General Information
| Job Description | BLANK AST 3 | Working Title | Administrative Assistant III |
|---|---|---|---|
| Job Code | 004722 | Grade | |
| Department Name | History - D01019 | Department Head | Katrice Calloway |
| Supervisor | Marilyn Madrigal | Effective Date | 03/08/2022 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Department Custom Scope
| Under the general supervision of the Financial and Administrative Officer, the incumbent provides administrative and transactional support to the History department. Provides assistance to the Financial and Administrative Officer in providing executive support to the Chairs. The incumbent will provide administrative and transactional support to the History department. The incumbent will provide travel and purchasing support for the department. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| 5 years of demonstrated responsible administrative experience (one year of financial accounting transactions experience), or an equivalent combination of education and experience. | Required |
| Bachelor's degree. | Preferred |
Experience Requirements
| Experience | Requirement |
|---|---|
| Experience with processing routine financial accounting transactions in an on-line environment. | Required |
| Experience with identifying account variances and researching discrepancies in accounting ledgers. | Required |
| Demonstrated experience with UCRs on-line financial (UCRFS), purchasing (EBUY), and recharge systems. Knowledge of University of California policies and procedures. | Preferred |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| Travel and Purchasing Support Provides financial processing support for expenses against funds administered for the department of History (general operating, gift, endowment, sales and service, and extramural grant funds), ensuring compliance with College and Campus policies and procedures. Duties include, but are not limited to, the following: Independently processes all general financial transactions (purchase orders, travel vouchers, reimbursement requests, supply orders, physical plant orders, ProCard orders, campus recharge work orders, etc.) in accordance with established policies and procedures. Ensures accuracy of fund information and appropriateness of expenditures given fund restrictions. Maintains appropriate documentation and ensures that charges comply with University and grants agency policies and requirements. Responsible for depositing checks into the Cash Collection Reporting and Reconciliation System (CCRRS) online system. Directly communicates with vendors or campus community (requestors, central offices) to resolve discrepancies. Brings concerns or issues to the attention of the History FAO and the requestor/payee. Serves as the department's ProCard transactor. Processes departmental trouble tickets, printing and reprographics requests, and parking requests. Stays current on financial and payroll issues and system changes/updates. Attends monthly user group meetings for all systems and relays information as needed. Interprets, advises, and assists management and staff with questions regarding the interpretation of reimbursement policies and procedures. Responsible for timely communication with payee and FAO when problems arise surrounding payees reimbursements while working with the Accounting Office to resolve the problem. Works to find solutions to the issues while adhering to policy. | 70 |
| Administrative Support Field all incoming front desk questions and calls from faculty, staff, students and community. Disseminate mail twice daily. Safely store checks, contact payee (including Analyst), and distribute checks per departmental standards. Monitor fax machine for incoming faxes. Responsible for daily filing of all transactions into appropriate departmental files. Monitor and maintain departmental email account. Support for departmental meeting minutes and back up support for academic personnel meetings. | 20 |
| Administrative Support to Chair via Supervisor Assist Supervisor in providing executive administrative support to the chair, vice chair, and all departmental committees. Provide comprehensive administrative support on all departmental projects endorsed by the department Chair and /or FAO. | 10 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Skill in the use of personal computers and experience with preparing detailed financial spreadsheets and reports using Microsoft Excel. | Required |
| Ability to work as a team-player and establish and maintain cooperative working relationships | Required |
| Ability to function independently and take responsibility for results; organize workload with close attention to detail; manage multiple tasks and timelines. | Required |
| Skill in accurate record keeping with strict attention to detail. | Required |
| Skill in communicating effectively and professionally, using tact and diplomacy Knowledge of, and direct experience with, processing payroll in an on-line environment. | Required |
| Skill in editing and formatting documents in word processing applications. | Required |
| Excellent written communications skills, including the ability to compose business correspondence, edit, and use correct spelling, punctuation, and grammar. | Required |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Overtime | Required |
Other Special Requirements & Conditions
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Level of Supervision Received
| General Supervision |
Environment
Working Environment
| Campus |
Other Requirements
Items Used
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Physical Requirements
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Mental Requirements
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Environmental Requirements
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Critical Position
| Is Critical Position: Yes |