General Information
| Job Description | BLANK AST 3 | Working Title | Administrative Assistant III |
|---|---|---|---|
| Job Code | 004722 | Grade | |
| Department Name | CHA&SS Dean's Office - D01008 | Department Head | Cindy Williams |
| Supervisor | Sharon Payne | Effective Date | 01/03/2023 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Department Custom Scope
| Under the general supervision of the Financial Analyst SUPV, provides various administrative and transactional support to the Budget & Operations Units in the Deans Office of the College of Humanities, Arts, and Social Sciences. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Education and/or experience equivalent to a bachelor degree in a related field. | Preferred |
Experience Requirements
| Experience | Requirement |
|---|---|
| Minimum of one year experience with processing routine financial accounting transactions in an on-line environment. 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. | Preferred |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| Financial and Transactional Support 60% Provides financial and transactional processing support for expenses against funds administered through the Deans Office, Student Affairs, and CHASS Facilities, (general operating, gift, endowment, sales and service, and extramural grant funds), ensuring compliance with College and Campus policies and procedures. ? Independently processes all general financial transactions (purchase orders, travel requests, reimbursement requests, supply orders, physical plant orders, etc.) in accordance with established policies and procedures. Ensures accuracy in fund information and appropriateness of expenditures towards fund source. ? Maintains appropriate documentation and ensures that charges comply with university and granting agency policies. ? Directly communicates with vendors or campus community to resolve discrepancies. Brings concerns or issues to the attention of the Supervising Analyst. ? Research expenditure history using appropriate systems or files to recreate historical data. ?Prepares expenditure reports, statements of balances, and other budget/financial worksheets utilizing Microsoft Excel. Assists with fiscal closing activities. ? Responsible for ergonomic ordering and matching funds requests. ? Processes financial transfers for account clean-up as needed and/or requested. ? Interprets, advises, and assists management and staff of the Deans Office with questions regarding the interpretation of financial procedures. ? Reviews and reconciles monthly general ledgers as assigned. ? Run and Monitor CHASS Gift balances for ANL review ? Maintains Non-Capital Asset Policy (NCAP) Database ? Stays current on financial issues and system changes/updates. Attends monthly user group meetings for all systems and relays information as needed. | 60 |
| Financial and Transactional Support Back Up 25% Act as back up transactional processing support for the CHASS Travel Group and other College departments when needed. Duties include, but are not limited to, the following: ? Independently processes all general financial transactions (purchase orders, travel requests, reimbursement requests, supply orders, physical plant orders, etc.) in accordance with established policies and procedures. Ensures accuracy in fund information and appropriateness of expenditures towards fund source. ? Maintains appropriate documentation and ensures that charges comply with university and granting agency policies. ? Directly communicates with vendors or campus community to resolve discrepancies. Brings concerns or issues to the attention of the Supervising Analyst. | 25 |
| Administrative Support 15% Provides general administrative support to the Dean's Office Managers, Student Affairs and Staff. Duties include, but are not limited to, the following: ? Submits trouble-tickets/work orders for requesting services to address facility issues associated with the Dean's Office and Student Affairs. ? Researches and obtains complex data from various sources for reporting and analytical activities; analyze and organize information in a clear and comprehensive format. ? Prepares reports, presentations and other written documents as requested. ? Other duties as required | 15 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Skill in editing and formatting documents in word processing applications. | Required |
| Ability to function independently and take responsibility for results; organize workload with close attention to detail; manage multiple tasks and timelines. Ability to work as a team-player and establish and maintain cooperative working relationships. | Required |
| Skill in the use of personal computers and experience with preparing detailed financial spreadsheets and reports using Microsoft Excel. Skill in accurate record keeping with strict attention to detail. | Required |
| Excellent written communications skills, including the ability to compose business correspondence, edit, and use correct spelling, punctuation, and grammar. | Required |
| Skill in communicating effectively and professionally, using tact and diplomacy. | Required |
| Knowledge of University of California policies and procedures. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
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 |