Position Details

Classification Information

Classification Title
Assistant Director, Fiscal Services

Salary Range
$143,738 - $181,276 Annually

Salary Schedule Information

Click Here for Current Management Salary Schedule

Position Information

Job Title
Assistant Director, Fiscal Services

Position Number
DEM965

Location
District Services

Department
District Fiscal Affairs

Percentage of Employment
100%

Months of Employment
12 Months Per Year

Work Schedule
Monday - Friday, 8:00 am - 5:00 pm (However, some flexibility such as evenings and weekends will be required to meet the needs of the department.)

Primary Purpose

PRIMARY PURPOSE
Under the general direction of an administrator or designee, the Assistant Director, Fiscal Services plans, organizes, and directs District-wide financial operations, including accounting, budget and forecasting, payroll posting, grants management, accounts payable and receivable, financial reporting, and student financial aid disbursement. The Assistant District Director ensures fiscal integrity, accuracy, and compliance with applicable federal, state, and local laws, regulations, and governmental accounting standards while promoting efficiency, transparency, and continuous improvement in financial practices and systems.

Distinguishing Characteristics

DISTINGUISHING CHARACTERISTICS

The Assistant Director, Fiscal Services is distinguished by its comprehensive oversight of District-level fiscal management, encompassing complex accounting functions, grants and categorical program administration, and financial reporting. The Assistant Director requires advanced knowledge of governmental accounting standards (GASB), fiscal compliance requirements, and financial systems integration.

Unlike lower-level accounting management classifications, the Assistant Director is responsible for strategic fiscal leadership, development of financial systems and controls, and direct oversight of multiple fiscal service units such as Accounting and Accounts Payable. The Assistant Director serves as a key advisor to executive leadership, ensuring sound fiscal stewardship, regulatory compliance, and consistent implementation of financial policies across the District.

Essential Functions

ESSENTIAL FUNCTIONS
Examples of essential functions are interpreted as being descriptive and not restrictive in nature.

Job Description

JOB DESCRIPTION
Leadership and Oversight of Fiscal Operations

Assists with the planning, coordination, and direction of District-wide financial activities, including accounting, accounts payable and receivable, payroll posting, grants management, student financial aid disbursements, and reporting.

Oversees the preparation and maintenance of general ledgers, financial statements, and related records in accordance with GASB, FASB, and other applicable standards.

Ensures fiscal compliance with local, state, and federal regulations and internal policies.

Budget Management and Financial Reporting

Collaborates with campus and District administrators to develop the tentative and final budgets and produce the annual budget book.

Reviews and approves budget transfers, ensuring compliance with district policies and regulations.

Directs the preparation of financial statements, projections, account reconciliations, and year-end closing activities.

Develops and presents complex financial analyses, variance reports, and financial forecasts for negotiations and executive and Board review.

Grants, Categorical, and Special Program Accounting

Oversees fiscal management and reporting for federal, state, and categorical grants, ensuring compliance with applicable funding requirements.

Monitors cash balances for federal aid programs and coordinates financial aid disbursements with campus offices.

Provides technical accounting guidance to program administrators and ensures adherence to grant and contractual requirements.

System Management and Process Improvement

Serves as the functional lead for the finance component of the District's enterprise financial system.

Directs system administration, troubleshooting, and implementation of upgrades or process improvements.

Analyzes and revises accounting and reporting procedures to increase operational efficiency and accuracy.

Maintains the District's chart of accounts, approval queues, and reporting structure.

Compliance, Auditing, and Internal Controls

Ensures compliance with all fiscal regulations, including audit and grant reporting requirements, tax filings (e.g., 1099, 1098T, Form 990), and sales/use tax.

Coordinates internal and external audits, implements corrective actions, and maintains internal controls to safeguard district assets.

Regularly evaluates financial processes and systems, recommending and implementing improvements.

Leadership, Supervision, and Professional Development

Supervises, trains, and evaluates assigned staff; provides technical guidance and professional development opportunities.

Oversees cross-training programs, staff development, and orientation for new employees.

Provides fiscal training Districtwide to improve understanding of budget and financial procedures.

Technology and Process Improvement

Learns and applies emerging technologies and advances as necessary to perform duties in an efficient, organized, and timely manner.

Diversity, Equity, and Inclusion

Participates in District/College efforts to increase the diversity of faculty and staff and to address student achievement gaps; actively assists in the creation of a welcoming and inclusive work and educational environment; attends and participates in diversity, equity, and inclusion trainings and events.

General

Performs other duties that support the overall objective of the position

Working Relationships

WORKING RELATIONSHIPS
The incumbent engages and maintains contact with various District administrators, management, faculty, staff, students, vendors, government agencies and organizations, higher education institutions, the California State Chancellor's Office, and the public.

Knowledge, Skills and Abilities

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge:

Knowledge and understanding of District, college, division, department, and/or program organizations, operations, policies, procedures, rules, laws, regulations, goals, and objectives related to the area of assignment.

Knowledge of and familiarity with the California Education Code and other applicable laws and regulations related to the area of assignment.

Knowledge of state and federal laws, regulations, and audit and compliance requirements as they relate to community colleges, including Internal Revenue Service, State Chancellor's Office, Government Accounting Standards Board (GASB), and other regulatory agencies.

Knowledge of Community College Budget and Accounting Manual.

Knowledge of appropriate software and databases.

Knowledge of accounting and auditing software.

Knowledge of elements of contractual language.

Knowledge of shared governance model.

Knowledge and understanding of student services operations, including student advising, retention strategies, and support services.

Knowledge of federal and state regulations related to student services, such as FERPA.

Knowledge of student information systems, management information systems, databases, and data management practices.

Knowledge and awareness of equity and inclusion principles, particularly in the context of student support services.

General knowledge of community college structures, processes, and student demographics.

Skills:

Leadership and strategic planning.

Budget preparation, financial forecasting, and complex reconciliations.

Strong analytical, problem-solving, and critical thinking skills.

Strong organizational skills with the ability to prioritize and manage multiple tasks efficiently.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.

Excellent written and verbal communication skills, with the ability to draft clear and concise reports, correspondence, and presentations.

Data collection, analysis, and reporting, particularly in relation to program outcomes and student participation.

Computer software programs, applications, databases, and Enterprise Resource Planning Systems (ERP) systems; computer hardware and peripheral equipment related to the area of assignment.

Abilities:

Ability to work independently and collaboratively within a team environment.

Ability to interact positively and professionally with a diverse student population, faculty, and staff.

Ability to interpret and apply federal, state, and local fiscal laws and regulations.

Ability to assess, analyze, implement, and evaluate research project activities.

Ability to plan and organize all fiscal functions in a manner that produces effective and efficient results.

Ability to review and develop contracts.

Ability to analyze problems, define issues, evaluate alternatives, and develop sound conclusions and recommendations in accordance with laws, regulations, rules, and policies.

Ability to maintain confidentiality and handle sensitive information with discretion.

Ability to learn and adapt to new software, systems, and processes as required.

Ability to provide empathetic and effective support to students, addressing their needs and concerns with professionalism.

Ability to attend and participate in diversity, equity, and inclusion trainings and events.

Ability to provide an inclusive and welcoming work/educational environment.

Ability to demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty and staff. The applicant must be able to demonstrate how their experience with these factors relat