General Information
| Payroll Title | ANALYST II-SUPERVISOR | Title Code | 007246 | Grade/Step | 07 | Working Title | Fiscal Manager |
|---|---|---|---|---|---|---|---|
| Department Name | Undergraduate Admissions Dept | Supervisor | Emily D Engelschall | Department Head | Emily D Engelschall |
Payroll Title of those supervised
| Title Code | Description | FTE |
|---|---|---|
| 4723 | _____ASSISTANT II | 1 |
| 4722 | _____ASSISTANT III | 2 |
Special Requirements and Conditions
| Critical Position |
| Overtime |
| Other (provide description - max. 300 characters) |
| Other (description) |
|---|
| Work occasional weekends and evenings. |
Level of Supervision Received
| General Supervision |
Items Used
| Computers, printers, fax, telephone, hand held radio, motorized cart. |
Position Purpose
| The incumbent is responsible for a full range of administrative, fiscal, analytical and administrative management functions of the Undergraduate Admissions office. The incumbent is responsible to manage: 1) Department purchasing, budget and financial duties, and payroll and personnel for the department; 2) Overall office operations and facilities maintenance; and 3) Supervise 3 administrative support staff. This position provides analysis, interpretation and recommendations for compliance of federal, state, and UC and UCR fiscal policies in the course of the daily business operations of the Undergraduate Admissions office. The incumbent serves on the Undergraduate Admissions Management Team to represent the administrative unit, related policies and resources and participates in long and short term department planning and goals. |
Essential Functions
| Essential Function | % Time |
|---|---|
| Fiscal Administration | 40 |
| Oversee the fiscal and budgetary processes, including general ledger, accounts payable, and fiscal year closing for the Undergraduate Admissions office. Monitor fiscal and budget transactions and maintain appropriate internal controls.
Assist the Undergraduate Admissions (UGA) Director in managing the departmental budget that includes $3.2 million state and federal funds, and contract and grant administration and 12 FAU's appropriately and within budget. Assess year-to-date and project future income and expenses in a multiple fund environment and provide financial management support, interpretation, recommendations, and analysis to the UGA director. Provide consultation to the department in the planning and development of budgets. Conduct financial feasibility studies of programs as needed and provide recommendations to the UGA director. Provide fiscal recommendations to the UGA director in budget planning of collaborative programs. Duties include working with outside departments and agencies, including development of costing models, agreements, assignments of financial management and responsibilities. Maintain systems to track expenditures and fund sources across programs to ensure accurate charging of expenditures against appropriate funding sources. Ensure quality control in identifying and resolving problems related to financial transactions, payroll, benefits, purchasing, vendor and operational issues. Oversee and assist administrative support in the administration of contracts and grants to include pre-award and post award budgeting responsibilities to include acting as a liaison with the office of Research & Planning in conjunction with the office of the Assistant Vice Chancellor Enrollment Management. Responsible for generating timely and accurate financial reports for the Director of the department, AVCEM Office and the VCSA office, both routine & exceptional. Monitors departmental account expenditures, develops fiscal controls, and performs year-end closing process. Incumbent is responsible for reviewing all transactions that are posted to the financial system for appropriateness and accuracy. Act as a preparer and reviewer for the BEA/PAN portion of the campus fiscal system. As the primary fiscal officer; act as the liaison between the department and the Assistant Vice Chancellor Enrollment Management, and Vice Chancellor Student Affairs central office on all resource and administrative issues. Oversee the purchasing process, including requests for proposals, vendor identification and selection, purchase orders, and invoice processing. Oversee the accounts receivable process. Maintain appropriate internal controls to reduce and minimize outstanding receivables. Monitor billing system transactions to include check processing that update the general ledger and aged receivables. Oversee the departmental cash handling operations and ensure adequate internal controls. Oversee the department assets (equipment) inventory process and ensure that the campus equipment inventory system accurately reflects the organizational unit's holdings. Interpret and implement various campus, divisional, and departmental policies and procedures related to fiscal and general operations including appropriate usage and management of funds, operational and HR policies. Provide advice to the management team on these issues. Stay abreast of University systems, University policies, and software associated with the financial management functions of the organizational unit. Prepare requests for salary savings and turnover savings, monitoring the budget for use of the savings. Manage the online department work order system. Route work orders to appropriate administrative staff in a timely matter. Ensure all requests are within policy and approved by Director of Undergraduate Admissions. Manage Personalized Campus Tour recharge income account and ensure all requests are billed correctly. |
|
| Supervision | 25 |
| Directly supervise and manage the activities of two __Assistant III and one _Assistant II. Interview, select, train, and evaluate performance of staff. Retain qualified support staff to assist in the administrative, technical and programmatic goals of the department; assess, distribute and supervise the work performed; cross train staff when appropriate; reorganize or vary responsibilities of staff to improve work distribution and productivity and to provide opportunities for staff development; and manage human resources in a high performance environment.
Assess the unit's administrative support resources needs, and evaluate the current and long-range conditions to forecast staffing requirements. |
|
| Payroll and Personnel Administration | 15 |
| -Oversee the processing of payroll and personnel actions using automated systems, ensuring that appropriate internal controls are maintained.
-Provide direction and guidance for recruitment of personnel, ensuring compliance with affirmative action and personnel policies and procedures. Participate in resource planning for new staff and assess financial/program impact of new staff and services. Assist with all recruitments, advertising, search, hiring and relocation of personnel. -Provide guidance for adherence to Labor Relations policies by ensuring personnel actions (ex., hire, promotion, reclassification, corrective action, termination, etc.) are in compliance with labor agreements, UC staff personnel policies, and the unit's policies and procedures. -Provide technical advice regarding on-line personnel processing. Keep abreast of all changes and train or advise all administrative staff within the department. -Oversee all aspects of payroll/personnel for the department including PPS, D.O.P.E., Family Medical Leave, Workers Compensation, official Personnel Files, performance evaluations, merits, and Leave With Out Pay (LWOP). Additionally, interpret and assure compliance with all Personnel Policies and Procedures. -Identify and analyze problems in budget and personnel operations. Recommend solutions or alternatives to these problems based on a working knowledge of campus policies and procedures and an understanding of office needs and priorities. -Attend Payroll Personnel System (PPS) meetings. Responsible for assuring timely, accurate and effective management of personnel actions on the Payroll/ Personnel On line System (PPS). |
|
| Internal Controls and Compliance | 15 |
| -Ensure SAS 112 audit procedures are documented and adhered to by department staff. SAS 112 regular tasks include setting up appropriate internal controls to include monthly ledger reconciliation, and monitoring/resolving discrepancies and transferring of funds/expenses to appropriate funds within designated timeline.
-Evaluate organizational business activities and makes recommendations to enhance quality of services. -Create and update on a yearly basis the UGA Employee Manual. -Provide advice on administrative and business matters assuring that University policies are followed. -In consultation with the management team formulate and implement policies and procedures necessary to provide for a safe work environment. |
|
| Special Projects | 5 |
| Perform special projects and assist with other duties as assigned.
-Serve as the office liaison with the AVCEM Office, VCSA office, Human Resources, Payroll, and Labor Relations, and Accounting, and Purchasing Department. -Build and/or use communication networks that allow for quick, appropriate and accurate distribution of relevant information; give and receive feedback constructively; build relationships with a broad range of people. -Attend Management Team Meetings -Other duties as assigned. |
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Minimum Requirements
| Minimum Requirement | Display Ranking |
|---|---|
| No information record yet | |
Preferred Qualifications
| Preferred Qualification | Display Ranking |
|---|---|
| No information record yet | |
| Posted Position Purpose |
|---|
| The UC Riverside Undergraduate Admissions office is seeking an Analyst II Supervisor (Fiscal Manager) to oversee a full range of administrative, fiscal, analytical and administrative management functions. The incumbent is responsible to manage: 1) Department purchasing, budget and financial duties, and payroll and personnel for the department; 2) Overall office operations and facilities maintenance; and 3) Supervise 3 administrative support staff. This position provides analysis, interpretation and recommendations for compliance of federal, state, and UC and UCR fiscal policies in the course of the daily business operations of the Undergraduate Admissions office. The incumbent serves on the Undergraduate Admissions Management Team to represent the administrative unit, related policies and resources and participates in long and short term department planning and goals. Come join our 35+ person team and contribute to UCR's reputation for extraordinary diversity, superior value, groundbreaking research and graduates who succeed.
Budgeted hiring range for this position: $40,159 - $50,000 |
| Posted Minimum Requirements |
| Bachelor's degree in a related field, and two years of experience in fiscal administration/analysis or a related field; or an equivalent combination of education and experience. Demonstrated experience in managing projects or area. Experience in researching, interpreting, and establishing guidelines and procedures. Experience in mentoring and training staff and coaching for best performance. Experience in budget development and management using financial, payroll, personnel, & purchasing systems. Experience in developing long and short term budget projections. Experience with the administrative functions related to staff personnel management. Organize workload with close attention to detail. Knowledge of personal computers and software used in a business environment ex) Word & Excel. Excellent oral, written and interpersonal communication skills. Excellent judgment in identifying and resolving operational conflicts and concerns. Maintain strict confidentiality. Ability to function independently and take responsibility for results. Manage multiple tasks and timelines. |
| Posted Preferred Qualifications |
| Operating knowledge of federal & State employment and labor regulations including EEO and Immigration and Naturalization Service regulations. Demonstrated experience with online Payroll/Personnel System, ex., PPS. Demonstrated experience working with Financial Systems, ex., UCRFS. Demonstrated experience with online processing system ex. Ebuy, Epay, etc. Operating knowledge of the applicable policies & procedures governing areas related to the responsibilities of the job. |