General Information
| Payroll Title | ANALYST II | Title Code | 007235 | Grade/Step | 07 | Working Title | Contracts & Grants Analyst |
|---|---|---|---|---|---|---|---|
| Department Name | Mechanical Engineering Dept | Supervisor | Susana Paul | Department Head | Guillermo Aguilar |
Special Requirements and Conditions
| Critical Position |
| Valid Driver License |
| Overtime |
| Other (provide description - max. 300 characters) |
| Other (description) |
|---|
| with supervisory approval, occasional overtime required |
Level of Supervision Received
| General Supervision |
Items Used
| Personal Computer, Microsoft Office Products (specifically EXCEL and WORD), 10-key adding machine, fax, copier, multi-line phone system and UC electronic financial system applications. |
Position Purpose
| Under the general direction of the Financial and Administrative Officer, the Contract & Grant Analyst provides financial management support to the faculty, staff and students within a fast paced, complex teaching and research department of 100+ employees and an annual expenditure budget in excess of $6 million. Develops and prepares complex budgetary analysis reports by retrieving, organizing and validating data using UCR's financial systems. Provides comprehensive monthly/quarterly financial reports to the faculty. Reviews and reconciles of campus financial transaction detailed (FTD ledger) reports to actual expenditure documentation on a monthly basis using the campus ledger reconciliation storage system (LRSS) ensuring accuracy and compliance with all Agency and University polices and requirements. Prepares and processes budget and expense transfers as needed while adhering to agency and university policies. Interprets and implements procedures in documenting and determining allowable costs ensuring compliance to OMB A-21 circular. The incumbent serves as the primary Contract and Grant liaison between the department and UCR's Offices of Research and Extramural Accounting. Supports the faculty and Department Manager with Contract and Grant administration and budgeting. Maintains fiscal integrity for all extramural/intramural funds and accounts ensuring they are in an auditable/reportable condition. |
Essential Functions
| Essential Function | % Time |
|---|---|
| Contract and Grant Administration | 55 |
| In consult with the Principal Investigator (PI) and the Financial and Administrative Officer (FAO), the incumbent is responsible for post award contract and grant administration, which includes the review of agency-specific guidelines, certifications and deadlines in preparation for developing and/or maintaining a detailed multiple year budget plan forecasting all budget categories. Based on the Notice of Award, process budget expenditure (BEA) transfers via the Proposal and Award Management Information System (PAMIS) as well as update the department's fund list. Prepare cost analysis to ensure adequate funding for personnel, as well as any projected changes being requested by either the PI and/or the agency. Develop budgetary forecasting costs for periods 1 to 5 years depending on the agency guidelines. Coordinate the preparation of all campus reviews and work with the appropriate offices to assure timely review and approval of proposals and reports. Forecast costs for merit and range adjustments for faculty, staff, summer salary for academic appointees, tuition and partial fee remissions as applicable and allowable costs for travel and other expenses. Maintain financial management and fiscal integrity for all contracts and grants according to agency-specific terms and conditions, the University of California policy and procedures, campus Internal Audit and the Business and Finance Financial Bulletins. Ensure compliance with the Federal Government OMB circulars for all awards assuring for all costs are allowable. Review UC Financial Transaction Detail (FTD) ledger reports and reconcile expenditures on a monthly basis to ensure accuracy and compliance with all agency and university policies, procedures and requirements using the Ledger Reconciliation Storage System (LRSS). Prepare budget and expenditure transfers as needed. Prepare electronic/computerized financial statements on a monthly basis which accurately reflect current balances and forecast future expenditures. Advise and assist PI on re-budgeting, no-cost extensions (NCE), reductions in personnel support, etc. to ensure adherence to all policies and procedures. Make recommendations to the (PI) to resolve funding problems and to use resources more efficiently. Manage the close out of awards to ensure adequate funds as well as the timely spending of all budget categories by a specified end date. Work closely with the purchasing staff to ensure procurements adhere to University and agency-specific policies and procedures. Review and approve all C&G procurement requests to ensure appropriateness as well as sufficient funds to deter overdrafts. Advise PI on agency reporting requirements including technical, financial and cost sharing reports to close out or renew awards. Work closely with PI prior to close out of the project to ensure all funds are committed and all charges will be reflected on the ledger by the expiration date of award. Act as liaison with the Extramural Accounting Office on closing entries. Serve as the liaison between the PIs, the Research and Economic Development Office (RED) and the Bourns College of Engineering Office. Ensure Annual Payroll Certification for all C&G, by processing payroll adjustments in PI Web Reporting System (PIWRS), and report cost sharing commitments. In the absence of the College of Engineering Contract and Grant Analyst, assist PI in the preparation, coordination, and submission of contracts and grants to the RED Office. Develop complex multiple-year budgets for proposals. Consult with the PI to determine type of personnel support required, determine appropriate salary and benefits, including merit and range adjustments, student fees, training costs, equipment needs, travel costs, and miscellaneous expenses. Review proposals for matching funds and sub-contractors and ensure that all necessary forms and approvals are included with submission to the agency. |
|
| Other Departmental Administrative/Accounting Functions | 20 |
| Determine sources and retrieve data from financial systems to provide management with meaningful and comprehensive reports. Analyze data and department needs to determine if and when changes in internal procedures or reporting are required. Collect additional data as required and analyze information. Participate in the design of departmental work processes in order to enhance productivity and efficiency. Audit all fund sources reported on the general ledger financial transaction detail (ftd) reports and reconcile expenditures on a monthly basis per LRSS (ledger reconciliation storage system) guidelines. Prepare budgetary expenditure adjustments/transfers (BEA) and expenditure costs transfers (NCT/FCT) as needed. Prepare and process miscellaneous accounting forms as required. Process and track all gifts received by the department ensuring completion of gift acceptance forms and request for the establishment of a new fund if needed. Review and reconcile department gift, various donor and foundation funds. Maintain fiscal integrity for department funds and accounts, ensuring that funds are in an auditable condition. Maintain financial management and fiscal integrity for all department sales and service activities in accordance to University of California policy and procedure, campus Internal Audit and Business and Financial Bulletins. Working with the FAO, assist with the development and administration of new sales and service activity, e.g., department machine shop, etc. Review sales and service financial transaction detail ledger reports and reconcile expenses on a monthly basis to ensure accuracy. Consult with College of Engineering Dean's Office and Campus financial staff and officers as needed. Work closely with purchasing staff to ensure that procurements adhere to University policies and procedures. Review purchase requests and monitor expenditures to ensure appropriateness. Act as back-up purchasing processor for purchasing/travel transactions in the absence of the purchasing staff. In order to ensure the department segregation of duties, act as the department Procard administrator and the department Receiver of purchased goods. Assist and advise FAO on all Contract and Grant matters. Adhere to University fiscal closing deadlines and procedures. Review all department preliminary ledgers to identify discrepancies and initiate necessary actions. Prepare appropriate closing documents to encumber funds, reallocate expenses, create and/or change budgetary allocations, etc. Initiate and evaluate budgetary and financial adjustments. Review final ledgers to verify proper fiscal closing activities on all funds sources. |
|
| Payroll Administration - Academic and Non-Academic | 20 |
| Prepare payroll for all C&G academic and staff appointments using on-line payroll personnel system (pps). Verify appropriate fund sources, benefit rates, and leave accruals. Review all contract and grant personnel transactions for validation and perform budget checking to ensure availability of fund balance and adherence to the agency-specific fiscal terms and conditions. Work with the campus payroll staff as well as with Dean's staff to ensure accuracy with all pertinent hiring information such as type of appointment, percentage of time, appointment period, salary level, etc. Maintain accurate and timely records of all payroll transactions and transfers for compliance with University and agency specific policies and procedures. Maintain all payroll records including monthly distribution of payroll expense (DOPE) reports, annual C&G payroll certifications, and backup for processing of monthly and bi-weekly payroll entries on roster. Serves as liaison to International Scholar Center (ISC) for appointments involving international personnel; processes initial visa application requests, as required. Monitors status and progress of all visa applications submitted to ISC. | |
| Other Duties as Assigned | 5 |
| Work with the FAO on special projects as requested. Perform other duties as assigned. | |
Minimum Requirements
| Minimum Requirement | Display Ranking |
|---|---|
| 1 | |
| Bachelor's degree in accounting or a related field and two years of experience in administrative analysis or operations research; or an equivalent combination of education and experience. | |
| 2 | |
| Demonstrated experience in developing and monitoring budgets using on-line financial, payroll, personnel and purchasing systems. | |
| 3 | |
| Demonstrated experience in maintaining financial management and fiscal integrity of extramural funding. | |
| 4 | |
| Demonstrated experience in reviewing and complying with federal and state regulations, as well as policy and procedure in a UC or other higher education institution or similar organization. | |
| 5 | |
| Excellent oral and interpersonal communication skills, with the ability to effectively and professionally communicate with internal campus and external audiences. | |
| 6 | |
| Skill in accurate record keeping/database management and processing of transactions with strict attention to detail. | |
| 7 | |
| Skill in reading and understanding complex and/or detailed documents, such as proposals, contract terms and conditions, and policies and procedures. | |
| 7 | |
| Ability to maintain confidentiality at all times. | |
| 8 | |
| Ability to independently compose letters and memos using correct spelling, grammar, punctuation, composition, text editing, and proofreading skills. | |
| 8 | |
| Skill in performing general accounting/statistical analyses. | |
| 9 | |
| Ability to interact and communicate effectively, both orally and in written form, with faculty, staff and personnel in various campus departments. Ability to communicate with people who have limited English skills. | |
| 9 | |
| Knowledge of fund accounting and general accounting principles. Skill and ability to research, analyze and use good judgement in resolving problems. | |
| 9 | |
| Ability to analyze complex policy issues and make recommendations as needed. | |
| 10 | |
| Ability to prioritize and organize workload ensuring multiple deadlines are met. | |
| 10 | |
| Demonstrated experience and proficiency using and developing spreadsheets, reports, databases and documents using EXCEL, ACCESS, WORD and other software applications. | |
Preferred Qualifications
| Preferred Qualification | Display Ranking |
|---|---|
| 1 | |
| Knowledge of the applicable UC policies and procedures governing areas related to the primary responsibilities of the Contracts and Grants analyst's position. | |
| 2 | |
| Demonstrated experience using UC Payroll/Personnel System (PPS) and/or SuperDOPE. | |
| 3 | |
| Demonstrated experience using UCRFS (on-line financial systems). | |
| 4 | |
| Knowledge of federal employment and labor regulations including EEO and immigration and naturalization service regulations. | |
| 5 | |
| Demonstrated knowledge of Academic and Staff Personnel Policies and Procedures as they relate to bargaining units contracts, contract MOU's, and general Human Resources Policies. | |
| Posted Position Purpose |
|---|
| Under the general direction of the Financial and Administrative Officer, the Contract & Grant Analyst provides financial management support to the faculty, staff and students within a fast paced, complex teaching and research department of 100+ employees and an annual expenditure budget in excess of $6 million. Develops and prepares complex budgetary analysis reports by retrieving, organizing and validating data using UCR's financial systems. Provides comprehensive monthly/quarterly financial reports to the faculty. Reviews and reconciles of campus financial transaction detailed (FTD ledger) reports to actual expenditure documentation on a monthly basis using the campus ledger reconciliation storage system (LRSS) ensuring accuracy and compliance with all Agency and University polices and requirements. Prepares and processes budget and expense transfers as needed while adhering to agency and university policies. Interprets and implements procedures in documenting and determining allowable costs ensuring compliance to OMB A-21 circular. The incumbent serves as the primary Contract and Grant liaison between the department and UCR's Offices of Research and Extramural Accounting. Supports the faculty and Department Manager with Contract and Grant administration and budgeting. Maintains fiscal integrity for all extramural/intramural funds and accounts ensuring they are in an auditable/reportable condition. |
| Posted Minimum Requirements |
| Bachelor's degree in accounting or a related field and two years of experience in administrative analysis or operations research; or an equivalent combination of education and experience. Demonstrated experience in developing and monitoring budgets using on-line financial, payroll, personnel and purchasing systems. Demonstrated experience in maintaining financial management and fiscal integrity of extramural funding. Demonstrated experience in reviewing and complying with federal and state regulations, as well as policy and procedure in a UC or other higher education institution or similar organization. Excellent oral and interpersonal communication skills, with the ability to effectively and professionally communicate with internal campus and external audiences. Skill in accurate record keeping/database management and processing of transactions with strict attention to detail. Ability to maintain confidentiality at all times. Skill in reading and understanding complex and/or detailed documents, such as proposals, contract terms and conditions, and policies and procedures. Skill in performing general accounting/statistical analyses. Ability to independently compose letters and memos using correct spelling, grammar, punctuation, composition, text editing, and proofreading skills. Knowledge of fund accounting and general accounting principles. Skill and ability to research, analyze and use good judgment in resolving problems. Ability to analyze complex policy issues and make recommendations as needed. Ability to interact and communicate effectively, both orally and in written form, with faculty, staff and personnel in various campus departments. Ability to communicate with people who have limited English skills. Demonstrated experience and proficiency using and developing spreadsheets, reports, databases and documents using EXCEL, ACCESS, WORD and other software applications. Ability to prioritize and organize workload ensuring multiple deadlines are met. |
| Posted Preferred Qualifications |
| Knowledge of the applicable UC policies and procedures governing areas related to the primary responsibilities of the Contracts and Grants analyst's position. Demonstrated experience using UC Payroll/Personnel System (PPS) and/or SuperDOPE. Demonstrated experience using UCRFS (on-line financial systems). Knowledge of federal employment and labor regulations including EEO and immigration and naturalization service regulations. Demonstrated knowledge of Academic and Staff Personnel Policies and Procedures as they relate to bargaining units contracts, contract MOU's, and general Human Resources Policies. |