Administrative Manager jobs in Yakima, WA

Description

We invite you to consider joining Yakima Valley College (YVC), an innovative and equity-focused designated Hispanic Serving Institution that is committed to the pursuit of equitable student learning outcomes for its diverse students.

Yakima Valley College is accepting applications for the position of Administrative Services Manager B. This is a full-time, in-person, classified position; the beginning salary is $4,385 per month for 40 hours per week, with periodic increments of up to $5,900, plus a full state benefits package.

The Administrative Services Manager B position in the Business Office is responsible for: collections, cashier team leader/backup, check processing, processing cash receipts, and processing accounting entries. This position serves as the cashier team leader as well as the backup cashier (covering cashier open hours as necessary); this position provides full cashier functions and calculates and processes quarterly refunds.

Our Mission Statement:

Essential Tasks

JOB PROFILE:

Accounting System—PeopleSoft (ctcLink):

• Post accounting transactions to the college's automated accounting system.
• Process data entry (input) for the Business Office into the system.
• Assist with the generation of 1098-T Student Tax forms.

• Receive bankruptcy notices from collection agencies, research charges, and file proof of claims regarding the debt owed to YVC.
• Notify college departments of bankruptcy (stay of action until the bankruptcy case is settled).
• Track bankruptcy status and court decision. Verify that the collection agency has resumed collection activity after the case is decided.

• Function as the cashier team leader for cashiers in Yakima and Grandview. Provide training, assistance, and resources to cashiers.
• Function as a cashier and provide backup cashiering when necessary.
• Review and analyze cashier batches and close out cashier batches.
• Input cashier transactions during the pre-arranged Grandview Cashier Backup Process.
• Process online payments during peak cashiering periods.
• Transport materials/documents between the Business Office and Cashiering.
• Analyze and process student refunds.
• Manage third-party tuition payments and billings.
• Maintain record of students on payment plans and follow-up reminders.
• Prepare cash boxes and maintain change funds in cashiering.

• Has primary responsibility for overseeing and managing collections for the college.
• Receive student debt notification from other areas (primarily from financial aid), research charges, and the amount due. Post debt to the collection spreadsheet and generate collection letters to students according to college collection guidelines.
• Post debt to student accounts and manage service indicators.
• Respond to requests from students and individuals regarding debt. Advise students of their repayment options.
• Establish repayment agreements. Maintain repayment files. Track repayment agreements, incoming payments, and delinquent payments. Identify delinquent accounts; send a final demand letter.
• Send unpaid debt (after the final demand deadline) to the collection agency, using the agency's online submittal system.
• Monitor agency collection accounts.
• Post payments received from collection agency to student account.
• Serve as liaison w/the collection agency.
• Generate annual debt statistics for the Director.

• Respond to requests for information from students, staff, and visitors.
• Serve as the primary point of contact for student 1098-T questions.
• Interpretation and implementation of rules and regulations about collections, recording, reporting, custody, and safeguarding of college assets.
• Knowledge of Federal Funding rules and regulations, Washington State rules and regulations, and YVC institutional policies and procedures.
• Coordination and response to state and federal audits and program reviews.
• Interpreting internal and external policies and translating them into efficient and effective procedures.

• Function as a contact for students needing assistance with Bank Mobile (the agency that provided electronic distribution of financial aid funds).
• Process refund reversals as requested by the college community.
• Serve as the liaison with Bank Mobile, attend webinars, communicate with the Bank Mobile rep, etc.
• Train on-campus staff in Bank Mobile processes.

• Handle complex financial transactions and records using statistical reasoning, evaluation (data completeness, accuracy, consistency, and comparability with other data), and analysis (spreadsheets, databases).
• Monitor cashiering and accounting batches to ensure accurate input on a timely basis.
• Handle collection processes promptly according to YVC policy and procedures.
• Safeguard college assets including cash.
• Assist the Director of Business & Accounting Services, Assistant Director, Business Office staff, campus community, and students as needed.
• Other duties as assigned.

Qualifications

MINIMUM QUALFICATIONS:

• High school diploma, or GED certificate.
• Fifteen quarter hours or ten semester hours of college-level accounting or bookkeeping.
• Two years of full-time experience as a Fiscal Technician, or equivalent, including experience using accounting-related software.
• An Associate of Arts Degree, or equivalent, in accounting or business may substitute for one year of required experience.

• The community college accounting system.
• Finance-related modules in the ERP system and how they interact.
• Federal and state rules and regulations and YVC institutional policies and procedures.
• General Accepted Accounting Principles (GAAP).
• Cash handling policies and procedures.
• General ledger accounts and accounting transactions.

• Personal computers along with finance-related applications are an integral part of the position.
• the college accounting system (knowledge, skill, and high level of proficiency).
• Microsoft Outlook, Excel, Word, and Access (knowledge, skill, and high level of proficiency).
• Researching and analyzing information in SAAM, SBCTC website, and other sources.
• Communicating information, concisely, and logically both in writing and orally, using language the audience will best understand.

• Work with a high degree of accuracy and thoroughness — work must be neat, orderly, and provide sufficient information to be readily auditable; compares finished work to what is expected to find inconsistencies.
• Work with a high level of independence.
• Complete assignments within appropriate timelines with minimum review.
• Balance multiple responsibilities while ensuring deadlines are met.
• Work with frequent interruptions, numerous stops/starts, and a high volume of tasks with multiple deadlines.
• Work cooperatively and collaboratively with the director, assistant director, fiscal staff, students, and other departments to ensure accurate reporting of financial information.

• Be a team leader, assisting other staff and support the college's mission and goals.
• Be engaged, show confidence in self and others, and inspire/motivate others.
• Dependable with regular work attendance and follow established work schedules and break periods.
• Maintain a pleasant, tactful manner in adverse situations.
• Maintain a friendly, approachable, professional demeanor.
• Be thorough, detail-oriented, and self-directed.
• Possesses a strong fiscal/business acumen.

Supplemental Information

• A cover letter describing how you meet the qualifications of this position (a generic cover letter will not be accepted)
• A current resume (a resume will not substitute for the "work experience" section of the online application)
• Three (3) professional references (personal references do not count as professional)
• Unofficial transcripts for confirmation of degree (if minimum qualifications require a degree). The successful candidate will be required to submit official transcripts at time of hire.
• Certifications/Credentials as required for fulfillment of the minimum qualifications.

Yakima Valley College offers a selection of health and retirement plans allowing you to take advantage of the plans that work for you. We also offer paid leave, development and career opportunities, and other compensation benefits. Benefit packages are a key component of our Total Compensation Model.

Insurance Benefits

Yakima Valley College offers medical (including vision), and dental. There are several medical plans with affordable monthly premiums that offer coverage throughout the state. Employees are also covered by basic life and long term disability insurance, with the option to purchase additional coverage amounts. To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website.

Retirement and Deferred Compensation

State Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems' web site.

Employees also have the ability to participate in the Deferred Compensation Program (DCP), a supplemental retirement savings program that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.

Please refer to the Washington State Board for more detailed information.


Paid Leave and Other Incentives

In addition to the benefits above, full time classifed employees can accrue up to 25 days of vacation, 12 sick days, and 3 personal days each year. Full time employees are also able to take advantage of waived tuition, scholarships and other professional development opportunities.

Contact our Human Resources team with any additional questions you may.