Grant Accounting/Administrative Assistant

Ventura County Community College District

Salary: $56,532.00 - $78,144.00 Annually

Job Type: Classified

Job Number: 2025-00654

Location: Oxnard College (Oxnard CA), CA

Department: OC - Academic Affairs

Closing: 8/6/2025 11:59 PM Pacific

Description

WHAT YOU'LL DO
Under the direction of an assigned supervisor, perform a variety of complex administrative, technical, and accounting duties related to the preparation, maintenance and review of financial records, accounts, and reports associated with contracts and grants; ensure compliance with established district policies and procedures, governmental regulations, and other grantor contractual agreements; perform a wide variety of secretarial and administrative duties; relieve the supervisor of a variety of administrative details.

There is currently one full-time (40hrs/week, 12 mos./year) vacancy located at Oxnard College.

This recruitment is being conducted to establish a list of eligible candidates that will be used to fill district-wide, current and upcoming, non-bilingual and bilingual, temporary and regular vacancies for the duration of the list, not to exceed one year.

WHERE YOU'LL WORK

Oxnard College was founded in 1975 and is the newest of the three community colleges in the county. Set on 118 acres and located two miles from Pacific Ocean beaches, the college is easily accessible by the Ventura Freeway (Highway 101) or the Pacific Coast Highway.

More information about Oxnard College can be found here: Oxnard College

WHO WE ARE

Equity, diversity, and inclusion are essential to our culture and the work that we do within the Ventura County Community College District (VCCCD). The VCCCD is a public community college district serving residents throughout Ventura County. The VCCCD's three colleges - Moorpark College, Oxnard College, and Ventura College - offer programs for transfer to four-year colleges and universities; career technical training; basic skills instruction; as well as community service, economic development, and continuing education for cultural growth, life enrichment, and skills improvement. The Ventura County Community College District recognizes that a diverse community of faculty, staff, and administrators promote academic excellence. This creates an inclusive educational and work environment for its students, employees, and the community it serves. With the understanding that a diverse community fosters multi-cultural awareness, promotes mutual understanding and respect, and provides role models for all students, the VCCCD is committed to recruiting and employing a diverse and committed group of faculty, staff, and administrators who are dedicated to the success of all college students.

We encourage candidates who are equity-minded to submit an application for employment. We are designated Hispanic-Serving Institutions committed to racial and socio-economic diversity as it reflects our communities and student populations. We actively seek to attract candidates who share this commitment to equity, diversity, and inclusion.
The Ventura County Community College District does not engage in any employment practice that discriminates against any employee or applicant for employment on the basis of ethnic group identification, race, color, language, accent, immigration status, ancestry, national origin, political beliefs, age, gender, sex, religion, transgender, sexual orientation, marital status, veteran status, and/or physical or mental disability.

Representative Duties

Perform a variety of technical accounting work in the preparation, maintenance and review of financial records, accounts, and reports; ensure compliance with established District policies, procedures, governmental regulations, and generally accepted accounting principles. E

Monitor and maintain account balances; reconcile, balance, and adjust accounts; verify accounting data for accuracy, completeness, and compliance with established procedures. E

Collect, compile, and synthesize complex statistical and financial data and other information for inclusion into grant applications, fiscal reports, program plans, progress reports, and other reports in accordance with District and external-agency requirements; proofread, verify, and review a variety of materials and reports for accuracy and completeness. E

Maintain current budget information; monitor budget expenditures; assist grant director in the development, preparation, maintenance, and review of assigned budget. E

Monitor grant compliance for proper accounting and appropriate distribution and recording of expenditures; assist grant director with fiscal compliance issues; prepare required reports. E

Prepare invoices, purchase requisitions, and similar documents; maintain payroll and personnel records for staff. E

Serve as liaison between assigned office and faculty, staff, administrators, as well as the community and outside agencies; respond to inquiries pertaining to activities related to the grants, contracts, and department; interpret and explain requirements, policies, and procedures pertaining to contracts and grants. E

Manage calendar of activities, meetings, and various events of an administrator and assigned department; coordinate activities and meetings with multiple departments, the public, and outside agencies. E

Design, prepare, disseminate, and coordinate the production of announcements, brochures, flyers, forms, social media posts, and other promotional materials regarding the services of grant programs in collaboration with the marketing department; establish and maintain program website and social media accounts. E

Establish and maintain complex, interrelated filing systems. E

Coordinate travel arrangements; type itineraries, request travel advances, compile expense reports, and process conference reimbursement and other requests, as needed.

Provide information and assistance to students regarding academic and support services, and refer students to appropriate services and departments across campus, as needed.

Receive, open, and distribute correspondence and email; identify and refer matters as appropriate.

Provide training, work direction, and guidance to student workers as assigned.

Work collaboratively and professionally with faculty, staff, students, and stakeholders from diverse academic, socioeconomic, cultural, disability, gender identity, and ethnic communities. E

Demonstrate cultural humility, sensitivity, and equity-mindedness in working with individuals from diverse communities; model inclusive behaviors; and achieve equity in assignment-related outcomes. E

Perform other related duties as assigned.

Minimum Qualifications

An associate degree or higher in accounting AND one year of clerical or administrative support experience

OR

A bachelor's degree in business administration, finance, or accounting related field AND one year of clerical or administrative support experience

OR

An associate degree in business administration, finance, or accounting related field AND one year of accounting experience using computerized software AND one year of clerical or administrative support experience

OR

12 units of post-secondary accounting coursework AND two years of accounting experience using computerized software AND one year of clerical or administrative support experience

OR

Graduation from high school or equivalent AND three years of accounting experience using computerized software AND one year of clerical or administrative support experience

Supplemental Information

EXAMINATION AND SELECTION PROCESS:

This is an examination open to the public and current district employees seeking a promotional opportunity. To ensure consideration, please submit your application materials by the posted deadline date on this bulletin.

The examination process may consist of any of the following components:

A) Written/Multiple Choice Test = Qualifying (pass/fail)

B) Technical Interview = 100% weighting on final score

*The written/performance examination may consist of any of the following components:

MS Word

MS Excel

Sentence Clarity

Multiple Choice Accounting Test

WRITTEN/MULTIPLE CHOICE TEST DATE RANGE AND LOCATION:
Date Range: Friday, August 8, 2025 to Wednesday, August 13, 2025

Location: All candidates who meet the minimum qualifications will be emailed a link to the test on August 8, 2025 and will have until 11:59pm on August 13, 2025 to complete the test. In order to participate in the written/performance test, you must have access to a computer and a reliable connection to the internet.

The top candidates with the highest passing scores on the written/performance test will be invited to the technical interview.

TECHNICAL INTERVIEW DATE RANGE AND LOCATION:

Date Range: Thursday, August 21, 2025 to Wednesday, August 27, 2025

Location: The Technical Interview will be conducted remotely, using Zoom. In order to participate in the interview, you must have access to a computer with a camera, microphone, speakers, and a reliable connection to the internet.

The examination components and dates are subject to change as needs dictate. All communication regarding this process will be delivered via email.

SUBMISSION OF APPLICATION:

Applicants must meet the minimum qualifications as stated, including the possession of licenses, certifications, or other requirements, by the filing deadline in order to move forward in the recruitment process. You must attach copies of any documents that demonstrate your attainment of the minimum qualifications (e.g., unofficial transcripts, foreign transcript evaluation, copies of any required licenses, and/or certifications). Failure to submit any required documents may result in disqualification. All required documentation must be attached to your application; Human Resources staff will not upload your documents for you. The VCCCD does not accept letters of recommendation for classified positions. Please do not attempt to attach letters of recommendation to your application.

ONCE YOU HAVE SUBMITTED YOUR APPLICATION YOU WILL NOT BE ABLE TO MAKE REVISIONS TO YOUR APPLICATION MATERIALS.

When completing the application, please make sure you include ALL current and previous employment in the Work Experience section of the application and complete ALL fields, including the name and contact information for your supervisors. Duration of work experience is calculated based off a standard 40 hour full-time work week. Part-time work experience will be prorated based off a standard 40 hour full-time work week. Experience that is included in the resume but not in the Work Experience section of the application may not be considered for the purpose of determining whether you meet the minimum qualifications. When completing the supplemental questionnaire (if applicable), outline in detail your education, training (such as classes, seminars, workshops), and experience.

ELIGIBILITY LIST: Upon completion of the examination, the eligibility list will be compiled by combining the final examination score with applicable seniority and veteran's credits, if any. The candidates will be ranked according to their total score on the eligibility list. Certification will be made from the highest three ranks of the eligibility list. This eligibility list will be used to fill current vacancies for up to one year from the date of the technical interview.

PROBATIONARY PERIOD:All regular appointments made from eligibility lists for initial appointment or for promotion, with certain exceptions, shall be probationary for a period of six (6) months or one hundred thirty (130) days of paid service, whichever is longer. Classified management, police, and designated executive classifications shall be probationary for a period of one (1) year of paid service from initial appointment or promotion.

ACCOMMODATIONS: Individuals with disabilities requiring reasonable accommodation in the selection process must inform the Ventura County Community College District Human Resources Department in writing no later than the filing date stated on the announcement. Those applicants needing such accommodations should document this request in an email toHRMail@vcccd.edu including an explanation as to the type and extent of accommodation needed to participate in the selection process.

DEGREE INFORMATION:

If a degree/coursework is used to meet minimum qualifications, an official copy of your transcripts will be required upon hire. If you have a foreign degree and the institution from which your degree was granted is not recognized as accredited by the Council for Higher Education Accreditation (CHEA) or the U.S. Department of Education, foreign transcript evaluation is required if the foreign degree/coursework is used to meet minimum qualifications. The foreign transcript evaluation must be included with your application materials. Visit the Council for Higher Education Accreditation (CHEA) or the U.S. Department of Education to search for institutions that are recognized as accredited. If you need your transcripts evaluated, please review the list of agencies approved for foreign transcript evaluation (Download PDF reader). If applicable, an official copy of your foreign transcript evaluation will also be required upon hire.

For more information about the recruitment process at VCCCD, including responses to Frequently Asked Questions, please visit our Classified Careers page.

To apply, please visit https://www.schooljobs.com/careers/vcccd/jobs/4999603/grant-accounting-administrative-assistant

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Job Details

Grant Accounting/Administrative Assistant

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