Coordinates and monitors operations of assigned functional area(s) which may include accounts payable, accounts receivable, purchasing, recharge billing, travel/entertainment, gift accounting, collections and/or cashiering.
- Compile and process monthly recharges for the Chemistry Stockroom, the Analytical Chemistry Instrumentation Facility, and the CNAS College Machine and Glass Shops. Ensure that recharges are billed the correct approved rates, including F&A, and applied to valid FAUs. Coordinate with facility and shop personnel on FAU problems and distribute monthly statements to departments that were charged. Prepare quotes and invoices for external customers. Analyze financial data and prepare monthly financial reports on various sales and service activities.
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25 |
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Serve as the department's Purchasing Card Administrator (DCA). Audit ProCard transactions on a weekly basis and maintain a log of all Procard purchases along with backup receipts in the department's data storage system. Obtain and verify FAUs before transferring expenses, including FedEx charges, from the Procard Expense Clearing account within the 21-day limit. Process sales and use tax entries and reversals as needed and maintain proper documentation in the Journal Documentation System. Reconcile the monthly statements for all department Procard holders.
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20 |
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Request vendor setups and process transactions in the ePay system including PO backups, stipends for non-UC participants, and reimbursement of entertainment/out-of-pocket expenses. Submit recharge requests for various campus services such as printing, laundry, gas cylinders, shredding, etc.
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15 |
Reconciles, researches and resolves discrepancies in financial data.
- Assist the Research Analysts in the reconciliation of the department ledgers on a monthly basis by reviewing expenditures for correct FAU combinations and processing corrections via cost transfers. Consult with staff and faculty in resolving discrepancies. Research, reconcile, and release encumbrances as appropriate.
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10 |
Monitors workflow and productivity in areas such as accounts payable, accounts receivable, purchasing, recharge billing, travel/entertainment, gift accounting, collections and/or cashiering.
- To facilitate payment processing, research requests from A/P before making corrections such as price/quantity adjustments, or adding freight, handling fees, or credits to purchase orders. Process gift acceptance forms for gifts and donations, cash collection reports for check deposits, and wire transfer forms for payments outside of the US.
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10 |
Assists with monitoring productivity with the goal of meeting or exceeding standard expectations for timeliness and quality. Identifies systematic problems and proposes solutions.
- Provide backup assistance for travel/entertainment requests, management of the department's website, and purchasing functions.
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5 |
Assesses compliance with regulatory agencies and internal policies.
- Ensure the department is in compliance with all required trainings by monitoring the status reports on a weekly basis, sending out reminders to students, faculty, and staff who are overdue on their trainings, and assisting users who have trouble assessing the UC Learning Center (LMS).
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5 |
Processes basic/routine financial transactions for review or approval by others.
- Assist the financial team with data collection and other accounting duties as assigned. This includes gathering information from multiple sources and organizing the data in a clear and comprehensive format for various reporting activities such as the annual rate analysis for sales and service funds.
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5 |
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Management of the department's 4 copiers, including maintenance of the copier codes, purchasing the supplies, reviewing the monthly statements for billing accuracy, and calling the service technician for repairs. Assist with the electronic storage and data management of the department's records in accordance with UCR policies.
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5 |
