CLATSOP COMMUNITY COLLEGE

JOB DESCRIPTION

JOB TITLE: Vice President of Finance (VP OF FINANCE)

GENERAL DESCRIPTION:

This administrative position reports directly to the President and supervises the Director of Accounting Services and the Bookstore Manager. The VP OF FINANCE is responsible for managing the business and financial services of the college. The VP OF FINANCE provides collaborative financial management leadership for the college; ensures the short and long-term fiscal health of the college; oversees the business practices of the college; and ensures that the College utilizes its resources to achieve its educational mission and improve institutional effectiveness. The position assumes overall responsibility for the College’s financial, general accounting, contracts, purchasing, grant accounting, budget, and campus store operations.

EXAMPLES OF DUTIES:

General Fiscal Management

• Oversees budget and financial services at the College by providing direction and guidance to staff and managers.
• Establishes financial and budget operating procedures, monitors effectiveness of operations.
• Ensures the integrity of the College’s financial information.
• Ensures effective internal controls are in place across the College.

Financial Planning and Reporting

• Interprets and administers Board financial/budget policies and College procedures, assuring compliance with these policies and procedures.

• Prepares and maintains long-term financial forecasts for all the College’s funds. Monitors both short and long-term internal and external financial and operational developments to ensure that forecasts are current and accurate.
• Contributes to the College meeting its strategic objectives by assisting administrators and department heads in conducting financial analyses of current and proposed activities.
• Monitors the college’s financial condition and provides budget information to budget supervisors.
• Prepares monthly financial statements for the college and, as the Deputy Clerk of the College Board of Education, reports the financial condition to the College Board of Education, governmental agencies, and the College president and administrators on a regular basis.
• Prepares the annual financial statements and serves as the liaison with the College auditors, ensuring that all needed documents are available and accurate.
• Prepares federal and state reports including but not limited to: Integrated Postsecondary Education Dates System (IPEDS); Community College Fiscal Information System (CCFIS); Current Service Level (CSL) survey.

Budget Preparation and Oversight

• Serves as the Budget Officer per Oregon Budget Law.
• Ensures compliance and fulfillment of Oregon Budget Law: including preparation and presentation of the budget message to the College Budget Committee; and preparation and delivery of required advertising.

Budget Preparation and Oversight (cont.)

• Oversees preparation of the annual budget, including identification of organizational needs and priorities, inclusion of all budget managers in the process, communication of decisions to stakeholders.

• Reviews budgets for compliance with college policy and mission and for sufficiency of resources.
• Develops procedures that integrate business and strategic planning into the annual budget process.

• Monitors external events and developments to ensure that budget preparation incorporates the most current information.
• Oversees budget adjustment procedures for all funds.

Investment, Cash, and Debt Management

• Analyzes and manages daily cash flow to maintain appropriate levels in each bank account for maximum return on investment and to determine if the College will need to participate in the Oregon Schools Tax Anticipation Note borrowing program for cash flow needs during the summer.
• Serves as an advocate for the college with rating agencies to ensure the highest possible rating for the college.
• Coordinates and monitors debt issuance with external financial advisors, bond counsel, etc.
• Ensures the timely collection of all accounts receivable.
• Monitors cash reserves to provide maximum practical protection.

Account Analysis and Recommendations:

• Analyzes and recommends PERS expense levels each fiscal year. Ensures current PERS liability for the fiscal year will be covered and set aside funds for future bond payments and unanticipated spikes in the PERS funding level.
• Analyzes workers compensation accruals annually to guarantee funds are available to pay claims.
• Analyzes unemployment trends within the College and verifies that the expense rate will generate adequate funds to cover claims. If funds remain at fiscal year-end, make recommendations to the president regarding how to utilize those funds.
• Analyzes the medical pool to determine the most equitable allocation of available funds. Recommend buy down level each plan year.
• Negotiates College indirect cost rate with the US Department of Human Services every four years to ensure that the College receives the highest possible cost recovery for grants.
• Renews College certification in the federal System of Awards Management (SAM); Wide Area Workflow (WAF); and Grants.gov websites. Follows the certifications through the federal process to ensure that they are completed and in place by the annual renewal date. Serve as the College system administrator for SAM and Grants.gov websites.

Business Services

• Provides oversight and advice regarding college financial risk ensuring that insurance levels are adequate.

• Oversees the purchasing activities of the College ensuring compliance with Public Contracting Code, Oregon Attorney General Rules and College policies & procedures; reviews and analyzes major contractual obligations to ensure consistency with overall financial goals, objectives, and plans.

• Participates in, and researches data for, collective bargaining/negotiation activities.
• Ensures compliance with financial regulatory, legal, administrative, collectively bargained, contractual, procedural, and accounting standards related to budgets, grants, auditing, purchasing, and other financial activities.

General Supervision and Management

• Provides leadership and direction to the departments which directly report to the position.
• Supervises and evaluates staff; recommends personnel actions such as employment and termination actions, recruitment, and assignment.

• Identifies, recommends, and implements appropriate/necessary training and professional development for self and staff reporting to the position.
• Practices continuous improvement and conducts and oversees work activity to increase efficiency of and improve the effectiveness and productivity of assigned areas.

Public and Intergovernmental Relations

• Represents the college by speaking to and making presentations to external groups (such as the state legislature, other government agencies, and funding agencies) who have the capacity to influence/affect the college’s successes.
• Represents Clatsop Community College at quarterly Oregon Community College Business Officers meetings.
• Responds to requests for information from Higher Education Coordinating Commission and the Oregon State Legislature

Service

• Works collaboratively with other administrators and department heads; serves as an internal consultant.

• Works in close consultation with the College’s Senior Leadership Team to analyze and recommend strategies relating to improve financial management.

• Creates and maintains a customer service culture, program, orientation and focus for assigned areas; monitors departmental activities and customer satisfaction with service delivery; identifies and implements appropriate improvement measures.

• Serves on CCC committees and task forces as requested.
• Makes presentations to the campus, Board, public and legislature as required.

Other

• Engages in college-wide administration including strategic direction.

• Supports college-wide senior leadership activities and contributes to their success.
• Serves as an advocate for and representative of senior administrator’s interests and position.
• Implements, updates, and proposes needed changes in college policies, procedures, and processes.
• Performs other related tasks as required by the President.

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of public sector budget and financial processes and procedures; automated accounting and reporting systems; fund accounting for public colleges and universities.
• Knowledge of applicable federal, state, and local laws governing college fiscal policies and procedures.
• Understanding of computerized accounting environment, including Excel and Word.
• Skill in analyzing data to make informed decisions.
• Ability to speak publicly.
• Ability to effectively lead, guide and encourage staff.
• Ability to formulate and analyze budgets and financial reports; interpret legislation and other policy and environmental factors to determine fiscal impact on the College.

TYPICAL PHYSICAL DEMANDS AND WORK ENVIRONMENT:

Hearing voice conversation, sitting, walking, occurs in this job daily. Bending, climbing a 3-step ladder, color identification, gripping hands & fingers, kneeling, lifting/carrying 0-14 pounds, standing long periods, stooping, twisting body, noisy work area, occurs regularly but not daily.

MINIMUM QUALIFICATIONS:

• Master’s degree in accounting, business, or related field; CMA or CPA certification preferred.

• Seven (7) years of increasingly responsible administrative, management, and leadership experience in a broad range of fiscal assignments
• Two (2) years community college experience or two (2) years higher education financial experience

• Ability to effectively communicate ideas and information in written and oral format to administrative staff, professional colleagues, governing boards, and the general public in large or small group settings.
• Experience in operational and strategic planning, policy development, and financial analysis
• Demonstrated ability to work cooperatively and collaboratively with college faculty, staff, administrators and governing boards.

• Ability to use good judgment and maintain confidentiality.
• Skills in training and team building
• Ability to work with and support a diverse group of people.

Note: The College recognizes the value of skills and knowledge gained outside of formal higher education and paid employment. Applicants who do not meet minimum qualifications but present other qualifications or experience equivalent to those required will be considered and are encouraged to apply. To qualify under equivalency, applicants must indicate how they qualify under equivalency by responding to the supplemental question presented during the application process.

DESIRABLE QUALIFICATIONS:

• Experience working in an Oregon community college in the Finance area preferred.

Revised March 2024