending meetings, sharing fiscal data, and providing direction/support) with the vice presidents, administrative services; directors, fiscal services; collective bargaining representatives; participatory governance committees; and more at each of the three colleges in the District.

Summary

Plans, directs, organizes, controls, and integrates the District’s financial, budgeting, accounting, and payroll activities and operations. Directs and participates the preparation of comprehensive financial analyses and reports. Directs development of annual operating, capital, program, grant, and other fund budgets and long-range financial forecasts. Provides expert professional assistance and support to the Vice Chancellor and the Board of Trustees on financial, accounting and related policy and planning matters.

Distinguishing Career Features

The Executive Director of Fiscal Services is a senior mid-management position, directing and integrating a program of broad, comprehensive financial services for the District, including budgeting, financial forecasting and analyses, financial reporting, accounting, payroll and benefits. The incumbent provides advice and counsel on the financial implications of major planning and policy issues and provides technical financial support for development of financing for major capital projects.

Essential Duties and Responsibilities

Specific duties may vary among departments, divisions and jobs. Incumbents typically perform a substantial portion or all of the following kinds of duties, as assigned:

1. Plans, organizes, and manages and evaluates the work of financial, budget, accounting, and support staff. Establishes departmental standards and work plans, prioritizes, assigns, and reviews the work of staff.
2. Establishes standards for staff, monitors, coaches, and evaluates the performance of a high performing staff to departmental goals and personal development targets. Monitors workload and coaching staff for continuous performance improvement. Recognizes performance outcomes and takes action to address deficiencies.
3. Participates with other executive team members and contributes to the developing and implementing the District’s strategic and business plans, goals and objectives. Directs department staff to develop and apply new processes and technologies to achieve higher efficiency, productivity and customer service in department work processes.
4. Plans, organizes, directs and oversees the District’s budget administration activities and functions. Oversees development and implementation of and interprets, enforces and explains budget process, policies and procedures. Reviews, analyzes, and develops recommendations regarding budget issues and alternatives.
5. Directs and/or conducts completion of financial planning activities and analyses. Analyzes and determines the impact of economic, legislative, enrollment and other changes and/or trends on the District’s financial plans and budgets. Provides assistance and expertise to departments in financial planning for programs authorized by the Board.
6. Plans, organizes, manages and directs the District’s general ledger accounting activities and operations. Establishes internal controls and procedures to ensure records are accurate, up-to-date, complete and in compliance with all appropriate standards, laws, rules, regulations and policies.
7. Plans and directs the accounting and payroll operations by administering financial controls for the billing, receipt and accounting for funds from all sources. Ensures proper accounting for all expenditures and revenues in accordance with GAAP and GASB.
8. Plans, organizes, manages and directs the District’s bond financial activities and operations. Ensures all arbitrage calculations are in conformance with federal and state guidelines. Provides necessary documentation, expertise, guidance and assistance to staff, senior management, other District personnel on bond proceeds needs and issuances.
9. Plans and directs the preparation of and reviews, integrates, and analyzes accounting, financial and management reports. Identifies and conveys issues important to the District and prepares findings and recommendations relating to financial performance, which are often based on interpretations of complex regulations, laws and guidelines.
10. Oversees and prepares management information reports containing budgetary information, balances, and variances to which campuses and departments would offer explanation.
11. Provides expertise, guidance and assistance to management at all levels on interpreting information and provides decisions and recommendations on a wide array of financial matters. Advises on availability of funds for long-term projects.
12. Directs and oversees department involvement in development, enhancement and administration of the District’s enterprise (Banner) financial systems.
13. Oversees development, integration and implementation of new or revised policies, processes, standards and internal controls for the department.
14. Directs the completion of all grant financial reporting requirements in a timely manner.
15. Maintains up-to-date knowledge of FASB, GASB, and GAAP through continuing education and changes in external reporting requirements.
16. Coordinate work of external audit team.
17. Performs other related duties as assigned that support the objective of the position.
18. Required to abide by all District policies and procedures including Board Policy 3050 – Code of Professional Ethics.

Qualifications and Physical Demands

Qualifications

Knowledge and Skills

1. Requires advanced-specialized professional knowledge of the theory, principles, and procedures of accounting, auditing, and finance for education, the public sector, and enterprise.
2. Requires in-depth knowledge of the principles and procedures used in budget preparation, accounting administration, and development of internal controls.
3. Requires professional knowledge of the principles and techniques used in financial analysis and research.
4. Requires in-depth knowledge of the District’s accounting data entry and storage systems.
5. Requires in-depth knowledge of the external audit process.
6. Requires considerable knowledge of the laws and regulations governing financial transactions.
7. Requires in-depth knowledge of cost-benefit analysis.
8. Requires a working knowledge of centralized purchasing and material management functions.
9. Requires advanced math skills to perform an array of business and statistical calculations.
10. Requires well- developed skill with personal computer software sufficient to design and use spreadsheet and relational database models.
11. Requires well-developed English language skills to prepare business plans and complex reports seen by the public.
12. Requires well-developed human relations skills sufficient to carry out negotiations, make formal presentations, conduct performance reviews, and communicate technical concepts to diverse audiences.

Abilities

1. Requires the ability to perform the essential responsibilities and functions of the position.
2. Requires the ability to organize and integrate all financial reporting services.
3. Requires the ability to conduct complex analyses of accounting systems, financial reports, business opportunities such as grants and capital projects, and on-going operations.
4. Requires the ability to plan, direct, manage, coordinate and integrate the District’s finance and accounting activities and operations, including payroll, benefits and budgeting, to meet District objectives, professional standards and legal requirements.
5. Requires the ability to define complex management, fiscal, budget and strategic planning issues, perform difficult analyses and research, evaluate alternatives and develop sound conclusions and recommendations.
6. Requires the ability to understand, interpret, explain and apply federal, state and local policy, law, regulations and court decisions applicable to areas of responsibility.
7. Requires the ability to convert financial information and outcomes into reports of findings and condition.
8. Requires the ability to develop projections using historical data and inferential methods.
9. Requires the ability to think critically and creatively.
10. Requires the ability to supervise, train, evaluate and motivate staff in a way that optimizes service.
11. Requires the ability to plan, organize and prioritize complex and technical work processes in order to meet schedules and timelines.

Physical Abilities

1. The general physical demands, working conditions, and essential job functions associated with this classification will be kept on file with the Office of Human Resources.
2. Essential functions will vary by position.
3. As defined by Title I of the Americans with Disabilities Act (“ADA”) and California’s Fair Employment and Housing Act (“FEHA”), the District shall engage in a timely, good faith interactive process with employees or employment applicants who are requesting or are in need of reasonable accommodations and, provide reasonable accommodations for employees or employment applicants who, because of their disability, are limited in or unable to perform one or more of the essential functions of their job in accordance with applicable state and federal law.

Education and Experience

This position requires a Bachelor’s degree with a major in accounting, finance, or business administration and eight years of progressively responsible accounting experience, three of which are in a supervisory management capacity. A Master’s in business administration is preferred and may substitute for some experience. Or, any combination of education and experience which would provide the required equivalent qualifications for the position.

Desirable Qualifications

Experience with Banner ERP systems.
California community college experience.

Licenses and Certificates

A valid CPA certificate is desirable. May require a valid driver license.

Working Conditions

Work is performed indoors where minimal safety considerations exist.

This job specification describes the general nature of the work performed, representative duties as well as the typical qualifications needed for acceptable performance. It is not intended to be a complete list of all responsibilities, duties, work steps, and skills required of the job.

Note: D.E.I.A. - Diversity, Equity, Inclusion, Accessibility, and Anti-Racism

The Coast Community College District (Orange Coast College, Golden West College, and Coastline) continues to strengthen our efforts around diversity, equity, inclusion, access, and anti-racism. The Coast Community College District is focused on creating a culture of inclusive excellence by uplifting employees and students through an environment that is equitable, diverse, inclusive, and accessible. We have a strong focus and importance on D.E.I.A. and Anti-Racism (Diversity, Equity, Inclusion, Accessibility) and will be actively listening, assessing, and evaluating this throughout each stage of the application, recruitment, and interview process.

Conditions of Employment

Note: Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

This is a permanent, general funded, full-time, 12-months per year classified management position. The normal hours of work will be Monday through Friday 8:00 am to 5:00 pm, with the flexibility to occasionally work extended hours and/or weekends, if necessary, to meet the department's needs. The effective date of employment will be arranged with the supervisor. The District provides medical, dental, and vision insurance for the employee and eligible dependents and life insurance for the employee. (Salary Schedule: DG-14 (Download PDF reader))

Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment. The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Coast Community College District policies, procedures, and Title IX. (Reference: BP/AP 5910 ) The Coast Community College District celebrates all forms of diversity and is deeply committed to fostering an inclusive environment within which students, staff, administrators, and faculty thrive. Individuals interested in advancing the District's strategic diversity goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.

Pay Philosophy:

Coast Community College District, through policies, practices, and other benefit programs, delivers a fair and equitable total compensation program that promotes equal employment opportunity, inclusion, and workforce vitality. In general, it is the policy of the District to place new employees at the first step of the salary grade. All movement on the salary schedule will occur July 1 of each year for all classified employees.

Application Requirements:

Application materials must be electronically submitted online at http://www.cccd.edu/employment to be considered for employment.

Incomplete applications, application materials submitted by mail, and documents not requested in the job announcement will not be considered. Please note that the district does not return materials submitted in the application process (copies of original supporting documents are acceptable).

A complete application packet includes:

1. A complete Coast Community College District Online Employment Application.
2. Responses to Supplemental Questions (please provide clear and detailed responses, as they will be carefully evaluated to determine the most qualified candidate(s) to be invited for an interview; please do not paste your resume, put "see resume" or "N/A", or leave blank).
3. A Cover Letter highlighting your experiences relevant to this position and addressing the minimum and essential qualifications, including your demonstrated evidence of D.E.I.A. (Diversity, Equity, Inclusion, Access). (upload as a separate attachment - PDF recommended).
4. A Current Resume of professional and educational background and experience (upload as a separate attachment - PDF recommended).

Submit an application online at: http://www.cccd.edu/employment Coast Community College District – Human Resources
1370 Adams Avenue, Costa Mesa, CA 92626