General Information
| Job Description | BLANK AST 3 | Working Title | Financial Assistant III |
|---|---|---|---|
| Job Code | 004722 | Grade | |
| Department Name | Comp Lit & Lang/Hisp Admin - D01331 | Department Head | Jeffrey Sacks |
| Supervisor | Michael Austin | Effective Date | 08/29/2022 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|---|---|
| 004922 | STDT 1 | 0.4 |
Department Custom Scope
| Under the general direction of the Financial and Administrative Officer of the Comp Lit/Hispanic Studies Administrative Unit, provides fiscal and human resource services. Administers and coordinates complex non-senate appointments and curriculum needs as well as fiscal support and stability within the unit. The incumbent's role of service is critical to the overall mission of the Administrative Unit in facilitating and enhancing academic support towards quality teaching, strong research and service, while complying with applicable University policies and procedures, granting agencies' regulations, and adhering to the highest standards of ethics. The incumbent acts in accordance with the Comp Lit/Hispanic Studies Administrative Unit's overall mission statement. |
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, Purchasing, Event Management Provides financial processing support for expenses against funds administered for the departments of Comparative Literature and Languages, Hispanic Studies, CLL/HS Admin Unit (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. Process Honoria for guest speakers (intercampus, off campus, cross campus) Directly communicates with vendors or campus community (requestors, central offices) to resolve discrepancies. Brings concerns or issues to the attention of the FAO and the requestor/payee. 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. Serves as the department's ProCard transactor. 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. Manage special events for the department for faculty recruitment, colloquiums, and conferences. Responsible for organizing and working through the logistics with speakers and faculty candidates. Analyze income/expenditures for events and supervise students in creating appropriate announcements/advertisements and flyers. | 40 |
| Fiscal Analysis and Management Process all purchasing and procurement, reimbursements and travel processing by verifying fund availability and standards guided by UC policy. Responsible for reconciliation of departmental ledgers and proper uploading of documentation and backup. Ensure compliance with internal audit requirements and University policies for all financial activities. Provide pre-award budget preparation assistance and PAMIS entries for contracts and grants, working closely with deans? office C&G staff. 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. | 35 |
| 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 FAO), 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. 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. Processes departmental trouble tickets, printing and reprographics requests, and parking requests, ITS requests. Submit payroll requests through the share service centers as needed. Provide support to the FAO for academic appointment files and documents. Other duties as assigned | 25 |
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 |
| Skill in communicating effectively and professionally, using tact and diplomacy Knowledge of, and direct experience with, processing payroll in an on-line environment. | Required |
| Ability to work as a team-player and establish and maintain cooperative working relationships | Required |
| Excellent written communications skills, including the ability to compose business correspondence, edit, and use correct spelling, punctuation, and grammar. | 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 editing and formatting documents in word processing applications. | Required |
| Skill in accurate record keeping with strict attention to detail. | 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 |