Administrative Associate II

JOB TITLE:

Administrative Associate II

DEPARTMENT:

Business Services

PAY GRADE:

35, Classified

PAY RANGE:

$18.00 - $20.00 per hour depending on experience, full-time, benefit-eligible

Generous Benefits include:

• Health/Vision, Dental, Life/ADD & Long-term Disability Insurance: Generous Employer contribution toward the cost of these benefits
• Vacation Leave: Earn up to 15 days per year
• Sick Leave: Earn up to 12 days per year
• Holiday Leave: 12 per year
• Retirement: Participates in MT Public Employees Retirement System; AND Employer match up to 7% for 403(b)
• Tuition Waiver: Employee plus up-to-two legal dependents
  
  
  

NOTE, the average value of our benefits is $25,000 in addition to salary!

FLSA:

Non-exempt

CLOSING DATE:

Open Until Filled

Summary

This position provides quality and professional customer service, financial and administrative support, and information for Business Services questions and procedures.

Essential Duties

• Partners with students as their primary resource contact for payments; counsels students on business services related matters; responds to and resolves related questions, problems, and general inquiries with quality customer service skills.
• Serves as the first point of contact for the Business Office. Responds to emails and phone calls to and from departments, instructors, students, prospective students, and members of the community.Conveys positive and welcoming messaging, and efficient and accurate responses to ensure excellent customer service standards.
• Performs accurate data input to establish and update student records; maintains files and reports; updates information according to policy and regulations, and maintains confidential records.
• Coordinates with students to establish and finalize tuition payment plans, ensuring all financial arrangements are completed accurately and in a timely manner.
• Balances and closes out cash daily, and prepares appropriate reports for review.
• Disburses student account statements, tracks returned mail, and updates student records to ensure accurate and timely delivery. Follows up with students to resolve discrepancies.
• Assists in coordinating student bookstore awards with federal, state, and local agencies (e.g. VA, Job Corps, Job Service, private corporations) and manages the associated account charges. Prepares and reconciles invoices and payments.
• Assists supervisor with the student debt collection process and submissions to MT Department of Revenue.
• Works closely and cooperatively with campus departments, faculty, and staff on program fiscal matters, academic calendar dates, deadlines, and other business related compliance matters.
• Participates actively and with initiative in continuous improvement efforts, including capitalizing on technical solutions to provide efficient and quality services.
• Establishes and initiates effective and timely communications to assure sharing of information.
• Creates and maintains a collaborative and collegial environment with colleagues and maintains effective working relationships.
• Cross trains to perform other departmental and team functions; backfills for staff as needed.
• Works with outside state and local agencies to reconcile cash collection and student account issues.
• Performs other duties as necessary to function as a successful member of the Business Services team.
• Reports to the Accounting Analyst.
  
  
  

Minimum Qualifications

• High School degree or equivalent AND two years of related experience; OR,
• Associate’s degree; OR,
• An equivalent combination of education and experience
  
  
  

Preferred Qualifications

• Work experience in educational environment
  
  
  

Knowledge, Skills, And Abilities

• Ability to provide quality customer service and collaboration by creating a welcoming and supportive environment.
• Demonstrated skill in creating and managing a work climate of collegiality and teamwork.
• Ability to be adaptive in a continuously changing and fast paced environment.
• Skill and ability to operate a variety of computer applications including, but not limited to, Microsoft Office and information systems.
• Skill and ability with general office practices and procedures.
• Ability to work within policies and procedures of FVCC.
• Ability to maintain effective and positive professional relationships with staff, students, and public.
• Demonstrated communication and interpersonal skills.
• Ability to work effectively with people from a variety of culturally diverse backgrounds.
• Ability to maintain a high degree of confidentiality and be FERPA compliant.
• Ability to maintain regular and acceptable attendance levels.
• Ability to pass a criminal background check.
• Ability to respond in the event of an emergency.
• This is a Medium Duty job, according to the Selected Characteristics of Occupations Defined in the Revised Dictionary of Occupational Titles, U.S. Department of Labor and Industry. Medium Duty involves exertion of 20-50 pounds of force occasionally, and/or 10-25 pounds frequently, and/or up to 10 pounds continuously to move objects
  
  
  

APPLICATION PROCEDURE:

To be considered for this position, applicants must apply online at https://www.fvcc.edu/about/careers-at-fvcc; paper submission of applications or resume materials are not accepted. FVCC does not retain application materials for future consideration.

Additionally, applicants are required to submit the following documents by uploading them to the online application (NOTE: FVCC's applicant tracking system will time-out after 45 minutes of inactivity. Please have your documents ready to upload before you click the Apply button.) :

• Letter of application indicating how you meet the minimum qualifications and detail your work experience as it relates to the position's Knowledge, Skills and Abilities, AND
• A current, comprehensive resume, AND
• Three professional references, with complete contact information, must be provided on the application form. Professional references must be individuals most familiar with applicant's work experience, skills, work behaviors, and supervisory experience. Do not list family and friends for professional references.
  
  
  

EQUAL EMPLOYMENT OPPORTUNITY AND AFFIRMATIVE ACTION: FVCC is an equal opportunity employer and affirmative action organization. It is FVCC's policy that all individuals are entitled to equal employment opportunities regardless of race, color, religion, creed, political ideas, sex, gender identity, sexual orientation, age, marital status, veteran’s status, service in the uniformed services as defined by state and federal law, physical or mental disability, national origin or ancestry except as authorized by law. These protections extend to all management practices and decisions, including recruitment and hiring practices, appraisal systems, promotions, and training and career development programs, as required by federal and state laws.

EMPLOYMENT VERIFICATIONS, REFERENCE CHECKS, AND CRIMINAL BACKGROUND CHECKS: Prior to any offers of employment, FVCC conducts thorough employment verifications and reference checks and may contact organizations and individuals not listed on an applicant's application or resume. Additionally, FVCC conducts post-offer criminal background checks.

FVCC BOARD POLICY: The FVCC Board Policy Manual is available to review at: https://www.fvcc.edu/about/board-administration/board-of-trustees/board-policies.

REASONABLE ACCOMMODATIONS FOR PERSONS WITH DISABILITIES: FVCC provides reasonable accommodations upon request to qualified individuals with disabilities during all phases of employment including the application and selection process. No applicant will be penalized as a result of such a request.

VETERANS' PREFERENCE ACT: Preference applies in hiring and provides a uniform method by which special consideration is given to qualified Veterans. Veterans’ Preference laws do not, however, guarantee Veterans a job, nor do they give Veterans’ preference in internal actions such as promotion, transfer, reassignment, and reinstatement. I understand that applying for a preference is voluntary and that all information related to a preference is confidential and used only during the hiring process; the information will be maintained in a separate confidential file. To claim Veterans' Preference, you must complete the Veterans' Preference Form (form is available at: https://www.opm.gov/forms/pdf_fill/SF15.pdf) and email it along with document(s) that verify your eligibility for employment preference to [email protected]. Claims for Veterans' preference must be received by Human Resources prior to position closing date.

WINDFALL ELIMINATION PROVISION: Based on the Windfall Elimination Provision, I understand my employment may not be covered by Social Security. To learn more about the Windfall Elimination Provision click https://www.ssa.gov/pubs/EN-05-10045.pdf.

AmeriCorps, Peace Corps, and other National Service alumni are encouraged to apply.

EEO/AA