California State University (CSU) Chancellor's Office
401 Golden Shore, Long Beach, CA 90802, USA
Description: Chancellor's Office Statement Join our team at the California State University, Office of the Chancellor, and make a difference in providing access to higher education. We are currently seeking experienced candidates for the position of Financial and Operations Specialist, Student Success and Inclusive Excellence (SSIE) . The CSU Chancellor's Office, located on the waterfront adjacent to the Aquarium of the Pacific in downtown Long Beach, is the headquarters for the nation's largest and most diverse system of higher education. The CSU Chancellor's Office offers a premium benefit package that includes outstanding vacation, health, and dental plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 15 paid holidays a year. Salary The anticipated salary hiring range is up to $6,124 per month, commensurate with qualifications and experience. The salary range for this classification is $5,022 to $9,083 per month. Classification Administrative Analyst/Specialist - Exempt II Position Information The California State University, Office of the Chancellor, is seeking a Financial and Operations Specialist, SSIE to provide strategic recommendations and insights to maximize department resources and supports administrative operations of the department. This position leads, coordinates, administers, and analyzes the fiscal and budgetary policies and procedures for all managed budgets within SSIE with varying complex fund sources and constraints. This position is responsible for ensuring that all transactions follow CSUCO, state, federal, and private grantor fiscal policies, practices, and procedures. The incumbent also acts as a financial thought-partner with department colleagues leading programmatic work. The incumbent independently monitors expenditures; identifies and rectifies processing errors; reconciles budget journal activities ensures accurate expenditure of funds; and leads the annual budget request and allocation processes. The incumbent also serves as the administrative specialist for human resources policies and procedures for the department. Responsibilities Under the general direction of the Associate Vice Chancellor, Student Success and Inclusive Excellence , the Financial and Operations Specialist, SSIE will: Budget Management and Fiscal Practices - 60% -Manage the overall SSIE budget and ensure departments compliance with all applicable CSU and CSUCO policies and procedures, and provisions of funding sources. -Lead, coordinate, administer, analyze, and monitor all financial and business-related transactions for SSIE and reporting departments across funding sources. -Advise AVC and other department administration on financial strategy and planning. -Work with department and division administration on grant proposal preparation. -Plan, organize, and manage multiple activities associated with pre- and post-award fiscal administration to ensure compliance with grant requirements and CSU policies. -Administer and track allocations, proposal requests, contracts, purchase orders, invoices, procurement credit card, travel and other documentation required for proper fund expenditure and accounting -Coordinate, administer and analyze funding distributed to CSU campuses for professional and program development. -Review and analyze financial reports and reconcile financial transactions for SSIE accounts using Peoplesoft Financial system. -Reconcile accounts on a monthly basis and make appropriate corrections to ensure that the budgets are accurate and that expenditures are in compliance with fund sources’ policies, GAAP, laws, regulations, and restrictions of funds. Address issues of concern as needed. -Communicate regularly with the division of Academic and Student Affairs, and Business and Finance to ensure departments are in compliance with financial transaction policies and procedures. -Determine appropriate and effective methods/approaches to executing financial matters based on an analysis of existing policies, procedures, and regulations. -Prepare data and/or reports on fiscal matters for various agencies (Division, Chancellor’s Office, Grantors, other CSU stakeholders as needed). -Develop policies, forms, trainings and onboarding for department staff and grant PIs regarding fiscal management and accounting. -Develop knowledge of all provisions, laws, and policies of departmental funding sources (including attending CO trainings and disseminating as needed). -Coordinate, plan, and develop the budget process for departments, including annual budget requests, projections, and various budget analysis. Work with the Director of Operations on the preparation of the annual budget request process and submittal of quarterly budget and fiscal-year end projection reports. -Manage the fiscal operations and act as secondary Delegation of Authority (DOA) for all department financial transactions. Departmental Operations - 20% -Serve as the lead resource point person and provide guidance to SSIE management and reporting departments on CO fiscal, HR, and operational processes and policy. -Provide day-to-day support to department managers by analyzing and research methodologies to streamline efforts and improve day-to-day operational procedures and needs. Maintain excellent customer service practices. -Enhance department communication through sharing and documentations of office procedures. -Develop, establish, and lead SSIE procedures and systems for office personnel, including but not limited to electronic filing of financial and HR documents. -Work collaboratively with ASA Director of Operations on space management for SSIE and work with CO partners to ensure adequate technology and tools are in place. -Maintain inventory of technical equipment and conduct regular audits. -As needed, train and lead student assistant(s) work to ensure processes and policies are applied. Apprise supervisor of any complex issues with recommendations for a resolve. Human Resources Processes - 15% -Assist SSIE departments with the preparation of personnel documents, review them for accuracy and compliance with CO processes and procedures. -Coordinate and process HR-related paperwork for recruitment, separation, special consultant renewal and reclassification documents and maintain personnel files. -Conduct and process labor cost distribution and staffing cost analysis. -Maintain all personnel transactions for SSIE, including preparation of personnel transaction forms as needed and requested according to Division and CSU personnel policies and procedures. -Coordinate and prepare documentation for engagement of CSU campus faculty and staff in additional services and/or buyout. Other duties as assigned - 5% -Provide general assistance to division staff as needed for the effective and efficient operation of SSIE. -Serve as backup to other areas as assigned and or administrative staff as directed. -Provide general assistance with other department projects and support programs staff as directed. Qualifications This position requires: -A Bachelor’s degree from an accredited four-year university or equivalent combination of education and related experience is required to include a minimum of 4 years progressively responsible budgetary and administrative work experience involving study, analysis, and or evaluation leading to the development or improvement of administrative policies, procedures, practices, and programs -Professional budget experience required, including budget development, budget preparation and reconciliation, financial analysis, or related experience. -Excellent administrative management skills required -Expertise with state and CSUCO fiscal policies, practices and procedures -Advance knowledge in Peoplesoft systems -Excellent written and verbal communication skills and effective interpersonal skills required -Experience with working effectively with a diverse group of individuals and a multi-cultural environment (faculty, students, funders, administrators, program officers, CSU stakeholders) -Demonstrated skill in assisting and speaking with persons of various ages, socio-economic, cultural and /or education backgrounds -Excellent organizational skills in a multi-tasking environment; excellent attention to detail -Ability to handle multiple tasks simultaneously and ability to prioritize tasks to ensure completion in a timely manner to meet deadlines -Ability to take initiative and independently plan, coordinate, and perform work in various situations, demonstrate flexibility and reliability where numerous and diverse demands are involved -Ability to exercise sound and professional judgement to determine treatment of exceptional circumstances and be able to make recommendations as appropriate -Ability to present information clearly and effectively, respond to inquiries from staff on a variety of policies and procedures, and determine the most appropriate method or approach to address a fiscal or administrative manner -Ability to work effectively and productively as part of a team through close collaboration with colleagues, build and maintain cooperative working relationships, and maintain a positive and respectful attitude -Ability to provide excellent customer service to the University community, vendors, and stakeholders, and doing so in a polite and timely fashion -Proficiency with computer applications including Microsoft Office is required -Ability to use a broad range of technology, systems, and software applications -Work independently, but willing to take directions and ask questions -Ability to address sensitive issues and push them through to resolution -Ability to exercise sound judgment and handle confidential matters with tact and diplomacy, and to maintain confidentiality of information as needed or to protect the rights of individuals or the University -Strong analysis and problem-solving skills -Independent evaluation and determination of workload priorities Preferred Qualifications -Experience in managing federal, private, and state grants. -General knowledge of governmental, non-profit, and GAAP and regulations, laws, and rules. Application Period Priority consideration will be given to candidates who apply by June 29, 2023 . Applications will be accepted until the job posting is removed. How To Apply Please click "Apply Now" to complete the California State University, Chancellor's Office online employment application. Equal Employment Opportunity The university is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager at (562) 951-4070. Title IX Please view the Notice of Non-Discrimination on the Basis of Gender or Sex and Contact Information for Title IX Coordinator at: https://www2.calstate.edu/titleix E-Verify This position requires new hire employment verification to be processed through the E-Verify program administered by the Department of Homeland Security, U.S. Citizenship and Immigration Services (DHSUSCIS) in partnership with the Social Security Administration (SSA). If hired, you will be required to furnish proof that you are legally authorized to work in the United States. The CSU Chancellor’s Office is not a sponsoring agency for staff and Management positions (i.e., H1-B VISAS ). COVID19 Vaccination Policy Per the CSU COVID-19 Vaccination Policy , it is strongly recommended that all Chancellor’s Office employees who are accessing office and campus facilities follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications. CSU Out of State Employment Policy California State University, Office of the Chancellor, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California. As of January 1, 2022, the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California. Background The Chancellor's Office policy requires that the selected candidate successfully complete a full background check (including a criminal records check) prior to assuming this position. Closing Date/Time: Open until filled
Description: Chancellor's Office Statement Join our team at the California State University, Office of the Chancellor, and make a difference in providing access to higher education. We are currently seeking experienced candidates for the position of Financial and Operations Specialist, Student Success and Inclusive Excellence (SSIE) . The CSU Chancellor's Office, located on the waterfront adjacent to the Aquarium of the Pacific in downtown Long Beach, is the headquarters for the nation's largest and most diverse system of higher education. The CSU Chancellor's Office offers a premium benefit package that includes outstanding vacation, health, and dental plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 15 paid holidays a year. Salary The anticipated salary hiring range is up to $6,124 per month, commensurate with qualifications and experience. The salary range for this classification is $5,022 to $9,083 per month. Classification Administrative Analyst/Specialist - Exempt II Position Information The California State University, Office of the Chancellor, is seeking a Financial and Operations Specialist, SSIE to provide strategic recommendations and insights to maximize department resources and supports administrative operations of the department. This position leads, coordinates, administers, and analyzes the fiscal and budgetary policies and procedures for all managed budgets within SSIE with varying complex fund sources and constraints. This position is responsible for ensuring that all transactions follow CSUCO, state, federal, and private grantor fiscal policies, practices, and procedures. The incumbent also acts as a financial thought-partner with department colleagues leading programmatic work. The incumbent independently monitors expenditures; identifies and rectifies processing errors; reconciles budget journal activities ensures accurate expenditure of funds; and leads the annual budget request and allocation processes. The incumbent also serves as the administrative specialist for human resources policies and procedures for the department. Responsibilities Under the general direction of the Associate Vice Chancellor, Student Success and Inclusive Excellence , the Financial and Operations Specialist, SSIE will: Budget Management and Fiscal Practices - 60% -Manage the overall SSIE budget and ensure departments compliance with all applicable CSU and CSUCO policies and procedures, and provisions of funding sources. -Lead, coordinate, administer, analyze, and monitor all financial and business-related transactions for SSIE and reporting departments across funding sources. -Advise AVC and other department administration on financial strategy and planning. -Work with department and division administration on grant proposal preparation. -Plan, organize, and manage multiple activities associated with pre- and post-award fiscal administration to ensure compliance with grant requirements and CSU policies. -Administer and track allocations, proposal requests, contracts, purchase orders, invoices, procurement credit card, travel and other documentation required for proper fund expenditure and accounting -Coordinate, administer and analyze funding distributed to CSU campuses for professional and program development. -Review and analyze financial reports and reconcile financial transactions for SSIE accounts using Peoplesoft Financial system. -Reconcile accounts on a monthly basis and make appropriate corrections to ensure that the budgets are accurate and that expenditures are in compliance with fund sources’ policies, GAAP, laws, regulations, and restrictions of funds. Address issues of concern as needed. -Communicate regularly with the division of Academic and Student Affairs, and Business and Finance to ensure departments are in compliance with financial transaction policies and procedures. -Determine appropriate and effective methods/approaches to executing financial matters based on an analysis of existing policies, procedures, and regulations. -Prepare data and/or reports on fiscal matters for various agencies (Division, Chancellor’s Office, Grantors, other CSU stakeholders as needed). -Develop policies, forms, trainings and onboarding for department staff and grant PIs regarding fiscal management and accounting. -Develop knowledge of all provisions, laws, and policies of departmental funding sources (including attending CO trainings and disseminating as needed). -Coordinate, plan, and develop the budget process for departments, including annual budget requests, projections, and various budget analysis. Work with the Director of Operations on the preparation of the annual budget request process and submittal of quarterly budget and fiscal-year end projection reports. -Manage the fiscal operations and act as secondary Delegation of Authority (DOA) for all department financial transactions. Departmental Operations - 20% -Serve as the lead resource point person and provide guidance to SSIE management and reporting departments on CO fiscal, HR, and operational processes and policy. -Provide day-to-day support to department managers by analyzing and research methodologies to streamline efforts and improve day-to-day operational procedures and needs. Maintain excellent customer service practices. -Enhance department communication through sharing and documentations of office procedures. -Develop, establish, and lead SSIE procedures and systems for office personnel, including but not limited to electronic filing of financial and HR documents. -Work collaboratively with ASA Director of Operations on space management for SSIE and work with CO partners to ensure adequate technology and tools are in place. -Maintain inventory of technical equipment and conduct regular audits. -As needed, train and lead student assistant(s) work to ensure processes and policies are applied. Apprise supervisor of any complex issues with recommendations for a resolve. Human Resources Processes - 15% -Assist SSIE departments with the preparation of personnel documents, review them for accuracy and compliance with CO processes and procedures. -Coordinate and process HR-related paperwork for recruitment, separation, special consultant renewal and reclassification documents and maintain personnel files. -Conduct and process labor cost distribution and staffing cost analysis. -Maintain all personnel transactions for SSIE, including preparation of personnel transaction forms as needed and requested according to Division and CSU personnel policies and procedures. -Coordinate and prepare documentation for engagement of CSU campus faculty and staff in additional services and/or buyout. Other duties as assigned - 5% -Provide general assistance to division staff as needed for the effective and efficient operation of SSIE. -Serve as backup to other areas as assigned and or administrative staff as directed. -Provide general assistance with other department projects and support programs staff as directed. Qualifications This position requires: -A Bachelor’s degree from an accredited four-year university or equivalent combination of education and related experience is required to include a minimum of 4 years progressively responsible budgetary and administrative work experience involving study, analysis, and or evaluation leading to the development or improvement of administrative policies, procedures, practices, and programs -Professional budget experience required, including budget development, budget preparation and reconciliation, financial analysis, or related experience. -Excellent administrative management skills required -Expertise with state and CSUCO fiscal policies, practices and procedures -Advance knowledge in Peoplesoft systems -Excellent written and verbal communication skills and effective interpersonal skills required -Experience with working effectively with a diverse group of individuals and a multi-cultural environment (faculty, students, funders, administrators, program officers, CSU stakeholders) -Demonstrated skill in assisting and speaking with persons of various ages, socio-economic, cultural and /or education backgrounds -Excellent organizational skills in a multi-tasking environment; excellent attention to detail -Ability to handle multiple tasks simultaneously and ability to prioritize tasks to ensure completion in a timely manner to meet deadlines -Ability to take initiative and independently plan, coordinate, and perform work in various situations, demonstrate flexibility and reliability where numerous and diverse demands are involved -Ability to exercise sound and professional judgement to determine treatment of exceptional circumstances and be able to make recommendations as appropriate -Ability to present information clearly and effectively, respond to inquiries from staff on a variety of policies and procedures, and determine the most appropriate method or approach to address a fiscal or administrative manner -Ability to work effectively and productively as part of a team through close collaboration with colleagues, build and maintain cooperative working relationships, and maintain a positive and respectful attitude -Ability to provide excellent customer service to the University community, vendors, and stakeholders, and doing so in a polite and timely fashion -Proficiency with computer applications including Microsoft Office is required -Ability to use a broad range of technology, systems, and software applications -Work independently, but willing to take directions and ask questions -Ability to address sensitive issues and push them through to resolution -Ability to exercise sound judgment and handle confidential matters with tact and diplomacy, and to maintain confidentiality of information as needed or to protect the rights of individuals or the University -Strong analysis and problem-solving skills -Independent evaluation and determination of workload priorities Preferred Qualifications -Experience in managing federal, private, and state grants. -General knowledge of governmental, non-profit, and GAAP and regulations, laws, and rules. Application Period Priority consideration will be given to candidates who apply by June 29, 2023 . Applications will be accepted until the job posting is removed. How To Apply Please click "Apply Now" to complete the California State University, Chancellor's Office online employment application. Equal Employment Opportunity The university is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager at (562) 951-4070. Title IX Please view the Notice of Non-Discrimination on the Basis of Gender or Sex and Contact Information for Title IX Coordinator at: https://www2.calstate.edu/titleix E-Verify This position requires new hire employment verification to be processed through the E-Verify program administered by the Department of Homeland Security, U.S. Citizenship and Immigration Services (DHSUSCIS) in partnership with the Social Security Administration (SSA). If hired, you will be required to furnish proof that you are legally authorized to work in the United States. The CSU Chancellor’s Office is not a sponsoring agency for staff and Management positions (i.e., H1-B VISAS ). COVID19 Vaccination Policy Per the CSU COVID-19 Vaccination Policy , it is strongly recommended that all Chancellor’s Office employees who are accessing office and campus facilities follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications. CSU Out of State Employment Policy California State University, Office of the Chancellor, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California. As of January 1, 2022, the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California. Background The Chancellor's Office policy requires that the selected candidate successfully complete a full background check (including a criminal records check) prior to assuming this position. Closing Date/Time: Open until filled
California State Polytechnic University Pomona
3801 West Temple Avenue, Pomona, CA 91768, USA
Description: Type of Appointment : Full-Time, Probationary Collective Bargaining Unit : APC - Unit 4 Job Classification : Student Personnel Technician, Financial Aids Anticipated Hiring Amount: $3,866 - $4,017 per month Work Hours : Monday - Friday 8:00am-5:00pm THE DEPARTMENT The Office of Financial Aid & Scholarships is an organizational unit of the Division of Academic Affairs, which strives for excellence through a student-centered philosophy. The Office of Financial Aid & Scholarships supports the University's mission, vision, and strategic plan goals. We provide financial aid services to students and customers, including counseling and outreach activities designed to promote awareness and facilitate solutions related to meeting the cost of education at Cal Poly Pomona. Our office follows the Statement of Ethical Principles and Code of Conduct established by the National Association of Student Aid Administrators and the Principles of Excellence established by Presidential Executive Order. We provide access to federal, state, university, donor, and other types of financial resources to assist students in their enrollment, retention and graduation. We strive to effectively communicate, counsel, and ensure these resources are delivered in a timely manner. DUTIES AND RESPONSIBILITIES Customer Service & Outreach Provide advising and general customer service to prospective, newly admitted, and current students and parents regarding various aspects of the financial aid process, including application steps, student eligibility, educational costs, types of financial aid available, and loan activities, while tailoring the information to the particular needs, situation, and level of background of each customer. Advise on application process and procedures, aid programs, availability of funds, eligibility requirements, student rights and responsibilities in compliance with aid guidelines. Interpret and answer questions regarding rules, regulations, deadlines, policies and procedures for each financial aid program Advise students and parents with financial aid and scholarship inquiries; Satisfactory Academic Progress policy, including appeal procedures., and the impact of enrollment activity on financial aid eligibility Provide referrals to financial aid counselors or other aid administrator, for challenging or complex financial aid student cases, during in-person or telephone advising. Receive and carefully review financial aid forms and documents submitted by students, including loan requests, and supporting documents. Verify completeness and accuracy, request appropriate follow-up or corrections when necessary. Conduct application status checks, informing students of their status, explaining follow up required, and projecting award and disbursement amounts. Ensure accurate and timely data-entry or update of records/materials (including imaged documents) received in the Financial Aid Office. Prepare and disseminate financial aid information for the general public. May participate in financial aid workshops and open houses for students & parents. Connect students with other university offices including, but not limited to, Student Accounting & Cashier Services, University Housing, Admissions, Registration & Records, Academic Advising, and the Bronco Advising Center - to provide needed information and/or services. File Review & Aid Application Processing Assist in determining and evaluating student financial aid eligibility by performing verification of individual student application data, reviewing and confirming general student eligibility criteria (i.e., citizenship, selective service, NSLDS, etc. database matches}, and performing/calculating need analysis. Provide processing and technical assistance to support the administration of general financial aid programs and functions which includes monitoring and re-evaluating continued student eligibility, making and revising financial aid awards, and other activities during various stages of the financial aid cycle. Perform student financial need analysis and verification processes and Award federal, state, and institutional aid within the Federal, State, and Institutional policies and guidelines. Review IRS Tax Data (including transcripts, W2's, IRS Letters, etc), verification worksheets, and any other required documents to ensure accuracy in aid application information. Analyze and correct data elements in the automated financial aid delivery system (PeopleSoft, WebGrants, and/or CPS Online); recalculate EFC if required. Review documentation from students and information from federal databases {NSLDS, USCIS, Selective Service, Social Security Administration) to determine eligibility, resolve conflicts and Database Match issues with various agencies. Evaluate student financial need and eligibility for aid. When necessary, consult with Counselor(s) on exceptional cases. Assist staff and students through the verification processes, checking for consistency and accuracy, until verification is complete and financial aid is awarded. Review and apply established institutional policies and procedures pertaining to verification, file review and database mismatches, to ensure activities are performed accurately. Review budget construction, income changes and monitor academic progress and enrollment (including course completion) and make appropriate adjustments to awards, or make recommendations for resolution to Program Lead(s). Utilize various proprietary software/programs in the processing and/or resolution of program activities & processes, which may include use of any (or all) of the following: COD, CPS/ FAA Access Online, NSLDS, WebGrants Accept and process applications and supplemental requests for a variety of student financial aid programs including federal, state, and institutional aid. Process student requests for adjustments to awards (increase, decrease, cancellation); re-awarding of students based on changes to enrollment plans (Fall Only/Spring Only/ Full year). Analyze student documentation and requests to determine eligibility for aid programs. Award federal, state, and institutional aid within the Federal, State, and Institutional policies and guidelines. Program & Processing Support Provide processing and support specific for general aid-related activities as well as specialized support to assigned financial aid programs(s), assist with information dissemination and training of students and staff on various aspects of assigned program under direction of the program lead. Perform programmatic specific processing activities, including those requiring specialized knowledge and training. Assist with special projects such as Quality Control checks, application & file completion, and data analysis. Assist program lead in evaluating & improving operations, including making suggestions for necessary compliance-related changes. Gather data and prepare/ provide summary information (of either a recurring or nonrecurring nature) as directed by the program lead. Assist in analyzing/interpreting regulations for core aid program(s) and respond to inquiries requiring detailed knowledge of regulations and policies from internal and external customers. Assist with preparing program procedures and written communications and providing recommendations/ feedback on forms or web-content related to program. Perform system testing, researching, troubleshooting, error identification, evaluation and coordination with Systems Team and Program coordinators - to ensure system is properly supporting programmatic activities. Review files that have not met Satisfactory Academic Progress criteria, and review appeal forms along with supporting documentation to provide input to the Appeals committee in order to determine future financial aid eligibility. Review various exception reports on a daily, weekly, and monthly basis - to identify and resolve discrepancies. Process scholarships disbursement requests and evaluate award package to determine if additional adjustments or revisions are necessary. Assist in the selection of students for scholarships and traineeships available through the Campus or CSU system Other duties relevant to the assigned program, which may include activities related to: Processing, certifying, disbursement, reconciliation, and/or reporting for Federal, State, or Institutional Grants, Loans, or Scholarships, Verification of Grant, Loan, or Scholarship eligibility Providing training/updates to other members of the staff or student workers Collaboration & Development Remain current with constantly evolving financial aid regulations (federal, state, institutional) and emerging trends and best practices in delivering service excellence. Contribute to the overall success of the Office of Financial Aid & Scholarships and Enrollment Management & Services through ad-hoc assignments. This includes the following Support work as needed throughout the Financial Aid unit & Enrollment Management & Services with ad-hoc projects or activities as assigned by the Financial Aid & Scholarships Leadership Team Participate in ongoing departmental training and cross-training activities to ensure an understanding of the university's programs, policies & procedures, and resources & services available to students. Actively engage in professional associations and attend training sessions and workshops, and complete self-directed professional reading, to remain current on financial aid regulations and procedures as well as on emerging trends in delivery of service excellence. QUALIFICATIONS Equivalent to two years of responsible general clerical experience in a college or university financial aid office which has demonstrated acquisition of a practical understanding of the policies and procedures of financial aid programs and possession of the knowledge and abilities listed General knowledge of interviewing techniques; thorough knowledge of the policies and procedures of the various financial aid programs available at the CSU. Ability to sustain a working knowledge of the changes in financial aid programs; obtain, analyze, and evaluate data for specific use; advise and assist students in selecting and processing financial aid contracts; keep records and write clear reports; establish and maintain cooperative working relationships with students, faculty, and co-workers; read and write English at a level appropriate to the position; and perform mathematical calculations. Preferred Qualifications Computer Skills & Analysis Knowledge and experience with technology, including equipment (PC's, scanners, etc.), software applications (MS Office, student systems). The ability and motivation to acquire and apply new knowledge and implement new software applications Ability to work with numbers with accuracy Ability to maintain accurate records Ability to exercise sound judgment and to maintain confidentiality of student records. In-depth knowledge and understanding of current financial aid need analysis methodology and federal and state financial aid program guidelines Knowledge of financial aid regulations, practices, and resources Knowledge of online student information systems Ability to interpret, apply, and communicate financial aid and academic policies & procedures Excellent written, verbal, and interpersonal communication skills Ability to determine customer needs and resolve issues (or refer to counselor, etc. for resolution) Ability to deal tactfully with others. Demonstrated ability to conduct presentations to groups of varying sizes. Experience representing a department/organization as knowledgeable and authoritative while remaining supportive, calm, and professional even under highly charged circumstances. Ability to handle information in a confidential and professional manner. Demonstrated ability to communicate technical information and convey disappointing information. Ability to demonstrate excellent time management and organizational skills with the ability to recognize and follow through on priorities in a timely manner Ability to work effectively in a dynamic team and to multi-task in a fast-paced, diverse environment with students, faculty, and staff. Ensures operational integrity and continuity by maintaining detailed descriptions of responsibilities, ranging from daily tasks to strategic activities and outcomes, and makes them available to supervisor. Ensures quality, usability and integrity of system data by working within approved processes and testing procedures. Out-of-State Work The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU's mission is to prepare educated, responsible individuals to contribute to California's schools, economy, culture, and future. As an agency of the State of California, the CSU's business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. See policy at https://calstate.policystat.com/v2/policy/10899725/latest/. Background Check Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to https://calstate.policystat.com/policy/13813878/latest/ . Employment Eligibility Verification Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents. Child Abuse/Neglect Reporting Act (CANRA) 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 CSU Executive Order 1083 as a condition of employment. See policy at https://calstate.policystat.com/v2/policy/10927154/latest/. Security & Fire Safety In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing at: https://www.cpp.edu/pdfs/annual_security_report.pdf and https://www.cpp.edu/housing/documents/fire_safety_report.pdf. Pay Transparency Nondiscrimination As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. For more information, see the Pay Transparency Nondiscrimination Provision poster . CSU Classification This position is part of the APC bargaining unit, the CSU Classification Standards for this position are located on the following site, https://www.calstate.edu/csu-system/careers/compensation/Pages/Classification-Standards.aspx . The CSU Salary Schedule is located on the following site: https://www.calstate.edu/csu-system/careers/compensation/Pages/salary-schedule-documents.aspx . The classification salary range for this position according to the respective skill level is minimum $3,866 and maximum $5,440 per month. Please refer back to the anticipated hiring range for the appropriate salary rate for this particular position. Reasonable Accommodation We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ADACoordinator@cpp.edu. More information is available at: https://www.cpp.edu/eoda/employee-labor//access-accommodations/index.shtml. EEO Cal Poly Pomona is an Equal Opportunity Employer. The University subscribes to the pay transparency nondiscrimination provision and all state and federal regulations that prohibit discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and covered veteran status. More information is available at: https://www.dol.gov/sites/dolgov/files/OFCCP/pdf/pay-transp_%20English_formattedESQA508c.pdf and at https://www.cpp.edu/eoda/employee-labor/documents/aa-eeo-doc/policy-statement_2022-aap-for-california-state-polytechnic-university-pomona_confidential_20220127.pdf . Other Notices For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page. Closing Date/Time: January 2, 2024
Description: Type of Appointment : Full-Time, Probationary Collective Bargaining Unit : APC - Unit 4 Job Classification : Student Personnel Technician, Financial Aids Anticipated Hiring Amount: $3,866 - $4,017 per month Work Hours : Monday - Friday 8:00am-5:00pm THE DEPARTMENT The Office of Financial Aid & Scholarships is an organizational unit of the Division of Academic Affairs, which strives for excellence through a student-centered philosophy. The Office of Financial Aid & Scholarships supports the University's mission, vision, and strategic plan goals. We provide financial aid services to students and customers, including counseling and outreach activities designed to promote awareness and facilitate solutions related to meeting the cost of education at Cal Poly Pomona. Our office follows the Statement of Ethical Principles and Code of Conduct established by the National Association of Student Aid Administrators and the Principles of Excellence established by Presidential Executive Order. We provide access to federal, state, university, donor, and other types of financial resources to assist students in their enrollment, retention and graduation. We strive to effectively communicate, counsel, and ensure these resources are delivered in a timely manner. DUTIES AND RESPONSIBILITIES Customer Service & Outreach Provide advising and general customer service to prospective, newly admitted, and current students and parents regarding various aspects of the financial aid process, including application steps, student eligibility, educational costs, types of financial aid available, and loan activities, while tailoring the information to the particular needs, situation, and level of background of each customer. Advise on application process and procedures, aid programs, availability of funds, eligibility requirements, student rights and responsibilities in compliance with aid guidelines. Interpret and answer questions regarding rules, regulations, deadlines, policies and procedures for each financial aid program Advise students and parents with financial aid and scholarship inquiries; Satisfactory Academic Progress policy, including appeal procedures., and the impact of enrollment activity on financial aid eligibility Provide referrals to financial aid counselors or other aid administrator, for challenging or complex financial aid student cases, during in-person or telephone advising. Receive and carefully review financial aid forms and documents submitted by students, including loan requests, and supporting documents. Verify completeness and accuracy, request appropriate follow-up or corrections when necessary. Conduct application status checks, informing students of their status, explaining follow up required, and projecting award and disbursement amounts. Ensure accurate and timely data-entry or update of records/materials (including imaged documents) received in the Financial Aid Office. Prepare and disseminate financial aid information for the general public. May participate in financial aid workshops and open houses for students & parents. Connect students with other university offices including, but not limited to, Student Accounting & Cashier Services, University Housing, Admissions, Registration & Records, Academic Advising, and the Bronco Advising Center - to provide needed information and/or services. File Review & Aid Application Processing Assist in determining and evaluating student financial aid eligibility by performing verification of individual student application data, reviewing and confirming general student eligibility criteria (i.e., citizenship, selective service, NSLDS, etc. database matches}, and performing/calculating need analysis. Provide processing and technical assistance to support the administration of general financial aid programs and functions which includes monitoring and re-evaluating continued student eligibility, making and revising financial aid awards, and other activities during various stages of the financial aid cycle. Perform student financial need analysis and verification processes and Award federal, state, and institutional aid within the Federal, State, and Institutional policies and guidelines. Review IRS Tax Data (including transcripts, W2's, IRS Letters, etc), verification worksheets, and any other required documents to ensure accuracy in aid application information. Analyze and correct data elements in the automated financial aid delivery system (PeopleSoft, WebGrants, and/or CPS Online); recalculate EFC if required. Review documentation from students and information from federal databases {NSLDS, USCIS, Selective Service, Social Security Administration) to determine eligibility, resolve conflicts and Database Match issues with various agencies. Evaluate student financial need and eligibility for aid. When necessary, consult with Counselor(s) on exceptional cases. Assist staff and students through the verification processes, checking for consistency and accuracy, until verification is complete and financial aid is awarded. Review and apply established institutional policies and procedures pertaining to verification, file review and database mismatches, to ensure activities are performed accurately. Review budget construction, income changes and monitor academic progress and enrollment (including course completion) and make appropriate adjustments to awards, or make recommendations for resolution to Program Lead(s). Utilize various proprietary software/programs in the processing and/or resolution of program activities & processes, which may include use of any (or all) of the following: COD, CPS/ FAA Access Online, NSLDS, WebGrants Accept and process applications and supplemental requests for a variety of student financial aid programs including federal, state, and institutional aid. Process student requests for adjustments to awards (increase, decrease, cancellation); re-awarding of students based on changes to enrollment plans (Fall Only/Spring Only/ Full year). Analyze student documentation and requests to determine eligibility for aid programs. Award federal, state, and institutional aid within the Federal, State, and Institutional policies and guidelines. Program & Processing Support Provide processing and support specific for general aid-related activities as well as specialized support to assigned financial aid programs(s), assist with information dissemination and training of students and staff on various aspects of assigned program under direction of the program lead. Perform programmatic specific processing activities, including those requiring specialized knowledge and training. Assist with special projects such as Quality Control checks, application & file completion, and data analysis. Assist program lead in evaluating & improving operations, including making suggestions for necessary compliance-related changes. Gather data and prepare/ provide summary information (of either a recurring or nonrecurring nature) as directed by the program lead. Assist in analyzing/interpreting regulations for core aid program(s) and respond to inquiries requiring detailed knowledge of regulations and policies from internal and external customers. Assist with preparing program procedures and written communications and providing recommendations/ feedback on forms or web-content related to program. Perform system testing, researching, troubleshooting, error identification, evaluation and coordination with Systems Team and Program coordinators - to ensure system is properly supporting programmatic activities. Review files that have not met Satisfactory Academic Progress criteria, and review appeal forms along with supporting documentation to provide input to the Appeals committee in order to determine future financial aid eligibility. Review various exception reports on a daily, weekly, and monthly basis - to identify and resolve discrepancies. Process scholarships disbursement requests and evaluate award package to determine if additional adjustments or revisions are necessary. Assist in the selection of students for scholarships and traineeships available through the Campus or CSU system Other duties relevant to the assigned program, which may include activities related to: Processing, certifying, disbursement, reconciliation, and/or reporting for Federal, State, or Institutional Grants, Loans, or Scholarships, Verification of Grant, Loan, or Scholarship eligibility Providing training/updates to other members of the staff or student workers Collaboration & Development Remain current with constantly evolving financial aid regulations (federal, state, institutional) and emerging trends and best practices in delivering service excellence. Contribute to the overall success of the Office of Financial Aid & Scholarships and Enrollment Management & Services through ad-hoc assignments. This includes the following Support work as needed throughout the Financial Aid unit & Enrollment Management & Services with ad-hoc projects or activities as assigned by the Financial Aid & Scholarships Leadership Team Participate in ongoing departmental training and cross-training activities to ensure an understanding of the university's programs, policies & procedures, and resources & services available to students. Actively engage in professional associations and attend training sessions and workshops, and complete self-directed professional reading, to remain current on financial aid regulations and procedures as well as on emerging trends in delivery of service excellence. QUALIFICATIONS Equivalent to two years of responsible general clerical experience in a college or university financial aid office which has demonstrated acquisition of a practical understanding of the policies and procedures of financial aid programs and possession of the knowledge and abilities listed General knowledge of interviewing techniques; thorough knowledge of the policies and procedures of the various financial aid programs available at the CSU. Ability to sustain a working knowledge of the changes in financial aid programs; obtain, analyze, and evaluate data for specific use; advise and assist students in selecting and processing financial aid contracts; keep records and write clear reports; establish and maintain cooperative working relationships with students, faculty, and co-workers; read and write English at a level appropriate to the position; and perform mathematical calculations. Preferred Qualifications Computer Skills & Analysis Knowledge and experience with technology, including equipment (PC's, scanners, etc.), software applications (MS Office, student systems). The ability and motivation to acquire and apply new knowledge and implement new software applications Ability to work with numbers with accuracy Ability to maintain accurate records Ability to exercise sound judgment and to maintain confidentiality of student records. In-depth knowledge and understanding of current financial aid need analysis methodology and federal and state financial aid program guidelines Knowledge of financial aid regulations, practices, and resources Knowledge of online student information systems Ability to interpret, apply, and communicate financial aid and academic policies & procedures Excellent written, verbal, and interpersonal communication skills Ability to determine customer needs and resolve issues (or refer to counselor, etc. for resolution) Ability to deal tactfully with others. Demonstrated ability to conduct presentations to groups of varying sizes. Experience representing a department/organization as knowledgeable and authoritative while remaining supportive, calm, and professional even under highly charged circumstances. Ability to handle information in a confidential and professional manner. Demonstrated ability to communicate technical information and convey disappointing information. Ability to demonstrate excellent time management and organizational skills with the ability to recognize and follow through on priorities in a timely manner Ability to work effectively in a dynamic team and to multi-task in a fast-paced, diverse environment with students, faculty, and staff. Ensures operational integrity and continuity by maintaining detailed descriptions of responsibilities, ranging from daily tasks to strategic activities and outcomes, and makes them available to supervisor. Ensures quality, usability and integrity of system data by working within approved processes and testing procedures. Out-of-State Work The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU's mission is to prepare educated, responsible individuals to contribute to California's schools, economy, culture, and future. As an agency of the State of California, the CSU's business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. See policy at https://calstate.policystat.com/v2/policy/10899725/latest/. Background Check Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to https://calstate.policystat.com/policy/13813878/latest/ . Employment Eligibility Verification Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents. Child Abuse/Neglect Reporting Act (CANRA) 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 CSU Executive Order 1083 as a condition of employment. See policy at https://calstate.policystat.com/v2/policy/10927154/latest/. Security & Fire Safety In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing at: https://www.cpp.edu/pdfs/annual_security_report.pdf and https://www.cpp.edu/housing/documents/fire_safety_report.pdf. Pay Transparency Nondiscrimination As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. For more information, see the Pay Transparency Nondiscrimination Provision poster . CSU Classification This position is part of the APC bargaining unit, the CSU Classification Standards for this position are located on the following site, https://www.calstate.edu/csu-system/careers/compensation/Pages/Classification-Standards.aspx . The CSU Salary Schedule is located on the following site: https://www.calstate.edu/csu-system/careers/compensation/Pages/salary-schedule-documents.aspx . The classification salary range for this position according to the respective skill level is minimum $3,866 and maximum $5,440 per month. Please refer back to the anticipated hiring range for the appropriate salary rate for this particular position. Reasonable Accommodation We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ADACoordinator@cpp.edu. More information is available at: https://www.cpp.edu/eoda/employee-labor//access-accommodations/index.shtml. EEO Cal Poly Pomona is an Equal Opportunity Employer. The University subscribes to the pay transparency nondiscrimination provision and all state and federal regulations that prohibit discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and covered veteran status. More information is available at: https://www.dol.gov/sites/dolgov/files/OFCCP/pdf/pay-transp_%20English_formattedESQA508c.pdf and at https://www.cpp.edu/eoda/employee-labor/documents/aa-eeo-doc/policy-statement_2022-aap-for-california-state-polytechnic-university-pomona_confidential_20220127.pdf . Other Notices For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page. Closing Date/Time: January 2, 2024
City of Boynton Beach, FL
Boynton Beach, Florida, United States
Purpose of Classification The primary functions of this position are coordinating the Department's Community Partnerships (i.e. planning departmental events, communicating with community members/leaders, assisting with organizing the C.A.R.E.S program, Explorer Program, and Fire Department Cadets, etc.) and Functioning as the Department's IT Partner (i.e. working with G.I.S., CAD, and Patient Care Reporting Systems, departmental analytical reporting, social media management, etc.) The purpose of this classification is to perform responsible and independent administrative work in support of the planning, organizing and implementing of the Fire Chief’s office programs under general supervision of the Fire Chief or their designee. Areas of assignment include, but are not necessarily limited to, project coordination, data analysis, information preparation, special events coordination, marketing, communication liaison between the public and the Fire Chief, schedule management, records management, and other related functions. Essential Functions The following duties and functions, as outlined herein, are intended to be representative of the type of tasks performed within this classification. They are not listed in any order of importance. The omission of specific statements of the duties or functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned. Answers telephones; greets customers and visitors, including the media; provides assistance, requested documents and information regarding City and department programs and procedures; refers callers to other staff members as appropriate; and takes messages. Coordinates, implements and oversees various special projects. Conducts and reviews special studies in conjunction with a project, and analyzes data and makes recommendations based upon studies. Functions as the departments information technology partner, being familiar with and managing fire department RMS-records management system, scheduling software platforms, and the preparation and maintenance of field related technology to include cell phone and tablets used for cad integration and report writing. Additionally; be involved in the integration of the new CAD-computer aided dispatch system, GIS software and assist with handheld radio issues. Manage department social media and marketing presence within the community by writing, establishing and distributing e-news; researching audiences and venues; preparing marketing statistics; coordinating the distribution of advertisement literature; preparing supporting materials for presentations; setting-up and breaking-down events; and coordinating follow-up activities involving the Fire Rescue Department and all of its operations. Provides assistance in developing, posting, and documenting internet presence, to include social media presence of the Fire Rescue Department. Assesses Special Events policies and procedures as they apply to Fire Rescue and Public Safety, and makes recommendations for improvement. Serves as a team member of City-produced and sponsored events. Assists with the promotion, planning, coordinating, and execution of various City-produced and City-sponsored events. Establishes and maintains department databases, automated files, lists, and computer records; enters and updates data in databases, to include confidential information; researches and retrieves data from information systems; queries records and reports; and generates reports, lists and other documents from databases Composes, edits, types and processes letters, forms, correspondence, administrative forms, lists, spreadsheets, work orders, and a variety of reports including operational, program related reports; prepares meeting agendas, information packets, legal notices and other meeting related materials; collects and/or compiles information for inclusion in surveys, reports, charts, forms and other documents; maintains records; and creates mailing lists, forms and other resources to support managerial, clerical, logistical and administrative activities of the Fire Rescue Department. Prepares folders; maintains files of department correspondence, program records, legal documents, and other documents; photocopies and files documents; distributes materials via email, mail, facsimile and other methods of transport; and requests information from other departments and/or parties as necessary to complete department records/files. Shreds obsolete confidential documents. Performs work in support of all functions within the Fire Chief’s office, including departmental financial administration, marketing, collective bargaining, grievances, special events, branding, and other Fire Rescue Department related activities. Receives and records citizen complaints; forwards complaints to appropriate department members and/or staff for resolution; and tracks complaint resolution. Responds to complaints and questions related to department operations; provides information, researches problems, and initiates problem resolution with customer-first focus and servant leadership principles. Attends conferences, committee meetings, and interdepartmental meetings relating to public administration, marketing, fire rescue and public safety as required; makes speeches or presentations. Attends appropriate workshops and training sessions as requested. Compiles or monitors various administrative and statistical data pertaining to the Fire Chief’s office operations; performs research as needed; makes applicable calculations; analyzes data and identifies trends; prepares or generates reports. Promptly scans documents into records management system, ensuring proper template is used and verifying accurate file maintenance. Prepares and responds to Departmental Public Records Requests, including preparation and necessary redaction of information and files as needed. Performs departmental financial functions including: procurement, budgeting, invoice processing, bill reconciliations, auditing and payroll. Serves as a liaison with City private and public partnerships as requested. Examples include neighborhood associations, Chamber of Commerce, CRA, etc. Prepares or completes various forms, reports, correspondence, employment contracts, salary surveys, bid proposals, performance appraisals, organizational reports, monthly reports, budgets, goals/objectives, or other documents as directed. Operates a computer to enter, retrieve, review or modify data; verifies accuracy of entered data and makes corrections and adjustments; utilizes, in a highly effective and efficient way, word processing, spreadsheet, database, records management, e-mail, and other germane software programs. Establishes and maintains effective working relationships with City employees, elected officials, the press, the general public, industry professionals, and other government agencies. Performs moderately complex work under limited supervision and maintains professional discretion in processing matters of a sensitive or confidential nature from both a legal and ethical perspective. Minimum Qualifications Associate's degree from an accredited college or university in public administration, business administration, business management, project management, or closely-related field; and Four (4) years of administrative work experience in program coordination, special projects, community outreach, event planning, or public relations; and Possess [or able to obtain within fourteen (14) days of hire] and maintain a valid Florida driver’s license. OR Bachelor's degree from an accredited college or university in public administration, business administration, business management, project management, or closely-related field; and Two (2) years of administrative work experience in program coordination, special projects, community outreach, event planning, or public relations; and Possess [or able to obtain within fourteen (14) days of hire] and maintain a valid Florida driver’s license. OR Master degree from an accredited college or university in public administration, business administration, business management, project management, or closely-related field; and Six (6) months of administrative work experience in program coordination, special projects, community outreach, or public relations; and Possess [or able to obtain within fourteen (14) days of hire] and maintain a valid Florida driver’s license. PREFERRED QUALIFICATIONS Minimum Qualifications for education and experience must be met before consideration of the following Preferred Qualifications: Experience with Information Technology Systems Municipal Government Experience Experience within a Public Safety Organization Supplemental Information Ability to clearly communicate Department and City goals, policies, Strategic Plan, and other key information to employees and peers using multiple communication platforms, including but not limited to e-mail and social media. Effectively communicates with supervisor, employees, other departments, contractors, companies, vendors, outside agencies, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, and/or resolve problems. Accurately and expeditiously responds to inquiries for information from various individuals. Ability to prepare accurate and thorough written records and reports. Ability to understand and follow oral and written instructions and to complete assigned tasks with minimal direction. Ability to understand and quickly and accurately follow brief oral and written instructions on moderately complex matters. KNOWLEDGE, SKILLS AND ABILITIES Knowledge of the principles and practices of municipal budget implementation, and administration. Thorough knowledge of Accreditation standards and the Insurance Services Office-Public Protection Classification rating for Boynton Beach. Knowledge of the proper procedures to follow in the preparation of RFPs and/or RFQs. Ability to organize, coordinate and maintain budget accounting records. Ability to accurately interpret and apply policies and procedures. Ability to analyze and evaluate the impact and effectiveness of financial related programs and processes. Ability to exercise independent initiative and judgement congruent with the overall mission, and work collaboratively and successfully with minimal supervision. Ability to communicate effectively, both orally and in writing, including the preparation of written reports, memoranda and presentations. Ability to establish and maintain effective working relationships with employees, supervisors, other agencies, participants, community leaders, and the general public. VETERANS' PREFERENCE Certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority in the City’s hiring process. Additionally, certain servicemembers may be eligible to receive waivers for postsecondary educational requirements in employment by the City. Full-time employees (those regularly scheduled to work at least 30hours per week) are eligible for the City's benefit package. The City of Boynton Beach's comprehensive benefits packageincludes: • Student Loan Forgiveness • Health Insurance • Dental Insurance • Vision Care Plan • Basic Term Life Insurance • Supplemental Life Insurance • Dependent Life Insurance • Accidental Death and Dismemberment Insurance • CityPension Plan • Short Term Disability and other Supplemental Plans • Long Term Disability Insurance • Employee Assistance Program • 457 Savings Plan (three options) • Paid Annual Leave / Vacation • Bonus Vacation Hours • 12Paid Holidays • Paid Sick Leave / Family Sick Leave • Educational Assistance Program *( Depending on budget funding ) •On-site Training Program • Wellness Program • Pre-Paid Legal and Identity Theft Protection Plans • Credit Union • Tax Deferred 125 Premium Plan • Flexible Spending Account • Direct Deposit • Social Security Student Loan Forgiveness Let your City of Boynton Beach employment work for you! Under the U.S. Department of Education’s Public Service Loan Forgiveness (PSLF) program, your student loan balance may be forgiven after you have made 120 qualifying monthly payments while working full-time with a governmental agency. Visit StudentAid.gov/publicservice for more information or to see if you qualify. Health Insurance The City pays the entire premium for an eligible employee. The employee may elect to cover a spouse and/or dependent children by paying the applicable premium for the dependent(s). Dental Insurance Premiums for eligible employeesare paid by the City. Premiums for any covered dependent are paid by the employee with a contribution by the City. Vision Care Plan Premiums for eligible employees are paid by the City. Premiums for any covered dependent(s) are paid by the employee. Life Insurance / Accidental Death and Dismemberment Insurance The City provides each eligible employee with term lifeandaccidental death insurance. Supplemental Life Insurance / Supplemental AD&D Insurance Employees may purchase supplemental term life insurance on an individual-choice basis with premiums based on age. A matching amount of Accidental Death insurance may also be purchased. Dependent Life Insurance Employees who select supplemental coverage for themselves may also purchase coverage for their spouse and dependent children. City Retirement / Pension Plans The City has pension plans for general employees, police, and firefighters. Each plan is contributory with both the employee and the City contributing to the program. Supplemental Plans Supplemental plans provide direct cash payments regardless of any other coverage you may have, and are designed to help fill in any gaps in a medical plan. The employee pays the premiums for these supplemental plans. Short and Long Term Disability The City provides Short and Long Term Disability insurance to eligible employees. The plan is designed to cover a disability sustained on or off the job. Employee Assistance Program (EAP) The City contracts with an employee assistance program (EAP) toprovide employees and their dependentswith free, confidential and professional counseling to help resolve personal or family problems. Deferred Compensation Plans (457 Plans) The City makes available three deferred compensation plans that the employee may voluntarily contribute to on a tax-deferred basis. Vacation All full-time employees accrue time toward paid vacation leave. Accrual begins immediately and vacation may be taken after six months of employment. Holidays The City observes 12 paid holidays throughout the year. Sick Leave / Family Sick Leave Full-time employees accrue one day ofsick leaveper month. An employee may elect to use up to 5 days per year of accrued sick time for illness in his/her immediate family. Tuition Assistance *( Depending on availablebudget funding ) The Tuition Assistance Program reimburses eligible employees for successful completion of approved courses leading to Associate, Bachelor and Master degrees. Wellness Program The City offers many wellness activities and programs throughout the year. Prepaid Legal Services and Identity Theft Protection Plan Employees may chooseto enroll ina prepaid legal service plan and an identity theft protection plan. The employee pays the premiums for these plans. Credit Union All City employees mayjoin the Credit Union of Palm Beach County. In addition to savings and checking accounts, the Credit Union offers different types of loans, investment choices and recreational opportunities. Section 125 Plan for Health and Dental Premium Section 125 of the Internal Revenue code allows you to have your dependent coverage premiums deducted before payroll taxes are withheld resulting in tax savings to you. Flexible Spending Accounts Employees mayparticipate in flexible spending accounts for reimbursement of medical and/or dependent care expenses . Direct Deposit Employees may have their bi-weekly paycheck deposited to the financial institution of their choice. Closing Date/Time: 12/18/2023 4:59 PM Eastern
Purpose of Classification The primary functions of this position are coordinating the Department's Community Partnerships (i.e. planning departmental events, communicating with community members/leaders, assisting with organizing the C.A.R.E.S program, Explorer Program, and Fire Department Cadets, etc.) and Functioning as the Department's IT Partner (i.e. working with G.I.S., CAD, and Patient Care Reporting Systems, departmental analytical reporting, social media management, etc.) The purpose of this classification is to perform responsible and independent administrative work in support of the planning, organizing and implementing of the Fire Chief’s office programs under general supervision of the Fire Chief or their designee. Areas of assignment include, but are not necessarily limited to, project coordination, data analysis, information preparation, special events coordination, marketing, communication liaison between the public and the Fire Chief, schedule management, records management, and other related functions. Essential Functions The following duties and functions, as outlined herein, are intended to be representative of the type of tasks performed within this classification. They are not listed in any order of importance. The omission of specific statements of the duties or functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned. Answers telephones; greets customers and visitors, including the media; provides assistance, requested documents and information regarding City and department programs and procedures; refers callers to other staff members as appropriate; and takes messages. Coordinates, implements and oversees various special projects. Conducts and reviews special studies in conjunction with a project, and analyzes data and makes recommendations based upon studies. Functions as the departments information technology partner, being familiar with and managing fire department RMS-records management system, scheduling software platforms, and the preparation and maintenance of field related technology to include cell phone and tablets used for cad integration and report writing. Additionally; be involved in the integration of the new CAD-computer aided dispatch system, GIS software and assist with handheld radio issues. Manage department social media and marketing presence within the community by writing, establishing and distributing e-news; researching audiences and venues; preparing marketing statistics; coordinating the distribution of advertisement literature; preparing supporting materials for presentations; setting-up and breaking-down events; and coordinating follow-up activities involving the Fire Rescue Department and all of its operations. Provides assistance in developing, posting, and documenting internet presence, to include social media presence of the Fire Rescue Department. Assesses Special Events policies and procedures as they apply to Fire Rescue and Public Safety, and makes recommendations for improvement. Serves as a team member of City-produced and sponsored events. Assists with the promotion, planning, coordinating, and execution of various City-produced and City-sponsored events. Establishes and maintains department databases, automated files, lists, and computer records; enters and updates data in databases, to include confidential information; researches and retrieves data from information systems; queries records and reports; and generates reports, lists and other documents from databases Composes, edits, types and processes letters, forms, correspondence, administrative forms, lists, spreadsheets, work orders, and a variety of reports including operational, program related reports; prepares meeting agendas, information packets, legal notices and other meeting related materials; collects and/or compiles information for inclusion in surveys, reports, charts, forms and other documents; maintains records; and creates mailing lists, forms and other resources to support managerial, clerical, logistical and administrative activities of the Fire Rescue Department. Prepares folders; maintains files of department correspondence, program records, legal documents, and other documents; photocopies and files documents; distributes materials via email, mail, facsimile and other methods of transport; and requests information from other departments and/or parties as necessary to complete department records/files. Shreds obsolete confidential documents. Performs work in support of all functions within the Fire Chief’s office, including departmental financial administration, marketing, collective bargaining, grievances, special events, branding, and other Fire Rescue Department related activities. Receives and records citizen complaints; forwards complaints to appropriate department members and/or staff for resolution; and tracks complaint resolution. Responds to complaints and questions related to department operations; provides information, researches problems, and initiates problem resolution with customer-first focus and servant leadership principles. Attends conferences, committee meetings, and interdepartmental meetings relating to public administration, marketing, fire rescue and public safety as required; makes speeches or presentations. Attends appropriate workshops and training sessions as requested. Compiles or monitors various administrative and statistical data pertaining to the Fire Chief’s office operations; performs research as needed; makes applicable calculations; analyzes data and identifies trends; prepares or generates reports. Promptly scans documents into records management system, ensuring proper template is used and verifying accurate file maintenance. Prepares and responds to Departmental Public Records Requests, including preparation and necessary redaction of information and files as needed. Performs departmental financial functions including: procurement, budgeting, invoice processing, bill reconciliations, auditing and payroll. Serves as a liaison with City private and public partnerships as requested. Examples include neighborhood associations, Chamber of Commerce, CRA, etc. Prepares or completes various forms, reports, correspondence, employment contracts, salary surveys, bid proposals, performance appraisals, organizational reports, monthly reports, budgets, goals/objectives, or other documents as directed. Operates a computer to enter, retrieve, review or modify data; verifies accuracy of entered data and makes corrections and adjustments; utilizes, in a highly effective and efficient way, word processing, spreadsheet, database, records management, e-mail, and other germane software programs. Establishes and maintains effective working relationships with City employees, elected officials, the press, the general public, industry professionals, and other government agencies. Performs moderately complex work under limited supervision and maintains professional discretion in processing matters of a sensitive or confidential nature from both a legal and ethical perspective. Minimum Qualifications Associate's degree from an accredited college or university in public administration, business administration, business management, project management, or closely-related field; and Four (4) years of administrative work experience in program coordination, special projects, community outreach, event planning, or public relations; and Possess [or able to obtain within fourteen (14) days of hire] and maintain a valid Florida driver’s license. OR Bachelor's degree from an accredited college or university in public administration, business administration, business management, project management, or closely-related field; and Two (2) years of administrative work experience in program coordination, special projects, community outreach, event planning, or public relations; and Possess [or able to obtain within fourteen (14) days of hire] and maintain a valid Florida driver’s license. OR Master degree from an accredited college or university in public administration, business administration, business management, project management, or closely-related field; and Six (6) months of administrative work experience in program coordination, special projects, community outreach, or public relations; and Possess [or able to obtain within fourteen (14) days of hire] and maintain a valid Florida driver’s license. PREFERRED QUALIFICATIONS Minimum Qualifications for education and experience must be met before consideration of the following Preferred Qualifications: Experience with Information Technology Systems Municipal Government Experience Experience within a Public Safety Organization Supplemental Information Ability to clearly communicate Department and City goals, policies, Strategic Plan, and other key information to employees and peers using multiple communication platforms, including but not limited to e-mail and social media. Effectively communicates with supervisor, employees, other departments, contractors, companies, vendors, outside agencies, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, and/or resolve problems. Accurately and expeditiously responds to inquiries for information from various individuals. Ability to prepare accurate and thorough written records and reports. Ability to understand and follow oral and written instructions and to complete assigned tasks with minimal direction. Ability to understand and quickly and accurately follow brief oral and written instructions on moderately complex matters. KNOWLEDGE, SKILLS AND ABILITIES Knowledge of the principles and practices of municipal budget implementation, and administration. Thorough knowledge of Accreditation standards and the Insurance Services Office-Public Protection Classification rating for Boynton Beach. Knowledge of the proper procedures to follow in the preparation of RFPs and/or RFQs. Ability to organize, coordinate and maintain budget accounting records. Ability to accurately interpret and apply policies and procedures. Ability to analyze and evaluate the impact and effectiveness of financial related programs and processes. Ability to exercise independent initiative and judgement congruent with the overall mission, and work collaboratively and successfully with minimal supervision. Ability to communicate effectively, both orally and in writing, including the preparation of written reports, memoranda and presentations. Ability to establish and maintain effective working relationships with employees, supervisors, other agencies, participants, community leaders, and the general public. VETERANS' PREFERENCE Certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority in the City’s hiring process. Additionally, certain servicemembers may be eligible to receive waivers for postsecondary educational requirements in employment by the City. Full-time employees (those regularly scheduled to work at least 30hours per week) are eligible for the City's benefit package. The City of Boynton Beach's comprehensive benefits packageincludes: • Student Loan Forgiveness • Health Insurance • Dental Insurance • Vision Care Plan • Basic Term Life Insurance • Supplemental Life Insurance • Dependent Life Insurance • Accidental Death and Dismemberment Insurance • CityPension Plan • Short Term Disability and other Supplemental Plans • Long Term Disability Insurance • Employee Assistance Program • 457 Savings Plan (three options) • Paid Annual Leave / Vacation • Bonus Vacation Hours • 12Paid Holidays • Paid Sick Leave / Family Sick Leave • Educational Assistance Program *( Depending on budget funding ) •On-site Training Program • Wellness Program • Pre-Paid Legal and Identity Theft Protection Plans • Credit Union • Tax Deferred 125 Premium Plan • Flexible Spending Account • Direct Deposit • Social Security Student Loan Forgiveness Let your City of Boynton Beach employment work for you! Under the U.S. Department of Education’s Public Service Loan Forgiveness (PSLF) program, your student loan balance may be forgiven after you have made 120 qualifying monthly payments while working full-time with a governmental agency. Visit StudentAid.gov/publicservice for more information or to see if you qualify. Health Insurance The City pays the entire premium for an eligible employee. The employee may elect to cover a spouse and/or dependent children by paying the applicable premium for the dependent(s). Dental Insurance Premiums for eligible employeesare paid by the City. Premiums for any covered dependent are paid by the employee with a contribution by the City. Vision Care Plan Premiums for eligible employees are paid by the City. Premiums for any covered dependent(s) are paid by the employee. Life Insurance / Accidental Death and Dismemberment Insurance The City provides each eligible employee with term lifeandaccidental death insurance. Supplemental Life Insurance / Supplemental AD&D Insurance Employees may purchase supplemental term life insurance on an individual-choice basis with premiums based on age. A matching amount of Accidental Death insurance may also be purchased. Dependent Life Insurance Employees who select supplemental coverage for themselves may also purchase coverage for their spouse and dependent children. City Retirement / Pension Plans The City has pension plans for general employees, police, and firefighters. Each plan is contributory with both the employee and the City contributing to the program. Supplemental Plans Supplemental plans provide direct cash payments regardless of any other coverage you may have, and are designed to help fill in any gaps in a medical plan. The employee pays the premiums for these supplemental plans. Short and Long Term Disability The City provides Short and Long Term Disability insurance to eligible employees. The plan is designed to cover a disability sustained on or off the job. Employee Assistance Program (EAP) The City contracts with an employee assistance program (EAP) toprovide employees and their dependentswith free, confidential and professional counseling to help resolve personal or family problems. Deferred Compensation Plans (457 Plans) The City makes available three deferred compensation plans that the employee may voluntarily contribute to on a tax-deferred basis. Vacation All full-time employees accrue time toward paid vacation leave. Accrual begins immediately and vacation may be taken after six months of employment. Holidays The City observes 12 paid holidays throughout the year. Sick Leave / Family Sick Leave Full-time employees accrue one day ofsick leaveper month. An employee may elect to use up to 5 days per year of accrued sick time for illness in his/her immediate family. Tuition Assistance *( Depending on availablebudget funding ) The Tuition Assistance Program reimburses eligible employees for successful completion of approved courses leading to Associate, Bachelor and Master degrees. Wellness Program The City offers many wellness activities and programs throughout the year. Prepaid Legal Services and Identity Theft Protection Plan Employees may chooseto enroll ina prepaid legal service plan and an identity theft protection plan. The employee pays the premiums for these plans. Credit Union All City employees mayjoin the Credit Union of Palm Beach County. In addition to savings and checking accounts, the Credit Union offers different types of loans, investment choices and recreational opportunities. Section 125 Plan for Health and Dental Premium Section 125 of the Internal Revenue code allows you to have your dependent coverage premiums deducted before payroll taxes are withheld resulting in tax savings to you. Flexible Spending Accounts Employees mayparticipate in flexible spending accounts for reimbursement of medical and/or dependent care expenses . Direct Deposit Employees may have their bi-weekly paycheck deposited to the financial institution of their choice. Closing Date/Time: 12/18/2023 4:59 PM Eastern
