Department Assistant, Finance

Position Title
Department Assistant, Finance

Position Type


Classification
Pay Grade 12

Department
Finance

Division


Discipline


Work Schedule
This full-time regular role works year-round Monday through Friday, 8:00 a.m. to 5:00 p.m., splitting responsibilities between the Business Office and assisting in Payroll. Flexibility to work extended hours may be needed by the departments or College.

Position Summary
As a Finance Department Assistant, you will be at the heart of our Business Office and Payroll functions, providing essential support and exceptional customer service. Your role involves:

• Effective communication: Engage with students, staff, colleagues, and other stakeholders in-person, over the phone, and via email to address and resolve accounting and payroll inquiries.
• Entering and managing financial data: Accurately maintain and update spreadsheets, payroll records, and other files.
• Monitoring and reconciling results: Ensure numerical accuracy and consistency.
• Following procedures and problem-solving: Adhere to established protocols and seek supervisory guidance for exceptions, ensuring smooth operations.
• Accurate payment processing: Record and process payments meticulously, applying them to the correct accounts.
• Assisting with daily operations: Support the Business Office and Payroll Department in their day-to-day activities.

KCC Equity Statement
At Kellogg Community College, we are committed to creating an inclusive environment where we foster respect for others and our differences, support cultural understanding, demonstrate ethical behavior and champion social justice. We will accomplish this by:

• Deepening our understanding of diversity, equity and inclusion through learning, engagement with others and personal reflection;
• Valuing the lived experiences and perspectives of others while nurturing and understanding the differences between us;
• Rejecting all forms of prejudice, discrimination and racism; and
• Advancing integrity, justice and civility among and between us.

Physical Demands
The job responsibilities are performed in an office area and presentation venues. Travel by car required. The job has intermittent periods during which continuous physical exertion is required, such as independent mobility between work areas, standing, sitting, stooping, bending, climbing, lifting material or equipment, some of which may be heavy or awkward (8 - 45 pounds). Typically requires regular use of one or more physical senses of medium intensity and long duration. Must meet reasonable deadlines, quotas or demands for accuracy, and may be involved in some mildly unpleasant situations.

Minimum Qualifications

1. Some post-secondary education AND one (1) year of relevant experience OR two or more (2+) years relevant experience.At the time of application, attach unofficial transcripts showing successfully completed coursework, if applicable.
2. Intermediate proficiency of Microsoft Office, especially Word, Excel, Outlook, and Teams.
3. Ability to maintain confidential information.
4. Effective written and verbal communication skills.
5. Ability to interact positively and respectfully with a diverse audience.
6. Proven ability to maintain composure and stay calm in active and/or difficult situations.
7. Proven judgment and ability to prioritize work to meet urgent college needs.
8. Demonstrated ability to multi-task.
9. Excellent attendance and reliability.

Preferred but not Required

1. Prior experience working in accounting or payroll.
2. Associate's degree in finance, accounting, or business.

Proposed Salary
According to the published support staff salary schedule, Classification Pay Grade 12, 2024-2025 hourly wage range, step one $18.09 to step six $23.92. Internal applicants may refer to Article 22, Section 5C.

Special Instructions to Applicants
To be considered, all required materials must be submitted no later than Monday, May 19, 2025, at 9:00 a.m. EST, and it is the responsibility of the applicant to ensure all required materials are submitted by the closing date and time. Only online applications will be accepted - any paper applications will be rejected and returned to the applicant. As part of the interview process, applicants will be given a skills test. If you have questions regarding our online application process, please call 269 565-2074 or e-mail hr@kellogg.edu.

To apply, visit https://jobs.kellogg.edu/postings/2723

Projected Hire Date


External Posting Date
05/01/2025

External Closing Date
05/19/2025

External Closing Time
9:00 a.m. EST

Internal Posting Date
04/24/2025

Internal Closing Date
05/01/2025

Job Duties

Essential Function: Customer Service

Description:

• Provide customer service for stakeholders in a timely manner, while respecting regulations regarding release of information to third parties. Stakeholders include students, staff, high schools, government agencies, companies, and scholarship organizations.

Essential Function: Data and Reports

Description:

• Data input, analysis and transaction research including, but not limited to:
  • Student accounts;
  • Employee information and forms;
  • Payroll authorization forms; and
  • Miscellaneous payroll, finance and student invoice balancing and tracking worksheets.
  
  
  

Essential Function: Payment Processing and Cash Management

Description:

• Process student, company, and organizational payments or deposits.
• Provide back up to office staff for daily bank deposit preparation and weekly accounts payable mailings.

Essential Function: Office Workflow

Description:

• Track, update, and assist with office workflow including payroll authorization forms, employee documents, company invoices, student invoices, and incoming mail.
• Assist with invoice and check mailings, financial aid refunds, employee stipend tracking, and document scanning.

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