"Project Specialist (DS - Accounting)"

SUMMARY DESCRIPTION

The Project Specialist (Accounting) provides specialized accounting and administrative support within District Services. Under general supervision, this position supports office organization, performs a variety of accounts payable functions, processes invoices and financial transactions, and assists with clerical and reconciliation tasks. The Project Specialist works closely with internal staff and external vendors to ensure timely and accurate processing of payments, while maintaining compliance with District policies and procedures.

REPRESENTATIVE DUTIES

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

• Perform accounts payable functions, including processing of invoices and monitoring payment schedules.
• Review and verify vendor statements for accuracy and completeness.
• Maintain and organize the accounts payable Outlook mailbox, ensuring timely responses and processing of incoming communications.
• Sort and match purchase orders, receiving documents, and invoices for payment processing.
• Assist in reconciling accounts, identifying discrepancies, and supporting month-end closing activities.
• Provide general clerical support such as filing, document scanning, data entry, and maintaining accounting records.
• Collaborate with various departments to resolve payment and invoice issues.
• Assist in maintaining internal controls and financial documentation in compliance with established procedures.

Knowledge of:

• Principles and practices of accounts payable and basic accounting.
• Standard office practices, procedures, and equipment.
• Financial record-keeping and reporting methods.
• Microsoft Outlook and other Office applications (e.g., Excel, Word).
• Applicable laws, regulations, and policies governing public sector financial transactions.
• Proper use of grammar, spelling, and business communication formats.

Skills and Abilities to:

• Accurately process and verify financial transactions and documents.
• Review and reconcile vendor statements and account records.
• Organize and prioritize multiple tasks to meet deadlines.
• Communicate effectively, both verbally and in writing.
• Work independently with minimal supervision as well as collaboratively in a team environment.
• Maintain confidentiality of financial and vendor information.
• Operate a variety of standard office equipment including computers and accounting software systems.
• Report to work on a regular and consistent basis, as scheduled, to assigned job.

WORKING ENVIRONMENT AND PHYSICAL DEMANDS

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Work is performed primarily in a standard office environment. The role requires frequent use of computers and other office equipment. Physical demands include sitting for extended periods, repetitive hand and finger motions, reaching, bending, and occasional lifting of materials up to 25 pounds. The position may involve interaction with various internal departments and external vendors, requiring professional communication and organizational skills in a dynamic and deadline-driven environment.

Work Schedule: TBD – Schedule and shift vary and are subject to change in accordance with the department's needs.

Hours per Week: Up to 40

Employment Conditions and Information:

This is a short-term, temporary, hourly Non-Bargaining Unit (NBU) assignment, not to exceed 160 days and 960 hours per fiscal year (July 1st through June 30th). Short-term, temporary NBU positions may only be used on an intermittent, seasonal, or project basis. Education Code Section 88003 states 'Short-term employee means any person who is employed to perform a service for the district, upon the completion of which, the service required or similar services will not be extended or needed on a continuing basis.'

After successful completion of the onboarding requirements, an individual may be employed by the South Orange County Community College District (SOCCCD) as a short-term, temporary NBU employee. Employment will be on an “if and as needed” basis, as determined by the SOCCCD. The assignment may be shortened or extended at any time, due to departmental needs, with little to no notice. NBU employment is at-will, and either party may terminate this working relationship at any time. Neither party shall be required to provide any reason for the separation. NBU employees shall not have reemployment rights or recourse to petition to be reinstated.

NBU employees are limited to working in a single position for a single department and site (assignments are onsite only).

NBU employees are paid on a monthly basis. The payroll reporting period is from the 1st of the month to the last day of the month. NBU employees are paid on the 10th of the following month.

Example: For the following reporting period: January 1st through January 31st, the NBU employee will be paid on February 10th.

NBU employees who work more than 1000 hours per fiscal year are required to contribute to the California Public Employees Retirement System (CalPERS), through payroll deduction. The SOCCCD does not intend to employ NBU employees for more than 960 hours during any fiscal year.