|
| Overview |
| WORKING TITLE
Finance/Payroll Specialist
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PERCENT OF FULL
100
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DEPARTMENT/PROJECT OVERVIEW
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POSITION
OVERVIEW
As part of the Admin Unit of the UCSD Career Services Center the
Finance/Payroll Specialist provides high-level administrative
and analytical support in a wide variety of capacities in
support of the Assistant Director, Admin. The position is
responsible for developing, monitoring and maintaining internal
financial controls including, but not limited to: financial
journals and reconciliation; year-end closing; contractual
write-offs authorization; cash-deposit and credit card activity
and reconciliation; grant research/gift processing; corporate,
state, and federal contract funds; ExpressCard administration.
Additionally, the Finance/Payroll Specialist has operational
responsibility for purchasing, equipment management, inventory,
space utilization, personnel/payroll processing,
university-sponsored insurance programs/benefits oversight,
travel and expense activity and reimbursement. This position is
assigned complex projects requiring both independent analysis
and the production of reports for management.
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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
Work Direction of student workers
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EMPLOYEES
SUPERVISED THROUGH OTHERS: Name, Payroll Title
|
| For use only by
Department HR Contact |
| IS BACKGROUND
CHECK REQUIREDNo
|
IS C.O.I.
DISCLOSURE REQUIRED
No
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| IS PRE-PLACEMENT
PHYSICAL REQUIREDNo
|
(Dept only)
REQUESTED HEERA
All Others, not Confidential
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(Central HR
only) APPROVED HEERA
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FUNCTIONS WITH CORRESPONDING TASKS |
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FUNCTION
NAME
(1.) FINANCIAL ADMINISTRATION |
%TIME
35% |
ESSENTIAL
True |
TASKS
Administers a complex and multi-faceted
budget comprised of over 120 active indexes;
maintaining accuracy and ensuring timeliness
of all departmental accounting data.
Monitors and maintains overall financial
activities in support of funds generated by
a large number of income sources.
Oversees and prepares all financial
transactions including recordkeeping, fiscal
controls, monthly reporting, monthly ledger
and credit card reconciliation, fund
transfers, ENPETS and annual fiscal closing.
Assures all transactions are accurate and in
accordance with all university policies and
procedures.
Manages daily cashiering activities:
collects, secures and deposits checks;
processes credit card slips and recharge
paperwork; prepares receipts, documents and
reports. Ensures adherance to University
policy and procedures and accounting
principles and best practices.
Serves as Department Express Card
Administrator; monitoring usage of credit
cards, requesting and canceling staff cards,
and ensuring that expenditures are in
compliance with University policy.
Reviews posting of invoices, purchase
orders, recharges, inventory, cash receipts,
check requests and wire transfers;
researching and correcting any discrepancies
both internally and with external vendors.
Coordinates and implements fiscal closing
operations for State funds, Registration Fee
funds, and revenue funds. Identifies and
analyzes potential fiscal closing problems
and recommends solutions; following through
on agreed upon actions.
Acts as department liaison for formulating,
reviewing and recommending bankcard (VISA/
MasterCard, American Express, etc.)
agreements, including internal policies and
procedures. Reconciles and analyzes bankcard
general ledger account balances in
conjunction with accounting and university
rules and regulations.
Prepares settlement and other income reports
for the Assistant Director, Admin using the
web-based Authorize.net system; downloading
data to spreadsheets as needed.
Prepares monthly financial journal for all
credit card activity; transferring revenue
from clearing account to department revenue
account for both Career Center and Career
Services Institute accounts.
Responsible for monthly credit card
reconciliation process; analyzing and
interpreting monthly accounting data,
including monthly journal. Makes
recommendations and action plans for
resolution of non-reconciling items from
IFIS ledgers and bank statements. Provides
completed monthly reconciliation and status
reports for both Career Center and Career
Services Institute accounts to Assistant
Director, Admin.
Analyzes procedures and develops solutions
to minimize late payments of invoices
thereby limiting risk of write-offs.
Resolves issues related to fee collections,
GUARD invoices, and UCSD late fee account
disputes in compliance with university
policy.
Serves as Career Services Center primary
contact and liaison to UCSD General
Accounting Department. |
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|
FUNCTION
NAME
(2.) PAYROLL/PERSONNEL/TRAVEL
ADMINISTRATION |
%TIME
30% |
ESSENTIAL
True |
TASKS
Oversees and implements comprehensive
payroll and timekeeping services for the
Career Services Center comprised of 28+
staff and approximately 12 student
employees.
Responsible for all payroll activities for
the department; distributing, collecting,
preparing and processing monthly and
biweekly Payroll Time Records on-line or
manually to meet deadlines, assuring
accuracy of time reported, leave usage, etc.
Ensures that payroll time records are
completed with highest degree of accuracy;
reviewing DOPES, audit lists, pay cost
summaries and makes corrections and
transfers (PETs) as needed.
Develops and oversees procedures and
controls for all personnel actions,
including student and staff employee hire,
termination, final wages, background checks,
catastrophic leave requests and donations,
etc.. Prepares and enters all pay
distribution information and modifications
in the PPS system. Ensures new staff
complete all required paperwork.
Manages all CSC staff travel arrangements,
including air, car and hotel reservations,
cash advances and vouchers adhering to
established university and departmental
rules and regulations. Instructs staff on
current relevant administrative policies and
procedures regarding travel.
Assists supervisors and employees with all
questions and problems regarding pay, leave
balances, benefits, tax withholding,
personal data changes, leave accrual rates,
service credit, etc.
Reviews work-study time reports; analyzing
award balances and recommending necessary
adjustments in work schedules or payroll
distributions to stay within budgeted
allocations.
Provides expert guidance to Assistant
Director, Admin and all supervisors on all
manner of employment practices, policies and
benefits. Interacts with Workers’
Compensation Office, Applied Risk Management
and Campus Payroll Offices as needed.
Ensures departmental compliance with campus
HR policy and procedures, including accuracy
and security of all electronic and
paper-based systems and files. |
|
|
FUNCTION
NAME
(3.) FISCAL ANALYSIS |
%TIME
10% |
ESSENTIAL
True |
TASKS
Provides Assistant Director, Admin with
reports, analysis, and forecasting for both
available and projected budget resources.
Oversees planning and reporting system,
including long and short term projections
for departmental program-based operating
budgets with multiple funding sources and
various revenue producing activities.
Provides Assistant Director, Admin and the
Director with monthly income/ expense
statements.
Provides record oversight for the
requirements of SAS 112.
In consultation with the Assistant Director,
Admin develops, prepares and refines
automation of Career Services Center finance
reports. Researches options, available
campus resources and best practices in other
departments for online accounting, financial
data downloads and other aspects of
automated budget reporting. Assists in the
creation and on-going enhancement of a
system of queries and downloads to enable
rapid, efficient and accurate access to
data.
Interprets UC policies ensuring staff
understand university fiscal policies and
follow appropriate expenditure procedures.
Alerts Assistant Director, Admin of any
discrepancies. |
|
|
FUNCTION
NAME
(4.) SPONSORSHIPS & SPECIAL PROJECT
ADMINISTRATION |
%TIME
10% |
ESSENTIAL
True |
TASKS
Tracks all internal and external sponsorship
agreements; assuring that financial
transactions are completed. Follows through
on any noted discrepancies; ensuring that
all revenue is processed accurately and in a
timely manner.
Responsible for all financial aspects of
partnership agreement between Peace Corp and
the Career Services Center. Serves as
contact person to resolve discrepancies and
collaborates with Peace Corps to ensure
funds are transferred efficiently and
accurately. Makes recommendations to
Assistant Director, Admin for needed
modifications to financial logistics of
partnership agreement.
Responsible for all fund accounting
administration and budget activities for the
SAGE Moore's Foundation grant. Ensures
Career Center staff have knowledge of any
relevant polices and procedures and
understand any applicable funding
restrictions.
Responsible for all financial transactions
and revenue reconciliation for the Career
Services Institute registration process.
Prepares year end financial statement and
transfers revenue collected to appropriate
University/College.
Responsible for all budget activities for
any new projects/special events/ initiatives
including establishing University accounts,
monitoring revenue, designing reports and
operational procedures, reconciling ledgers
and credit card activity. Prepares annual
profit/loss reports for events as necessary.
Independently drafts/edits/produces letters
and other documents related to the event's
budget.
Reviews agreements for major gifts from
individuals, alumni,
foundations/corporations; interfacing with
Gift Processing/Extramural Funds and
Material Management to ensure account and
fund establishment. Maintains ongoing files
of all corporate gifts/cash and equipment to
the Career Services Center. |
|
|
FUNCTION
NAME
(5.) SPACE UTILIZATION ADMINISTRATION |
%TIME
5% |
ESSENTIAL
True |
TASKS
Analyzes the use of office space, equipment,
materials, and resources. Makes
recommendations to Assistant Director, Admin
on most efficient and cost-effective space
utilization and the need for any potential
facility upgrades and/or repairs.
Manages smaller sub-contracted remodeling
projects; collaborating with Career Center
staff, construction and design offices.
Processes and submits departmental requests
(e.g., R&A and C&R's) for office remodeling,
renovations and construction. Ensures
specifications and schedules are followed;
resolving issues to safeguard the interest
of University contracts. Reconciles budgets
and expenses for all projects.
Assists Management Team or delegated staff
member with clarification and evaluation of
cost estimates and change order requests.
Performs appropriate research, analysis and
resource allocation to complete planning
stage and final project reports.
Manages inventory records and surplus
equipment; maintaining up-to-date
departmental records and using the on-line
EAMS computerized system as appropriate.
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|
|
FUNCTION
NAME
(6.) ADMINISTRATION |
%TIME
5% |
ESSENTIAL
True |
TASKS
Interpret UC policies and advise Director
and Assistant Directors of relevant policies
and procedures relating to current issues or
problems. Maintain PPM for the Career
Services Center facility.
Informs, trains and monitors the Career
Services Center’s access to appropriate
campus information recordkeeping systems,
signature authorizations, and on-line
authorization processes.
Exercises independent judgment and makes
decisions relating to organizational
operations when Assistant Director, Admin is
absent.
Responsible for fiscal/payrol/personnell
record retention; storing and archiving
current files and disposing of outdated
files according to University policy and
auditing requirements.
Prepare paperwork and process payments for
staff and Career Center memberships and
subscriptions.
Researches products and vendors; soliciting
quotes for merchandise and services needed.
Negotiates with vendors for favorable terms
and discounts.
Coordinates ordering of parking permits,
equipment, two-way radios, PPS services,
tables/chairs, room reservations, AV
services, and catering for special events
such as: workshops, job fairs, conferences,
skill development seminars, employer
receptions and service award programs.
Processes all purchase requests and
requisitions; ensuring accuracy and
compliance with University polices and
procedures. Tracks delivery and follows
through on any problems that may arise.
Independently resolves billing problems with
vendors and/or campus Accounts Payable
Office, interfacing with vendor accounting
offices to identify and implement solutions.
Hires, trains, and supervises student
worker. |
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|
FUNCTION
NAME
(7.) CONTINUOUS BENCHMARKING/SKILL
DEVELOPMENT |
%TIME
5% |
ESSENTIAL
False |
TASKS
Ensure regular appropriate professional
development training.
Designs and completes agreed upon annual
goals. |
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KNOWLEDGE, SKILLS, AND ABILITIES |
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|
RELATED FUNCS: |
DESCRIBE KNOWLEDGE, SKILL, ABILITY: |
IMPORTANCE LVL: |
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| 1 2 3 4 5 6 7 |
Skill in financial analysis,
planning, preparation and administration of
complex and multi-faceted budgets comprised
of many funding sources. |
Required |
|
| 1 2 3 4 5 6 7 |
Skill in performing
financial transactions such as debiting,
crediting, preparing financial
transactions/documents and reconciling
expenses. |
Required |
|
| 1 2 3 4 6 |
Skill in analyzing
accounting data to discover errors, initiate
corrective action and formulate logical
conclusions. |
Required |
|
| 1 2 3 4 5 6 7 |
Ability to analyze
information, define problems or objectives,
formulate logical and objective conclusions,
recognize alternatives and make
recommendations. |
Required |
|
| 1 2 3 4 5 6 7 |
Demonstrated work experience
in the operation of computers including the
use of word processing, spreadsheets,
database software, electronic mail,
electronic calendars and web browsers. |
Required |
|
| 1 2 3 4 5 6 |
Excellent secretarial, word
processing, typing and general office
skills. |
Required |
|
| 2 3 |
Ability to adhere to strict
confidentiality with regard to all personnel
and payroll matters. |
Required |
|
| 1 2 3 4 5 6 7 |
Ability to read and
understand university policies, regulations
and procedures governing financial
administration, accounting, staff personnel,
payroll, contracts and grants and
purchasing. |
Required |
|
| 1 2 3 4 5 6 |
Strong organizational,
documentation and record keeping skills.
Ability to set up and maintain filing
system.
|
Preferred |
|
| 6 |
Skill at supervising student
workers including hiring, orienting,
training, scheduling work hours and
evaluating. |
Required |
|
| 1 2 3 4 5 6 7 |
Demonstrated ability to
plan, coordinate, organize, set priorities,
complete projects, prepare reports and make
recommendations with minimal supervision and
exercise considerable independent judgment
and initiative to accomplish tasks. |
Required |
|
| 1 2 3 4 5 6 7 |
Demonstrated writing skills
to compose and produce concise and
grammatically correct reports and business
correspondence. |
Required |
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| 1 2 3 4 5 6 7 |
Attention to detail,
including the ability to observe and correct
discrepancies and errors in budgetary
records. |
Required |
|
| 1 2 3 4 5 6 7 |
Ability to work in high
volume setting, under deadline pressures
with frequent interruptions and changes in
priorities. Ability to work as a team
member. |
Required |
|
| 1 2 3 4 5 6 |
Demonstrated knowledge of
UCSD payroll/accounting policies,
procedures, codes and forms. |
Preferred |
|
| 1 2 4 6 |
Demonstrated knowledge of
UCSD staff personnel policies, procedures,
forms and classification specifications.
|
Preferred |
|
| 1 2 3 4 |
Ability to use UCSD systems
software: IFIS, ISIS, StudentLink,
EmployeeLink, FinancialLink. |
Preferred |
|
| 1 2 3 4 5 6 7 |
Excellent interpersonal
skills, including tact, diplomacy and
flexibility with diverse student, faculty,
staff and community population. Ability to
maintain composure while working with
customers, especially during stressful
times. |
Required |
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