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| Overview |
| WORKING TITLE
Accounting Specialist
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PERCENT OF FULL
100
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DEPARTMENT/PROJECT OVERVIEW
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POSITION
OVERVIEW
Working with the Assistant Finance Manager, perform long-range
financial planning, manage all financial aspects of intellectual
property portfolio management including payables, receivables,
cash management, general ledger reconciliation and statement
preparation, project and assign expenditures related to general
operating budget, intellectual property management, and
inventor/ research royalty share distributions, perform
budgetary/financial analysis and prepare reports. Responsible
for all phases of accounting including filing systems for
accounting division, payroll, purchasing, accounts payable and
receivable. Apply knowledge of university policies and various
regulations relating to Contract Compliance Analyst, Manager of
License Services, other UC departmental personnel, and outside
parties. Analyze, interpret and implement university fiscal
policies for department users. Identify potential problems,
independently formulate solutions and make recommendations to
the Assistant Finance Manager, MSO and Director. Supervise
part-time workers in the unit.
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SPECIAL
CONDITIONS OF EMPLOYMENT
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EMPLOYEES
DIRECTLY SUPERVISED: Name, Payroll Title, Job Description #,
Status (career, casual, student), %Time
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EMPLOYEES
SUPERVISED THROUGH OTHERS: Name, Payroll Title
None
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| For use only by Department HR Contact |
| IS BACKGROUND CHECK REQUIRED
No
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IS C.O.I. DISCLOSURE
REQUIRED
No
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| IS PRE-PLACEMENT PHYSICAL
REQUIREDNo
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(Dept only) REQUESTED HEERA
All Others, not Confidential
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(Central HR
only) APPROVED HEERA
All Others, not Confidential
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FUNCTIONS WITH CORRESPONDING TASKS |
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FUNCTION NAME
(1.) Fiscal management |
%TIME
70% |
ESSENTIAL
True |
TASKS
a. Working with the Assistant Financial
Manager, responsible for all phases of
departmental accounting. Independently
address inquiries from faculty,
inter-departmental business offices, OCGA,
OPAFS, outside vendors, Disbursements Office
and General Accounting Office. Maintains
first-hand knowledge of funds and provides
accurate and timely fiscal advice to faculty
and students.
b. Responsible for all financial activities
pertaining to annual fiscal closing. In
accordance with UC and funding agency
guidelines, manage closeout of accounting
records for contracts, grants and gifts for
related activities including purchasing,
vendor relations, travel and monthly
reconciliation of expense against operating
ledgers.
c. Responsible for maintaining department
records and ensuring that internal audit
controls are followed as provided in
university policies and procedures.
Responsible for compiling required records
in response to internal and external
accounting audits. Manage and coordinate
agency audits.
d. Effectively use financial management
tools including various ACT web-based Link
Family tools to independently develop
accurate and detailed financial and
statistical reports.
e. Using downloads and spreadsheets to best
advantage, independently audit, analyze and
reconcile the department monthly operating
ledgers. Identify and investigate
discrepancies. Contact external departments
when necessary. Utilize appropriate
University financial systems such as IFIS
and FinancialLink to correct discrepancies.
Monthly, reviews each fund and index based
on knowledge and history of project.
Identify and investigate misapplied or
mischarged expenses including recharges.
Initiate corrections including contacting
other departments when necessary and
verifying corrections have been made.
f. Establish internal IFOAPAL structure and
allocate funding to appropriate sub
accounts. Coordinate timely cancellations
and terminations with related campus
departments.
g. Prepare and approve online budget
transfers and non-payroll expense transfers.
Audit and review university forms prepared
by outside departmental units which affect
departmental funds, such as travel
advance/vouchers, ENPETS, PETS, budget and
financial transfers, entertainment expenses,
check requests, university recharges,
computer and telecom expenses.
h. Direct all purchasing functions for the
department. Implement purchasing policies
and procedures that address the needs of the
department. Process and approve online
purchasing activities including
supply/equipment acquisitions, POs, and
independent purchasing agreements. Oversee
packing slip/invoice matching and verify
that orders are received prior to approving
invoices for payment. Serve as liaison with
outside vendors and UCSD accounting offices
to ensure timely payments.
i. Train, monitor, approve and provide
expertise to faculty and students in
preparation of financial transactions and
accounting forms such as LVPOs, HVPOs,
blanket purchase orders, check requests (for
memberships, subscriptions, and
reimbursements), foreign wires, travel
advances and travel expense vouchers. Advise
of complex purchasing issues, including sole
source justification, multiple funding
sources, verification of appropriateness of
funding source used for expenditures. Ensure
compliance with UC and agency regulations
and policies.
j. Oversee travel functions including
determination of appropriate funding source,
advising students, staff and visiting
faculty on travel arrangements in compliance
with UC, state and federal regulations.
Obtain necessary advance approvals and
oversee preparation and submissions of
travel vouchers. Responsible for obtaining
information on appropriate visa status for
foreign visitors prior to their travel and
coordinating with the Travel Office on all
exceptions to policy. Direct basic financial
transactions such as simple travel or
entertainment documents to financial
assistant or other departmental staff.
k. Assists MSO with the development and
maintenance of the department's internal
control practices, separation of duties and
record maintenance to comply with UC
policies and procedures, state and funding
agency regulations.
l. Develop and recommend procedures to
streamline financial processes. Attend
informational and training sessions on new
tools, procedures and policies that are
implemented by the University, campus and
external funding agencies. Communicates new
tools to Assistant Financial Manager and
other departmental staff as needed.
m. Prepare, as needed, financial statements
for OGS funded accounts to ensure department
receives allocations in a timely manner.
n. As directed by MSO or Department Chair,
design and conduct analytical studies and
special research assignments by creating
queries and customized reports from campus
financial systems. Present reports in Excel.
o. Responsible for internal recharge
invoicing. Oversee and approve processing of
Central Cashier Deposit Advice for income.
Monitor all income and expenses related to
the recharge unit.
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FUNCTION NAME
(2.) Budget and planning |
%TIME
15% |
ESSENTIAL
True |
TASKS
a. Perform ongoing analysis of the
department annual budget. Confer with
Department Chair and MSO to develop short
and long-term financial planning for the
department.
b. Interpret university policies, procedures
and regulations on fiscal and material
management matters. Implement changes or
improvements when necessary to ensure that
department fiscal policies conform to UC
policies.
c. Forecast potential funding shortfalls and
overdrafts, and recommend solutions to
Department Chair and MSO.
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FUNCTION NAME
(3.) Other duties |
%TIME
15% |
ESSENTIAL
False |
TASKS
a. Establish and/or revoke user access for
IFIS/PPS/ISIS/Student Link. Ensure proper
record keeping of signed approval forms.
b. Serve as Department Express Card
Administrator. Act as liaison between
cardholders and UCSD Express Card team.
Oversee and review for audit purposes the
reconciliation of receipts or other
necessary documentation with weekly express
card transaction statements. Correct and
reconcile disputed transactions. Collect
California Use tax, if applicable. Process
applications for Express Card holders in the
department.
c. Provide work direction to an Assistant
III with limited appointment and part-time
student worker. Responsibilities include
establishing work schedules, assigning work
projects, signing off time sheets and
coordinating within the department to
provide assistance in completion of
outstanding departmental projects.
d. In absence of MSO or Assistant Financial
Manager, represent the department at
meetings with other campus units, reporting
to MSO or Assistant Financial Manager on
substantial content.
e. Produce new and ad hoc reports from
departmental database and Financial Link for
MSO, faculty and other campus offices.
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KNOWLEDGE, SKILLS, AND ABILITIES |
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RELATED FUNCS: |
DESCRIBE KNOWLEDGE, SKILL, ABILITY: |
IMPORTANCE LVL: |
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Knowledge of accounting and
financial management principles. Strong
background in managing a financial unit
independently. |
Preferred |
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Extensive knowledge of
University of California policies and
procedures. Understanding organizational
structure and administrative operations
within the UC system. |
Preferred |
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Proven ability to research,
collect, interpret and analyze financial and
budget data. Ability to advise on fiscal
matters. |
Preferred |
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Knowledge and experience of
all phases of accounting, including fund
allocation and transfer, account
reconciliation, purchasing, reimbursement,
payroll, and fiscal closing. |
Preferred |
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Ability to independently
identify and resolve complex fiscal issues.
Proven success in articulating outstanding
issues and coordinating with other
departments and divisions for solutions.
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Preferred |
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Strong communication skills,
oral and written. Demonstrated tact,
diplomacy and flexibility in interacting
with diversified populations of faculty,
staff, and students. |
Preferred |
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Proven supervisory and
management skills. Ability to delegate
tasks, organize work under pressure, meet
deadlines with constant interruption,
anticipate and prioritize workflow in
accordance with the campus fiscal cycles.
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Preferred |
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Ability to maintain
financial integrity of the department.
Knowledge of financial audits and compliance
with university, government, and agency
regulations. |
Preferred |
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Knowledge of recharge
policies and procedures. Ability to
administer income-producing activities.
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Preferred |
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Experience and understanding
of academic environment. Experience
interacting with faculty, familiarity with
financial issues impacting faculty and
student productivity and effectiveness.
Experience explaining university policies to
faculty and students. Experience in
establishing credibility with faculty and
students regarding accurate and timely
responses to inquiries, reimbursements and
other issues. |
Preferred |
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Knowledge and experience of
UC administrative, accounting and personnel
systems such as IFIS, Finlink, ISIS, and
PPS. Advanced expertise in processing LVPO's,
HVPO's; experience training others.
Experience monitoring for quality control
and addressing errors with appropriate
supervisor or staff. |
Preferred |
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Advanced expertise in Excel.
Ability to import data from central
databases to Excel, create and run queries,
create spreadsheets and process complex
financial transactions with an online
financial system. Operating knowledge of the
internet and campus financial systems for
research and data gathering. |
Preferred |
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Demonstrated knowledge of
standard and computerized filing systems.
Ability to maintain and cross-reference
complex filing systems for rapid and easy
retrieval by self and others. |
Preferred |
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Experience in public
speaking. Ability to meet with student and
faculty groups to implement and advise on
fund restrictions and allocations. |
Preferred |
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Ability to direct and
oversee the work of others. |
Preferred |
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- Accounting
Next: Accounts Specialist |
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