BUSINESS OFFICE
PROGRAM REVIEW
PROGRAM REVIEW PARTICIPANTS
Tatyana Grinberg, Senior Accountant
Submitted: January 31, 2011
Updated: August 1, 2011
Typed and Organized by Mary Vargas, Facilities Assistant
TABLE OF CONTENTS
Los Angeles Harbor College Mission Statement 3
Los Angeles Harbor College Administrative Services’ Mission Statement 3
Business Office’s Mission Statement & Values 4
Business Office’s Description
· Organizational Chart 5
· Description of Work Performed by Business Office 6
Description of Business Office’s Staff’s Duties
· Senior Accountant 7
· Accounting Technician 8
· Senior Accounting Technician 9
· Accounting Assistant 10
Business Office’s Data Assessment 12
Business Office’s Support to College Programs and Services 16
Business Office’s Service Area Outcomes 18
Business Office’s Goals and Objectives
· 2007 - 2010 Objectives and Outcomes 19
· 2011-2012 Goals and Objectives 20
Business Office’s Review Summary 22
· 2011-2012 Staffing Needs 23
· 2011-2012 Equipment Needs 24
Appendix 25
Survey Results
Staffing Comparison
Unit Plans
· Business Office Unit Plan 2007-2008
· Business Office Unit Plan 2008-2009
LOS ANGELES HARBOR COLLEGE
MISSION STATEMENT
The mission of Los Angeles Harbor College is to offer an environment that fosters learning by providing comprehensive programs that meet the educational needs of students and are appropriate and useful to the community we serve, including:
· Degree and Transfer Programs
· Vocational and workforce preparation
· Basic skills instruction
· English as a second language
· Credit and noncredit courses for life-long learning
· Contract education including customized corporate training
· Community services
· Support services
· Information Literacy
An essential aspect of the mission for the community we serve is to advance economic growth and global competitiveness through education, training, and services that contribute to continuous workforce improvement and civic responsibility.
We are committed to student learning in a supportive educational environment that recognizes the uniqueness of individuals, provides a center for the cultural enrichment of the community and seeks dynamic dialog and reflective evaluation and improvement of the institution.
LOS ANGELES HARBOR COLLEGE
ADMINISTRATIVE SERVICES
MISSION STATEMENT
The Administrative Services units strive to support student learning and student services with effective and efficient business operations by providing a quality learning environment that is aesthetically pleasing, safe, and healthful. The Administrative Services area supports the mission of the college by providing adequate resources required to meet student learning needs both in services and the environment.
BUSINESS OFFICE
MISSION STATEMENT
The Business Office provides support to the college in the area of accounting and budgetary functions. We seek to render timely, efficient and effective service to faculty, staff, administrators and students, as well as to customers both within and outside the college community. We strive to maintain and enforce strong ethical and professional standards, while adhering to college policies and procedures. In addition, we aim to uphold the highest standard of excellence in the performance of our daily responsibilities. Our goal is to further the mission of the college through exemplary service and support. We recognize the need to continue to learn and adapt to innovative ideas and technologies.
BUSINESS OFFICE
VALUES
TEAMWORK: We are dedicated to work together to provide the best possible services to the Harbor College Students and Employees and sustain the positive work environment.
COMMITMENT: We are fully committed to support all college operations and work closely with all departments to constantly improve efficiency. We are committed to follow the District guidelines and procedures and meet all deadlines for the reports.
BUSINESS OFFICE
WORK PERFORMED
The Business Office provides professional services to students, faculty, staff, and administrators in areas of accounting and budgetary services. Other work includes:
Enrollment and other Students Fees
Transcripts and Enrollment Verifications
Dishonored/returned Checks
Financial Aid Overpayments
Oceanography Fees
Parking Fees
I-TAP Cards
Duplicate Registration Forms and Parking
Electronic Fund Transfer (EFT) Requests
Lost Warrant Affidavit
Associated Student Organization Related Services
Refunds to Harbor Students
Manage Students Scholarships Account
Book Vouchers for Scholarship students
BUSINESS OFFICE STAFF’S
JOB DUTIES
SENIOR ACCOUNTANT
· Supervise Business Office to insure Business Office provides our students and employees the best possible services, meets deadlines for all reports, and deposits done in timely and accurate matter.
· Interview and hire temporary cashiers for the “rush” period and other staff when needed. Initiate their assignments and any changes on Portal.
· Process all fund commitments (conferences, student travel, postage, utilities, and miscellaneous commitments; send to the A/P District Office; communicate with persons processing payments and contact initiators when needed. Check for payments per employees or departments request.
· Process Mileage, send to the district, check for payments when asked; communicate with A/P personal and employees if there are any problems.
· Prepare EOPS invoices for Bookstore Vouchers.
· Process SFP invoices (to bookstore, agencies, or SFP to pay for students fees), Journal Vouchers when requested or when adjustments to be made.
· Supervise and participate in process of setting up OC then process payments.
· Handle Student complains, Promissory Notes, and Petitions; resolve problems at the cashier’s window.
· Service Students, employees at the counter (to distribute checks, answer to their inquires, to collect payments)
· Process Cal Card payments
· Prepare window schedule and resolve problems with employees regarding this task.
· Participating in WEB Students Registration Process. (Do the printouts, resolve discrepancies)
· Supervise ASO processing: Deposit collection
- Issue checks
- 1099-Misc., 1096 forms to the lawyer and to the IRS
- Journal Vouchers for the adjustments and booking income and recording
- Expenses.
- Reports (ASO Trial Balance) monthly
- Bank reconciliation monthly
- End of FY Financial Statements
- Postings transactions on QuickBooks
· Fund “D” processing scholarships deposits and payments out them for students
- Deposits and checks for Nursing
- Deposits and checks for Scholarship students
- Invoicing agency for students
- Processing payments to Business Office and Bookstore for all students getting paid by agencies ( Dept of Rehab, Dept of VA, Air Force, MyCAA, etc), SFPs, and scholarships.
- Reports monthly
- Bank reconciliation monthly
- End of FY Financial Statements
- Postings all transactions on QuickBooks
· IMED forms from International Student Center.
· Request unpaid Fees reports for International Students from the District, verify reports, and supply ISC with this reports and inserts.
· Communication with other college departments to resolve any problems or questions (Admission, International Student Center, Academic Affairs, Students Services, etc)
· Answer telephone inquires from students and staff.
· Ordering supplies.
· Back up for Bookstore reports and any other reports or tasks when an employee is absent.
· Taking care of F/A issues.
· Process Student Returned checks when staff is on vacation.
· Prepare Cafeteria reports and send to the District Accounting.
· Prepare Miscellaneous reports when Madeleine is on vacation to meet dead line.
· Training to personnel.
· Process electronic invoices for Military Spouses, Navy and Army Students.
· Supervise payment process for e-invoices, Air force CD payments.
· Supervise and process VA – chapter 33 E-WIRE payments and refunds.
· Analyze and make adjustments to accounts.
· Developing and setting procedures and rules for the Business Office
· Timesheets for Business Office employees.
· Attending meetings (CFA, Managers)
· Any other problems, issues, and inquiries those arise every day in the Business Office.
ACCOUNTING TECHNICIAN
· Classifies clerical accounting transactions; maintains, reconciles accounts; reviews and verifies accounting related documents and resolves discrepancies.
· Verifies the accuracy and completeness of accounting data and determines the accounts affected and entries to be made. Summarizes transactions and prepares control and posting documents.
· Reconciles accounts by comparing account balances with related data to assure agreement; reviews records and source documents to identify sources of discrepancies; and determines corrective entries required to balance accounts. Abstracts data from accounting records for use in reports.
· Researches accounts, reports, statements and source documents for specified information.
· Learn specialized software applications (SAP, DEC, QuickBooks, Excel) and effectively utilize in the processing of accounting related data.
· Answers inquiries from students, administrators, staff regarding fees, holds, scholarship balances, commitments, expenditures, account balances, and accounting procedures and policies.
· Reviews accounts to verify their accuracy and adequacy of supporting documents.
· Process revolving fund reimbursements or other employee claims for reimbursement.
· Critically review source data and detect and correct errors in accounting records Make arithmetical computations and deposits rapidly and accurately.
· Post accounting data accurately in SAP. Process ASO transactions and post them on QuickBooks.
· Maintain accurate accounting files and records.
· Prepare routine correspondence and reports.
· Follow written and oral directions.
· Work with frequent interruptions and under the pressure of recurring deadlines. Work independently.
· Work effectively and cooperatively with District and Harbor college staff and students.
· Prepares Bookstore deposits daily.
· Services students, faculty, and staff at the counter.
· Back up for Miscellaneous deposits
· I-Tap selling and reconciliation, Metro contact.
· Process ASO checks
· Prepare and post ASO Journal Adjustment Vouchers
· Deposit ASO Collection
· Post all transaction on QuickBooks
· Prepare Bank Reconciliation
· Distribute ASO Trial Balance to ASO monthly
· Prepare Financial Statements at the FY end
· Communicate with ASO staff
· Other related ASO duties
· Back up for Process various Commitments.
· Answer phone inquiries from students, faculties, and staff.
· Assist armed truck with deposits.
· Web printouts, student fees verification
· Prepare Miscellaneous and Cafeteria Deposits daily.
· Services students, faculty, and staff at the counter.
· ASO and Fund D deposits weekly or when needed.
· Assists Senior Accountant with Fund “D” scholarships:
· Issue checks on students behalf to the Business Office and Bookstore
· Maintain files for each student with scholarships.
· Maintain Excel file for the scholarships.
· Assists Senior Accountant with invoices to bill awarding agencies.
· Contact students, F/A, and agencies regarding scholarships.
· Help Senior Accounting Technician with Misc. collection paperwork and reports.
· Web payments for the student fees: makes and mails printouts to students.
· Print weekly Financial Aid Institutional Charges reports from Web/Albacore.
· Assist Senior Accountant with invoices.
· Distribute checks to the employees, and students.
SENIOR ACCOUNTING TECHNICIAN
· Responsible for overseeing the day –to-day operation of the Business Office.
· Oversees and trains staff in the balancing of cash drawers and deposits.
· A lead person in Business Office personal/evening shift.
· Change Fund- responsible for ordering and balancing of cash in the safe.
· Prepare weekly Miscellaneous report.
· Credit card charge back.
· Deposit Miscellaneous checks received through campus mail to the proper account.
· Revolving fund reconciliation monthly.
· Process students refund checks.
· Reconciliation of Suspense Account.
· Community Services class fees collections and swapmeet collections.
· Services students, faculty, and staff at the counter.
· Creates counter schedule.
· Handle and solve problems in the Business Office and at the cashier’s counter.
· Process E-WIRE payments and issue refunds for Ch. 33 Department of VA students.
· Answer phone inquiries from students, faculties, and staff.
· Distribute checks to the employees.
· Assist armed truck with deposits.
· Back up for Sr. Accountant during her absence (timesheets, window schedule, FA issues, Cal Cards).
· Prepare Cafeteria monthly reports.
· Process WEB Student payments receipts and WEB payments reconciliation and adjustments.
· Supplies for cashiering: toner, receipts, ribbons, cash register tape, etc.
· Financial Aid process and maintain records of financial aid disbursements, cancellations, and keeps files.
· Places holds.
· Financial Aid Affidavits / lost warrants – send to the District Accounting
· Reconcile and maintain records of all Fees deducted from student Financial Aid checks.
· W9S forms, 1099.
· Process Fund Commitments for Student Travel, Postage, other Commitments.
· ASO, Fund ”D” , and Community Services deposits
· Prepare daily Change Fund used by Business Office, Cafeteria, and Athletics.
· Back up for ASO when Manuel is not available, posting on QuickBooks.
· IMED form from International Student Center: to verify, make copies, and send original to the District(look in the file for sample)
· Handle irate students.
· Helping with processing payments on invoices.
· Services students, faculty, and staff at the counter.
· Answer phone inquiries from students, faculties, and staff.
· Distribute checks to the employees.
ACCOUNTING ASSISTANT
· Performs routine clerical accounting and cash collection duties.
· Receives daily cash, checks, and credit card collections from various locations, reconciles collection with receipts, prepares the daily bank deposit; and follows a fiscal unit's established practices and procedures in the clerical processing and recording of accounting transactions and information which includes posting, checking, and matching documents.
· Checks source documents for common errors in totals, adjustments, and balances.
· Codes accounting documents based on detailed procedures and account classifications.
· Posts transactions to accounting records.
· Logs and sequences source documents, enters accounting data in registers, sorts documents by codes, and matches documents to accounts to assure that entries are properly posted.
· Reviews files to assure complete and authentic documentation for transactions.
· Compiles information from current accounts in the preparation of standard accounting reports.
· Contacts business office personnel to resolve problems relating to cash collections, balances, and deposits.
· Answers inquiries from administrators, supervisor, and students regarding students fees, holds, and scholarships.
· Reconciles discrepancies in accounts caused by coding, transpositions, or missing source documents.