Portland Community College | Portland, Oregon

Financial Services Manager II

Class: Management | Exempt status: Exempt | Grade: K

Under the direction of the Finance Division Manager, the Financial Services Manager II manages the day-to-day operations of an assigned functional area involving complex activities requiring extensive knowledge of applicable practices and procedures within the department. Participates in the recommendation and administration of operational policies, procedures and processes in support of assigned functional area. Responds to inquiries from College departments and/or external agencies and supervises administrative services professionals, paraprofessionals, technical/support staff, and/or student workers.

Distinguishing Characteristics

This is the second level in a two level Financial Services Management series. Positions assigned to Financial Services Manager II are responsible for managing a functional area that involves financial activities of a complex nature, which may include areas such as Accounts Receivable and Payroll.

Typical Duties and Responsibilities

1. Plans, organizes, monitors and manages the day-to-day processes and operations of an assigned functional area involving complex activities within the Financial Services Division and the interpretation and application of federal and state mandated guidelines. Manages activities in assigned area of responsibility to include coordinating, implementing, administering and evaluating assigned programmatic area.
2. Participates in developing, monitoring, evaluating, and recommending improvement to processes, procedures, workflow, and/or standards, ensuring alignment with College mission, values, goals and objectives and local, state, and federal laws and regulations.
3. Recommends and administers operational policies, procedures, and processes in support of Financial Services operations; implements and monitors compliance with approved policies, procedures, and processes.
4. Supervises administrative services professional, paraprofessional, and technical/support staff. Hires, evaluates, trains, disciplines and recommends dismissal of staff as necessary.
5. Researches, analyzes, and interprets applicable laws and regulations relative to assigned area of responsibility; makes recommendations based on findings.
6. Participates in/on a variety of meetings, committees, and/or other related groups to communicate information regarding programs, information resources, services, and/or other pertinent information as appropriate.
7. Serves as a liaison with other internal departments within the College and/or to external agencies in order to provide information on available resources and/or services.
8. Participates in the development and administration of program budget in assigned area of responsibility; coordinates the allocation of resources following budget approval; recommends approval of expenditures.
9. Positions in this classification may perform all or some of the responsibilities above and all positions perform other related duties as assigned.

Position Specific Duties and Responsibilities

Accounts Receivable

Positions assigned to Accounts Receivable may also be responsible for:

• Overseeing a variety of processes in the accounts receivable and loan offices including student/non-student billing, third-party billing, collections, scholarship processing, financial aid refunding, hold processes, student account petitions, bankruptcies, and due diligence on delinquent accounts.
• Managing interface issues and relationships with service providers for the College’s student loan servicer and e-bill provider.

Business Office

Positions assigned to the Business Office may also be responsible for:

• Managing the operation of the online payment gateway and Business Office function for the College.
• Overseeing cash control, cashiering, auditing, reconciliation, account payments, student account helpline and related regulatory compliance.
• Preparing 1098T tax statements to students in compliance with applicable regulations.
• Collaborating with applicable internal departments to ensure registration charges are posted accurately, late fees are waived as appropriate, admission fees are applied and payments properly posted, financial aid disbursements are issued, overriding account refunds when necessary, and responding to related customer service requests.

Contracts & Grants

Positions assigned to Contracts & Grants may also be responsible for:

• Managing federal, state, and local grant programs for the College, which includes: reviewing and approving outgoing grant application budgets and narratives prior to submission to funding agencies; coordinating and monitoring activity related to grants with applicable auditors and other governmental agencies; reviewing expenditures; and/or, performing other related activities.
• Providing training to internal staff involved in grant or contracted programs to ensure compliance with applicable regulations and accounting theories and practices.
• Participates in a variety of special projects, which may include: designing and producing financial reports, models, and program analysis as requested; developing, preparing, and submitting various mandated financial reports to public and governmental agencies; participating in investigations of misappropriation of funds; and/or, performing other related activities.
• Coordinating internal reviews of grant programs, contracted services, imprest cash, and College purchase cards; performing related analysis; preparing final review reports.
• Coordinating and monitoring the annual independent audit of grants and contracts as part of the College’s comprehensive annual financial report.
• Developing and maintaining general ledger accounting for contracted programs.

Contracts Management

Positions assigned to Contracts Management may also be responsible for:

• Developing, implementing, and managing division contract templates, quality control, contract training, and electronic contract management systems.
• Receiving and evaluating proposals and bids; awarding or recommending the award of contracts.
• Conducting negotiations with suppliers on proposals, contracts, and contract claims.
• Analyzing current contract and solicitation activities and recommending improvements through more efficient procurement methods, quantity discounts, standardization, value analysis or cooperative purchasing.
• Assisting in establishing and supervising a contract administration system designed to ensure that contractors are performing in accordance with the terms and conditions of their contracts.

Project Accounting

Positions assigned to Project Accounting may also be responsible for:

• Providing accounting and technical assistance to the multiple bond construction and other projects by working closely with College departments that are the primary stakeholders for these projects.
• Preparing work plans and coordinating the work of project teams to accomplish departmental and division objectives.
• Monitoring and analyzing the department’s project spending to ensure compliance with budget policy and local budget laws.

Payroll

Positions assigned to Payroll may also be responsible for:

• Managing the processing of multiple payrolls.
• Assuring that all legally required federal, state and local taxes, Social Security contributions, and other deductions such as contributions to benefit programs including PERS are withheld from individual paychecks.
• Developing, testing, and implementing new and/or updated processes in response to negotiated agreements on behalf of employees.

Work Environment

Work is generally performed in an office environment with frequent interruptions and irregularities in the work schedule. No special coordination beyond that used for normal mobility and handling of everyday objects and materials is needed to perform the job satisfactorily.

Minimum Qualifications

Minimum qualifications may vary with professional field and legal/licensure requirements:

Bachelor’s degree in Business Administration, Accounting, Finance or related area. Relevant experience may substitute for the degree requirement on a year-for-year basis. Five (5) years progressively responsible, professional experience related to area of assignment, including two (2) years of supervisory experience.

Contracts Management position requires a Bachelor’s degree in Business or Public Administration, Business Law, Finance, Purchasing, Supply Chain Management, or related area. Relevant experience may substitute for the degree requirement on a year-for-year basis. Three (3) years of progressively responsible experience in public purchasing, including supervisory responsibilities.

Knowledge, Skills, and Abilities

Knowledge of:

• Supervisory principles;
• Financial principles and practices in assigned area of responsibility;
• Budgeting principles and practices;
• Applicable federal, state, and local laws, rules, regulations, and ordinances;
• Non-profit/college fund accounting systems and principles;
• Advanced internal control practices;
• Advanced financial analysis principles and methods;
• Research methods and techniques;
• Automated financial systems;
• Community college operations and administration principles and practices;
• Policy and procedure development and implementation practices.

Skills in:

• Supervising subordinate staff;
• Coordinating activities with other internal departments and/or external agencies;
• Developing and monitoring budgets;
• Interpreting and applying applicable federal, state, and/or local laws, rules, and regulations;
• Evaluating complex financial systems and efficiently formulating and installing accounting methods, procedures, forms, and records;
• Preparing complex financial statements, reports, and analyses.

Ability to:

• Work with diverse academic, cultural and ethnic backgrounds of community college students and staff;
• Develop and enforce finance and accounting procedures and principles;
• Analyze and interpret complex financial and accounting information;
• Design and implement finance, budgeting, accounting and recordkeeping systems;
• Manage projects;
• Prepare a variety of reports related to operational activities, including statistical analysis;
• Monitor compliance with applicable policies, procedures, rules, and regulations;
• Utilize computer technology for communication, data gathering and reporting activities;
• Communicate effectively through oral and written mediums.

Revised: 4/2007, 11/2021, 8/2022
Replaces: Contract & Grant Accounting Manager, Project Accounting Manager

Portland Community College is committed to hiring and retaining a diverse workforce. We are an Equal Opportunity Employer, making decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or any other protected class.