What are the responsibilities and job description for the Business Office Specialist-Restricted Funds position at Enterprise State Community College?
Position Summary
SCOPE OF RESPONSIBILITY
The Business Office Specialist – Restricted Funds at Ingram State Technical College (ISTC) is responsible for the administration and oversight of all aspects of restricted fund accounting and for assisting the Director of Accounting in maintaining restricted fund financial records in compliance with applicable federal, state, and sponsoring agency regulations, policies, and procedures.
The duties and responsibilities outlined below represent the primary functions of this position. However, the Chief Financial Officer (CFO), the Director of Accounting, or their designees may assign additional responsibilities as necessary to support the College's operational needs.
Essential Duties and Responsibilities
Essential Job Functions, Duties, and Responsibilities
- Maintain grant files and supporting documentation, including budgets and budget revisions, reimbursement requests, receipts, progress and final reports, correspondence, and memoranda for audit and compliance purposes in accordance with Generally Accepted Accounting Principles (GAAP).
- Analyze restricted fund general ledger accounts and prepare appropriate adjusting journal entries, subject to review and approval by the Director of Accounting and CFO.
- Prepare and submit financial reports for all restricted fund programs.
- Reconcile assigned restricted fund accounts within the College’s financial system to ensure accuracy and completeness; identify and report discrepancies to the appropriate supervisor.
- Process travel authorization requests and travel reimbursement claims charged to restricted funds.
- Attend grant-related workshops, training sessions, and professional development activities as assigned.
- Assist in the preparation of the College’s annual financial statements.
- Assist in developing and preparing the annual budget.
- Determine and report monthly unpaid claims to the supervisor.
- Prepare monthly trial balances for all assigned grant programs.
- Participate in meetings with Project Directors for assigned grants as needed.
- Serve on College committees and workgroups as assigned.
- Serve on College committees and participate in institutional initiatives and special projects as assigned.
- Support the mission, values, and strategic goals of J.F. Ingram State Technical College.
- Comply with all applicable policies, procedures, and guidelines established by the Alabama Community College System (ACCS), the ACCS Board of Trustees, and J.F. Ingram State Technical College.
- Demonstrate sensitivity to and support for cultural diversity and inclusion.
- Perform other duties as assigned in support of the College’s mission and objectives.
Required Knowledge, Skills, and Abilities
- Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
- Proficiency in the operation of computers, financial systems, and standard office equipment.
- Strong written, verbal, and interpersonal communication skills.
- Ability to exercise sound judgment, solve problems independently, provide leadership when appropriate, and collaborate effectively with diverse groups of individuals.
- Excellent organizational and time-management skills, with a strong attention to detail and the ability to manage multiple priorities simultaneously.
- Flexibility to adjust work schedules and priorities as workload and institutional needs require.
- Ability to maintain confidentiality and demonstrate the highest standards of professional integrity.
- Dependable, punctual, and committed to high-quality work performance.
- Ability to establish and maintain effective working relationships with internal and external stakeholders.
Work Environment & Additional Requirements:
- Work is performed in educational, administrative, and correctional facility settings.
- Maintain eligibility to enter and work within all assigned Alabama Department of Corrections/Alabama Bureau of Pardons and Paroles facilities as required for continued employment.
- Demonstrate professionalism, sound judgment, and effective communication while working within correctional education environments.
- Position may require travel between campus locations and correctional facilities.
- Must be cleared through the Alabama Community College System background check to be eligible to enter and work in the Alabama Department of Corrections/Alabama Bureau of Pardons and Paroles facilities and to maintain that eligibility throughout employment.
Qualifications
REQUIRED:
- Associate’s degree from a regionally accredited institution in Arts, Science, or Applied Science or a closely related field.
- Two (2) years of accounting experience in an educational or related environment.
- Experience in managing/monitoring budgets.
PREFERRED:
- Experience with Banner ERP software.
- Experience with government accounting.
- Experience in grant reporting.
Application Procedures/Additional Information
General Information: J.F. Ingram State Technical College is a postsecondary correctional education institution. Our mission is to provide quality educational services to individuals incarcerated in central Alabama’s correctional facilities. The student population served is diverse in age, race, educational, economic, and cultural background.
CTE / Adult Education Sites
Alabama Therapeutic Educational Facility
Limestone Correctional Facility
Bibb Correctional Facility
Main Campus
Donaldson Correctional Facility
St. Clair Correctional Facility
Draper Instructional Service Site
Thomasville Day Reporting Center
Easterling Correctional Facility
Tutwiler Instructional Service Center
Fountain Correctional Facility
Ventress Correctional Facility
Additional Adult Education Sites
Birmingham Work Release Center
Loxley Work Release Center
Bullock County Correctional Facility
Montgomery Women's Facility
Elmore Correctional Facility
North Alabama Work Release Center
Kilby Correctional Facility
Red Eagle Work Release Center
Lee County Sheriff’s Department
Pardons and Paroles Centers
Birmingham Day Reporting Center
Baldwin Day Reporting Center Lite
Huntsville Day Reporting Center
Fort Payne Day Reporting Center Lite
Montgomery Day Reporting Center
Jasper Day Reporting Center Lite
Mobile Day Reporting Center
Opelika Day Reporting Center Lite
Perry County Reenty Education Program
Sand Mountain Day Reporting Center Lite
Salary Range: Salary will be determined by placement on the appropriate Alabama Community College System-approved salary schedule. Local Salary Schedule E2 02 ($50,680 - $68,169)
Work Hours: Monday through Friday, 7:00 a.m. to 3:30 p.m. with a 30-minute lunch break.
APPLICATIONS MUST BE FILED ONLINE AT: https://istc.edu/employment/
If you have problems completing your application, contact the Human Resources Coordinator at andrea.richardson@istc.edu.
Applicants must meet the minimum qualifications indicated on this vacancy notice and submit a completed online application packet through the online application system by the deadline date to be considered for this position. The applicant’s sole responsibility is to ensure his or her application packet is complete. Incomplete application packets will eliminate the possibility of an interview.
A complete application consists of the following:
- Online employment application
- Current resume
- Copies of college transcripts
Application materials, including transcripts, must prove that the applicant meets all minimum qualifications. Unofficial transcripts are acceptable for application; however, the College may request official transcripts before extending an employment agreement to the successful candidate. Degrees must be posted on transcripts.
Application Procedures/Additional Information
The College will not incur the cost of applicants' interview expenses. Applicants desiring reasonable accommodations for the interview are encouraged to request such accommodations when contacted for an interview appointment.
The College reserves the right to fill the position within one year of the stated, anticipated starting date or not to fill the position due to budgetary or operational considerations. Further, the College reserves the right to fill more than one position in the same job classification should another vacancy occur during the search process.
In accordance with Alabama Community College System policy and guidelines, the applicant selected for employment will be required to sign a consent form for a criminal background check. Employment will be contingent upon receiving a clearance notification from the criminal background check. If a conviction for a felony or any crime involving moral turpitude is found, the procedures established for the Board of Trustees policy concerning criminal background checks will be followed.
Ingram State Technical College (ISTC) actively participates in the Employment Eligibility Verification Program (E-Verify), which electronically confirms an employee's eligibility to work in the United States as the Department of Homeland Security requires. Applicants hired by ISTC will be subject to the E-Verify process pursuant to Act. No. 2011-535.
ISTC is an Equal Opportunity Employer. It is the official policy of the Alabama Community College System that no person shall, on the grounds of race, color, disability, gender, religion, creed, national origin, or age, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity or employment. ISTC will make reasonable accommodations for qualified candidates or employees. ISTC reserves the right to withdraw this job announcement at any time before the awarding.
Salary : $50,680 - $70,896