Fiscal Specialist 1 / Cashier

THIS POST IS OPEN UNTIL FILLED WITH PRIORITY  REVIEW GIVEN TO THOSE WHO APPLY BY MARCH 9, 2023

The mission of Pierce College is to create quality educational opportunities for a diverse community of learners to thrive in an evolving world.

Recognized by the Aspen Institute as one of the top 10 community colleges in the nation (2021), Pierce College is an innovative, mission-driven, data-informed, and equity minded community college dedicated to helping all students achieve their academic and professional goals, with a focus on racial and social equity and justice.

The Fiscal Specialist 1 will use established procedures to record, summarize and report fiscal activity. Responsibilities include working under general supervision to track scholarships, capture and post online payments, reconcile military invoices, and process student refunds. This includes maintaining sponsorship screens, billings, past due notices, collections and write-offs. The Fiscal Specialist will also coordinate accounts receivables in house, with outside counselors, agencies, and students. The primary work location will be at Pierce College Joint Base Lewis McChord campus. 

This position actively supports and engages in Pierce College’s goals for equity and inclusion in order to provide access and support for our diverse community of learners and our goal of becoming an anti-racist institution.

About the District:

Pierce College enjoys a strong presence in the community and participates in innumerable partnerships with business, community, government, and educational organizations. Want a feel for our District. Take a peek with aerial campus views!

Pierce College Fort Steilacoom 

Located on a beautiful 140-acre site adjacent to a 340-acre community, recreational park, and Waughop Lake.

Pierce College Puyallup 

Located on an expansive site with 125-acres of wooded land with beautiful hideaways.

Pierce College at JBLM 

Located at the Joint Base Lewis-McChord military sites, serving many of our military and active-duty families that are serving our country.

• Maintain and modify fiscal record keeping systems, databases, and spreadsheets; review fiscal records; identify trends; assist in formulating corrective action.
• Maintain fiscal transactions utilizing knowledge and understanding of the fee calculation process, fee codes, fee pay statuses, fee classes, debt types, and refund policy. This includes but is not limited to: all invoicing for the Pierce College District (as assigned), student sponsorships, collections, write offs, and assisting with the end of fiscal year billing and invoicing.
• Maintain fiscal and accounting system controls to meet standards and requirements of state, federal and other organizations. This includes but is not limited to: updating the Financial Management System (FMS) as assigned, customer accounts, and billing screens. 
• Assist other Fiscal Services staff in monitoring and suggesting corrections to control tables such as: fee codes, Financial Aid Payment Codes, fee classes, and debt types.

• Use established procedures to maintain accurate, detailed fiscal transactions and records of third-party contracts.  
• Utilize data reports to identify discrepancies and work with impacted parties to resolve issues and/or seek approval for deviations from authorized vouchers.
• Process invoices using multiple database systems, to include ctcLink and military portals, ensuring accuracy and timely submission for payment. 

• Serve as the on-site cashier for Pierce College at JBLM, performing any duties outlined as a Customer Service Specialist.  
• Collect, capture and post online payments. This includes but is not limited to: in-person payments, Cybersource, US Bank, Non-Sufficient Fund (NSF) checks and chargebacks. 
• Maintain, Record, Process, summarize, and report in the refund record system. This includes but is not limited to: refunds and credit memos to students, financial aid, and third parties. 
• Review reports and assist in formulating corrective action.

• Provide equity-centered customer service in-person,  phone and  via email.  
• Explain policies and procedures to prospective, new, returning, and current students.
• Provide guidance on how to use websites, to  submit payments, set up tuition assistance in military portals, and report military status. 
• Retain working knowledge of enrollment steps for Pierce College resources available to students and referrals to services.  
• Work collaboratively with the JBLM team and partners to resolve issues and support students. 
• Complete special projects and provide back-up as assigned.

• Maintain detailed fiscal transactions utilizing knowledge and understanding of the Scholarship Awards System. 
• Receive, initiate, track and coordinate scholarships between donors, students, and all applicable Pierce College District departments. This includes but is not limited to: The Cashier’s Office, Bookstore, Financial Aid, Administrative Services, and Instructional and Student Services. 
• Review reports and assist in formulating corrective action. 

• Serve as required, or assigned, on various committees throughout the District.
• Serve as liaison with, and advise departments regarding Accounts Receivable policies and procedures.
• Foster partnerships, across the District and State. 
• Assist in providing guidance, direction, and training to district departments on Accounts Receivable policy and procedure to enhance district effectiveness and customer service.

• Prepare reports as requested to meet internal and external needs, including but not limited to the 1098T (student tuition tax filing) process. 
• Process and verify all 1098T information to ensure accuracy and compliance with current IRS regulations. Serves as Pierce College District contact person for the 1098T process.
• Assists in formulating corrective action when necessary.

• High School Diploma or GED. 

• Experience providing customer service via phone, email, and in person.
• Minimum 1 year experience working with financial data/ accounting systems, OR
  College credit course work including 10 credits in accounting, auditing, or closely related course work.
  

• The successful candidate must consent to and pass a criminal background check
   after a conditional offer of employment.
• Must meet and maintain security standards for installation access authorization.  

• Team Work: Ability to assist individuals in problem solving, identifying needs, and exploring options; work cooperatively with others on a team.
• Information: Ability to identify and use data from a variety of sources or decision making and recommendations. Use tools and contexts while adapting to changing technologies.
• Personal Responsibility : Strong follow through and time management skills. Regular and consistent attendance; accept personal responsibility for quality and timeliness of work. 
• Technical Expertise: Strong computer skills related to database software, MS Word, MS Excel, Outlook, MS Access, and Internet navigation.
• Effective Communication: Strong written and oral communications skills with ability to clearly and effectively communicate with individuals and groups within and outside the College.
• Adaptability and Flexibility: Respond positively to change, embraces and uses new practices or values to accomplish goals and solve problems while operating effectively in a high volume/ moderate paced environment.
• Customer/Student Service: Strive to anticipate, identify, understand and be responsive to students' needs and expectations. Maintains an open, approachable manner, and treats others fairly and respectfully. Exceptional customer service skills with the ability to place a high priority on professional excellence.
• Culturally Responsive Engagement: Demonstrate personal and professional conduct which contributes to the overall mission and goals of the organization; earns trust, respect and confidence from the College community. Value organizational diversity; treat others with respect; promote cooperation; effectively manage relationships.  

Application Requirements:

To be considered for this position, applicants must:

• Meet the required qualifications as outlined in this announcement.
• Complete the online application profile at: https://www.pierce.ctc.edu/hr.
• Apply for the specific job opening.
• Upload (attach) a cover letter that addresses how you meet the required qualifications as outlined in this announcement. (Cover Letter)
• Upload (attach) detailed résumé of all educational and professional experience. (Résumé)
• Upload (attach) a list of at least two professional references with names, addresses, telephone numbers, and e-mail addresses. Letters of recommendation will not be accepted. (References)

Provide a response to the following question (Supplemental Question):

• Briefly describe how you have worked in your previous or current positions to advance equity, diversity, and inclusion in your organizations and how you would do that in this position.

Special Note: To ensure consideration, application materials should be received no later than 5:00 p.m. on the closing date. 

All correspondence regarding your application status will be sent to the email address associated with your NeoEd account. Please make sure to check your spam folder periodically, in the case of an automated, incorrect delivery.

Terms of Employment
This is a full-time (40 hours per week) classified, overtime-eligible position with Pierce College District. This position is permanent after serving a 6-month probationary period. The primary work location will be at Pierce College Joint Base Lewis McChord campus. Occasional travel to Pierce College campuses or sites may occur. Work hours are between 8:00 a.m. and 5:00 p.m. Monday through Thursday and 8 a.m. to 4 p.m. on Fridays, with occasional evenings and weekend work, and occasional travel as required. This position may be subject to reassignment between campuses or sites.

Salary & Benefits
The starting salary of this position is $3,558.00 dependent upon qualifications, with periodic increments up to $4,324.00 monthly. However, your paycheck is just part of the total compensation package. There is an outstanding benefits package which is worth an additional value equivalent to about 30% of your salary. A comprehensive health care benefits package for you and your dependents includes medical, dental and vision insurance. Life and long-term disability insurance plans; vacation, sick and personal leave; reduced tuition; and retirement benefits are also provided. For more information, please visit our Benefits and Leave website at: https://www.pierce.ctc.edu/hr- benefits 

Physical Work Environment
This position is required to work indoors in an office environment on a busy military base, and requires the ability to adapt to a changing work environment, including noise from military operations.

Reasonable Accommodation
Applicants with disabilities who require assistance with the application and employment process will be accommodated to the extent reasonably possible. Requests should be made to the District Human Resources Office by calling 253-964-7342. Persons who are deaf or hard of hearing may dial 711 to place a call through Washington Relay, the state's free telecommunication access service.

Screening & Interview Process
Only those candidates who have complied with the application process and meet the required qualifications will be considered. Following the review of application materials, the most qualified candidates will be contacted for an interview. Check the email account you used for the application process for communication regarding the status of your application. Application materials submitted to Pierce College are the property of the College and will not be returned.

Please note: This is a competitive selection process. Your application materials will be reviewed and evaluated based on the minimum qualifications listed for the position. Applicants whose qualifications most closely correspond to the District's needs will be eligible for further consideration.

Conditions of Employment
Pierce College is a “fully vaccinated campus” under the state’s higher education guidance, which means that COVID-19 vaccination (or allowable exemption) will be required for all employees and students. More information can be found here: Vaccination Requirements.

Prior to the start of employment, finalist(s) for this position will be subject to a pre-employment background check as a condition of employment. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington State Law RCW 28B.112.080.

An offer of employment will not carry with it any responsibility or obligation on the part of the District to sponsor an H-1B visa. In compliance with the Immigration Reform and Control Act of 1986, proof of authorization to work in the United States will be required at the time of hire.

Pierce College has adopted a Drug Free Workplace policy. As a condition of employment, employees must agree to abide by the requirements established in that policy.

Bargaining Unit
This position has been designated as a bargaining unit position represented by the Washington Public Employee Association (WPEA).

Equal Opportunity
The Pierce College District is an equal opportunity employer. The Board of Trustees and Pierce College District are committed to providing equal opportunity and will not discriminate in terms and conditions of employment and personnel practices. Decisions are made without regard to race, color, national origin, age, perceived or actual physical or mental disability, pregnancy, genetic information, sex, sexual orientation, gender identity, marital status, creed, religion, honorably discharged veteran or military status, or use of a trained guide dog or service animal.

For more information about this position or assistance regarding your application, contact Human Resources at: jobs@pierce.ctc.edu 

Questions regarding equal employment opportunities or discrimination may be directed to the following:

Sean Cooke - Title IX Coordinator
(253) 840-8472
 
Tami Jacobs - ADACO/Section 504 Coordinator
(253) 964-6581
 
Holly Gorski - Vice President for Human Resources
(253) 964-6519
 
Paula Henson-Williams - District Affirmative Action Officer
(253) 864-3229
 

Salary : $42,696 - $51,888