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Purchasing and Budget Management -
Provide financial support to TRIO to ensure the accuracy and appropriateness of all budget and accounting transactions based on a working knowledge of campus policies and procedures, contract and grant agency requirements, and an understanding of office needs and priorities.
Adhere to campus policy and procedures related to purchasing (Purchase Orders, Requisitions, Work Orders, Recharges, and Procurement Card), receiving, prepayment travel purchases, travel reimbursement, campus services, and vendor payments. Surveys vendors for purchase of goods and supplies and identifies most cost effective means of purchasing.
Responsible for processing all reimbursements in accordance with policy and procedures ensuring proper receipts, approvals, and appropriateness of expenses.
Responsible for ensuring staff travel arrangements (flight schedules, ground transportation, and hotel) complies with policies and procedures. Identify and analyze budget issues, recommend solutions and/or alternatives, and ensure contract and grant agency compliance regarding budget.
Prepare reports and analyses to include summaries of financial transactions, evaluation of current and proposed services, etc. for management review and decision-making.
As a subject matter expert in TRIO grant budgets, responsible for the preparation of annual budgets using complex spreadsheets to track expenses/income and project future expenses/income.
Completes post event audit reconciliation and analysis to redistribute expenses across multiple grant funds based on program participation.
Reconcile monthly ledgers and create/ maintain budget spreadsheets for five Department of Education grants, including monitoring budget balances, identifying accurate charges, appropriate accounts, funds, cost centers and project codes.
Responsible for monthly reconciliation of Procurement Card statement and transactions.
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25 |
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Purchasing and Budget Management (Continued) -
Sets up and maintains project and cost center codes using Excel spreadsheets.
Ensures SAS112 audit procedures are documented and adhered to by TRIO staff. SAS 112 regular tasks include setting up appropriate internal controls to include monthly ledger reconciliation, monitoring/resolving discrepancies, appropriate and timely transfer of expenses.
Process budget related transfer (Procurement Cost Transfers, Federal Non-Payroll Cost Transfers, and Salary Cost Transfers).
Monitor contract & grant personnel salary and effort reporting via PIWRS.
Document processes and procedures for financial activities.
In consultation with ES, manage fiscal and grant close processes to appropriately zero budget categories.
In consultation with ES and UCR Extramural Funds accounting office, coordinate grant cycle closings by ensuring appropriateness of all expenses and timely
clearing per federal grant and UCOP closing guidelines.
In consultation with ES, prepare budget reports for submittal to Department of Education as needed.
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25 |
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Administrative Support -
Responsible for providing phone and walk-in traffic coverage with excellent customer service.
Manages the distribution of all incoming mail and routes as appropriate.
Work closely with and provides administrative assistance to Executive Director, TRIO Directors, and staff as needed in the areas of Budget, Travel, Payroll, Accounts Payable, Personnel/Human Resources, and Policy/Application Updates.
Functions as a resource to support staff on issues such as researching financial discrepancies, escalated customer service problems and vendor concerns.
Keep abreast of all programs, events and activities within the Office of TRIO programs.
Monitors the delivery of quality customer service to various constituencies to include internal department clients and external vendors.
Coordinates and oversees event processes, including: entertainment requests, room reservations, dining requests, transportation, parking, police services, special ground requests, mailings, print orders, vehicle reservations, and physical plant requests.
Responsible for on campus supply/storage organization and inventories.
Responsible for key control.
Responsible for the ordering and maintenance of office supplies.
Attends campus user group meetings (Contracts & Grants Group eBuy/Accounts Payable Users, Travel, and UCRFS).
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25 |
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Human Resources and Payroll -
Ensure the work environment supports federal and state laws and regulations (FMLA, ADA, anti-discrimination statutes, FLSA, etc.).
Applies and assures compliance with all personnel policies and procedures.
Provide support in the areas of payroll/personnel including position management, staff recruitment to include serving as the Affirmative Action Compliance Liaison, on-boarding, off-boarding, leave administration, personnel file creation and maintenance, performance evaluations, merit, and serves as the departmental payroll point of contact when working with Shared Services.
Submit and manage requests on behalf of supervisors related to position management, job management, and salary expense management (Full Accounting Unit).
Enter all requests for hiring and termination of employees to include follow-up with Shared Services when needed. Coordinates internal department on-boarding and off-boarding processes.
Prepares all forms for hiring and termination of employees.
Incumbent will assist and provide support on work-related injuries and the posting of mandatory labor relations posters.
Coordinate and provide support of the recruitment process.
Responsible for review and audit of monthly payroll processing to include review and DOPE reconciliation.
Processes transactions as the Departmental HR Coordinator for HR business systems.
In consultation with ES, create and implement internal procedures as necessary.
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20 |
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Other -
With a focus on creating value for our customers, creates an environment that demonstrates accurate, prompt, courteous and consistent service. Be a driver of efficiency, responsiveness, accuracy, dependability and the relentless pursuit of administrative excellence.
Participate in training related to process improvement, application knowledge, and developing work-related skills.
Other duties as assigned.
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