Business Office Specialist - Restricted Funds

SCOPE OF RESPONSIBILITY

The Business Office Specialist – Restricted Funds at Ingram State Technical College (ISTC) is responsible for the administration and oversight of all aspects of restricted fund accounting and for assisting the Director of Accounting in maintaining restricted fund financial records in compliance with applicable federal, state, and sponsoring agency regulations, policies, and procedures. The duties and responsibilities outlined below represent the primary functions of this position.

However, the Chief Financial Officer (CFO), the Director of Accounting, or their designees may assign additional responsibilities as necessary to support the College's operational needs.

• Maintain grant files and supporting documentation, including budgets and budget revisions, reimbursement requests, receipts, progress and final reports, correspondence, and memoranda for audit and compliance purposes in accordance with Generally Accepted Accounting Principles (GAAP).
• Analyze restricted fund general ledger accounts and prepare appropriate adjusting journal entries, subject to review and approval by the Director of Accounting and CFO.
• Prepare and submit financial reports for all restricted fund programs.
• Reconcile assigned restricted fund accounts within the College’s financial system to ensure accuracy and completeness; identify and report discrepancies to the appropriate supervisor.
• Process travel authorization requests and travel reimbursement claims charged to restricted funds.
• Attend grant-related workshops, training sessions, and professional development activities as assigned.
• Assist in the preparation of the College’s annual financial statements.
• Assist in developing and preparing the annual budget.
• Determine and report monthly unpaid claims to the supervisor.
• Prepare monthly trial balances for all assigned grant programs.
• Participate in meetings with Project Directors for assigned grants as needed.
• Serve on College committees and work groups as assigned.
• Serve on College committees and participate in institutional initiatives and special projects as assigned.
• Support the mission, values, and strategic goals of J.F. Ingram State Technical College.
• Comply with all applicable policies, procedures, and guidelines established by the Alabama Community College System (ACCS), the ACCS Board of Trustees, and J.F. Ingram State Technical College.
• Demonstrate sensitivity to and support for cultural diversity and inclusion.
• Perform other duties as assigned in support of the College’s mission and objectives.

• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Proficiency in the operation of computers, financial systems, and standard office equipment.
• Strong written, verbal, and interpersonal communication skills.
• Ability to exercise sound judgment, solve problems independently, provide leadership when appropriate, and collaborate effectively with diverse groups of individuals.
• Excellent organizational and time-management skills, with a strong attention to detail and the ability to manage multiple priorities simultaneously.
• Flexibility to adjust work schedules and priorities as workload and institutional needs require.
• Ability to maintain confidentiality and demonstrate the highest standards of professional integrity.
• Dependable, punctual, and committed to high-quality work performance.
• Ability to establish and maintain effective working relationships with internal and external stakeholders.

• Work is performed in educational, administrative, and correctional facility settings.
• Maintain eligibility to enter and work within all assigned Alabama Department of Corrections/Alabama Bureau of Pardons and Paroles facilities as required for continued employment.
• Demonstrate professionalism, sound judgment, and effective communication while working within correctional education environments.
• Position may require travel between campus locations and correctional facilities.
• Must be cleared through the Alabama Community College System background check and maintain…