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Accountant Job Description

Overview
WORKING TITLE
  • Accountant I
    		•  PERCENT OF FULL
  • 100
    		•
    DEPARTMENT/PROJECT OVERVIEW
    POSITION OVERVIEW
  • Under the general direction of Accountant IV serves as the point of contact within General Accounting to maintain the Chart of Accounts and establishing and maintaining the Chart database for the Office of the President reporting requirements. Serves as the IFIS system coordinator to provide support and training for General Accounting and the campus departments. Key point of contact for internal control processes associated with accounting and reporting in a complex systems environment. Serves as GA Departmental Security Administrator (DSA) and systems liaison. Campus coordinator for IFIS batch feeder files, GA online documents, and ledger production. Maintains GA web pages/content on Blink.
    • SPECIAL CONDITIONS OF EMPLOYMENT
  • Overtime may be required. Vacations discouraged during month end closing and Fiscal Year closing process. Work location is at Torrey Pines Center South.
    • EMPLOYEES DIRECTLY SUPERVISED: Name, Payroll Title, Job Description #, Status (career, casual, student), %Time
    EMPLOYEES SUPERVISED THROUGH OTHERS: Name, Payroll Title
    For use only by Department HR Contact
    IS BACKGROUND CHECK REQUIRED
  • No
    		•  IS C.O.I. DISCLOSURE REQUIRED
  • No
    		•
    IS PRE-PLACEMENT PHYSICAL REQUIRED
  • No
    		•  (Dept only) REQUESTED HEERA
  • All Others, not Confidential
    		•
    (Central HR only) APPROVED HEERA
  • All Others, not Confidential
    		•
    FUNCTIONS WITH CORRESPONDING TASKS
    FUNCTION NAME
    (1.)  CHART OF ACCOUNTS (COA)    		 %TIME
    25%    		 ESSENTIAL
    True
    TASKS
    A. Serves as the Chart of Accounts expert in establishing Chart elements needed for financial reporting requirements.
    B. Monitors and analyzes COA database tables.
    C. Initiates corrections as necessary when invalid accounts structures are determined.
    D. Resolves any problems with upload of data files from the Paradox database to IFIS and ISIS.
    E. Analyzes CAFP (general ledger) files to ensure completeness and compliance with UCOP specifications.
    F. Coordinates transmission of the file to UCOP. Ensures transmission and work is translated to UCOP. Ensure data is valid.
    G. Advises and assists departmental and campus personnel regarding COA questions and possible resulting systems and reporting problems.
    H. Analyzes and corrects COA translation coding errors between IFIS and UCOP.
    I. Responsible for coordinating the data entry and maintenance of the Chart of Accounts.
    J. Processes requests for Index Inactivation received from campus departments and coordinates adjustments as needed.
    FUNCTION NAME
    (2.)  IFIS LEDGER MAINTENANCE AND CONTROL    		 %TIME
    20%    		 ESSENTIAL
    True
    TASKS
    A. Serves as the Campus coordinator for IFIS GA batch feeder files, GA Online documents associated with the Ledger production. Advises and assists campus and departmental personnel in analyzing online and batch ledger feed problems, and recommends resolutions. Audits/reviews error reports with department and work with Accountants to correct.
    B. Develops and maintains the ledger control system to confirm that all batch feed documents have been corrected and loaded, prior to the production of the month end ledgers.
    C. Analyzes any suspended transactions from the various batch feeds, and resolves.
    D. Works with the various self-supporting areas to identify problems of a recurring nature, and recommends procedures to provide longterm resolution.
    E. Modifies and/or develops various edits to the IFIS system to ensure that transactions conform to current accounting reporting standards.
    F. Runs defined ledger data extracts from the various Paradox databases and creates reports for review by the appropriate Accountant, to maintain proper coding for Financial Reporting to UCOP.
    G. Coordinates various IFIS report reconciliations of the data in other reports and/or databases to insure adjustments are made in all appropriate places.
    H. Prepares financial, budgetary, and/or encumbrance journals as required to correct coding problems to insure proper financial reporting.
    I. Key point of contact for internal control processes associated with accounting and reporting in a complex systems environment.
    J. Performs special projects as needed.
    FUNCTION NAME
    (3.)  IFIS TRAINING AND SUPPORT (HELP DESK)    		 %TIME
    20%    		 ESSENTIAL
    True
    TASKS
    A. Serves as the IFIS system expert to provide support for General Accounting and campus departments.
    B. Advises and assists departmental and campus personnel at all levels with preparation of online IFIS documents through financial Link.
    C. Advises and assists users with IFIS systems problems for the GA module. Analyzes user problems and determines appropriate remedies.
    D. Conducts training classes thru Staff Education (Monthly & Bi Monthly)in the preparation of various types of IFIS online documents and general instruction in reading the General and Encumbrance ledgers
    E. Creates instructional materials and defines the content of the class for online journal preparation.

    FUNCTION NAME
    (4.)  SYSTEMS LIAISON    		 %TIME
    20%    		 ESSENTIAL
    True
    TASKS
    A. Departmental Security Administrator (DSA) for the General Accounting department.
    B. Advises and assists campus DSA's in establishing online journal authorizations.
    C. Coordinates accounting and reporting internal control activities to system processing activities
    D. Coordinates with ACT to correct approval hiearchy problems.
    E. Analyzes IFIS systems and reporting problems.
    F. Coordinates with personnel from ACT in resolving problems that are affecting IFIS users.
    G. Initiates Adcom requests (ACR's) as required to facilitate the resolution of problems encountered by users, or modifications needed to meet changing needs.
    H. Coordinates with BFS Systems to resolve existing user problems (printer set up, Campus systems profile)
    I. Initiates Development Requests to modify existing processes in order to meet changing needs (formal requests to set up, assists ACT with existing applications).
    J. Develops new material for the GA Sponsor site, and coordinates changes to existing content for other GA members as needed
    FUNCTION NAME
    (5.)  OTHER FUNCTIONS    		 %TIME
    15%    		 ESSENTIAL
    False
    TASKS
    A. Analyzes reporting needs, and develops AdHoc reports utilizing various databases for campus and departmental personnel.
    B. Responds to campus departmental telephone inquiries by providing the accounting information requested, assisting the caller to find the information required to resolve their question, or re-directing the call to the aappropriate person so that the matter is resolved.
    C. Participates on various BFS teams.
    D. Reconciles transaction code problems, and verifies that corrections were made.
    E. Reconciliation of transfer account codes. Identify and resolve problems.
    F. Serves as the GA expert on the Overdraft Reporting system. Provides support and training to both GA staff members and campus wide entities.
    KNOWLEDGE, SKILLS, AND ABILITIES
    RELATED FUNCS: DESCRIBE KNOWLEDGE, SKILL, ABILITY: IMPORTANCE LVL:
    1 2 3 4 5 Minimum of BS or BA degree, or equivalent experience with accounting concentration. in addition, a specific, verifiable requirement is the successful completion of college or junior college accounting courses through the intermediate accounting level including successful completion of an auditing course. Required
      Successful completion of college or junior college basic information systems course. Demonstarted knowledge of automated accounting systems to resolve problems or recommend improvements as solutions in mainframe and PC environments and information processing from a data warehouse environment. . Required
      Thorough knowledge and understanding of UCSD account structures, UCOP account structures, and the IFIS accounting system or comparably complex systems in a universtity or college environment. Ability to ananlyze and summarize complex accounting data, perform complex reconciliations, prepare financial statements and resolve complex accounting problems as their impacts on complex accounting systems. Required
      Ability to analyze information, situations,problems, policies and procedures to :
    a. define the problem accurately
    b. Separate problems from symptoms
    c. Identify potential solutions
    d. Recommend the appropriate solution for the application
    e. Formulate logical and objective conclusions/recommendations based upon the data/observations     		Required
      Demonstrated skill in instructing individuals in a classroom and training environment. Skill in providing guidance and instruction to employees at all levels. Required
      Knowledge of UCOP and UCSD organizational structure, including policies and procedures, administrative offices, and general ledger (IFIS) Preferred
      With a high degree of honesty and integrity, able to work independently, exercise good judgement, and to take the initiative with minimal direction and oversight. Required
      Skill in use of a personal computer. Demonstrated proficiency in application of PC tools--spreadsheet software (Excel), word processing software(Word), and database software (Access, Paradox) to problem solving and systems development and ability to train others in their use. Required
      Proven ability to work well in a team environment and evidence of collaborative skills to sucessfully complete complex accounting or systems projects working with a small or large group of people. Evidence of leadership skills. Ability to form good working relationships with individuals at all levels. Demonstrated ability to communicate openly and effectively, to promote consensus building, and to assume various defined roles within the team.
    		Required
      Skill in prioritizing workloads to meet deadlines. Demonstrated ability to seek out opportunities to improve work processes and actively encourage and support efforts to effect positive change using innovative means. Required
      Demonstrated customer service skills including courteously and professionially responding to telephone/e-mail inquiries by providing the required information/assistance in a timely manner Required
      Knowledge of the analysis, use and functions of accounting reports including the production of complex annual financial statements leveraging automated processes. Required
      Strong ability to communicate effectively with little or no oversight--verbally and in writing including the ability to write and explain new or existing policies and procedures after analyzing business requirements, regulations and similar information . Ability to write formal business correspondence, needs analyses, employee job cards, performance appraisals and other office correspondence as required. Required
      Proven ability and willingness to accept responsibility for assigned duties Required
      Demonstrated ability to resolve problems, using investigation/research skills and the implementation of creative solutions. Required
      Knowledge of the tools used to develop and maintain a website. Required

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