General Information
| Payroll Title | BLANK AST 3 | Title Code | 004722 | Grade/Step | Working Title | Budget, Personnel, and Program Assistant | |
|---|---|---|---|---|---|---|---|
| Department Name | Student Life | Supervisor | Kast, Gina | Department Head | Whitehead, Ellen R |
Special Requirements and Conditions
| Critical Position |
| Valid Driver License |
| Overtime |
| Travel |
| Travel Outside of Normal Business Hours |
| Other (provide description - max. 300 characters) |
| Other (description) |
|---|
| This position may work events hosted by Student Affairs in Incremental weather. |
Level of Supervision Received
| General Supervision |
Items Used
| PC, Copier, Scanner, Fax adn all other general office equipment |
Position Purpose
| The Budget, Personnel & Program Assistant provides independent proactive, high quality, flexible and reliable support as a member of the AVC/Dean of Students organizational unit administrative support team, with primary focus on comprehensive administrative assistance to the Associated Students Program Board. Responsibilities include but are not limited providing financial management, budgeting and accounting support; facilitating departmental purchasing needs; maintaining calendar and scheduling appointments for designated individuals and departments; providing support in planning and execution of departmental events; coordinating travel arrangements; coordinating departmental payroll and ensuring compliance with all labor and personnel guidelines. Provide backup support to departments within the AVC/Dean of Students organization as needed. |
Essential Functions
| Essential Function | % Time |
|---|---|
| Budget and Financial Accounting Support | 40 |
| Independently provide financial management and support to the Associated Students Program Board to ensure the accuracy and appropriateness of all budget and accounting transactions. Prepare budget projections using Excel to track expenses and analyze/project future expenses. Assist MSO and Director(s) in preparing annual budget requests, staffing forecasts, recruitment projections, and fund availability. Manage fiscal year staffing to track salary increases/decreases, including merit and range adjustment; ensures funding is received/pulled to accommodate salary changes. Recommend solutions to problems and process corrections. Prepare, analyze, and develop monthly and adhoc financial reports including trend analysis. Assist with managing requests for salary and turnover savings, provide key operational information required for analysis and decision-making on a timely basis using various UC online systems, software applications, and other sources of information. Oversee and coordinate the distribution of statements of account to the MSO and department head (s) regarding fund balances, and/or fund availability. Reconcile transactions, including researching the nature of the transaction and preparing required cost transfers (both payroll and non-payroll) and budget adjustments (both temporary and permanent). Oversee the ledger reconciliation process, ensuring the charges are appropriate and accurate. Maintain internal departmental automated systems and ledgers, ensuring accuracy and timely updating of expenditure information. Reconcile purchases/expenditures to the UCR Financial System (UCRFS) ledgers on a monthly basis, and make corrections and adjustments as necessary. During fiscal closing, transfers appropriations and expenses so all accounts are as close to zero as possible. Ensure that all fund sources are reconciled and meet fiscal closing requirements. |
|
| Payroll / Personnel System (PPS) Preparer | 20 |
| Coordinate payroll for Associated Students Program Board ,and serve as backup for all the AVC-Dean of Students units. Accurately enter and audit timesheets, pay rates, funding sources and percentages of time, entered on the payroll roster and database. Monitor all employee time records, reporting of vacation and sick leave usage and accruals, leaves of absence, including FMLA, disability, workers compensation and overtime. Makes online adjustments via PPS to leave accruals. Research UC policy and procedures to resolve payroll problems and process corrections by preparing and entering special payroll forms. Meet with all new hires and rehires to obtain valid employment verification documents and signatures on employment forms. Responsible for new employee orientation to the department; review benefit eligibility and provide packet and schedule of campus orientation times for career employees. Process background investigation paperwork on new employees to be forwarded to UCPD in a timely manner. Act as Benefits representative for all employees. Attend campus semi-annual HR and Benefits meetings and stay current on benefit issues; assist all career employees with open enrollment and/or other benefit related questions. Attend monthly PPS meetings to stay current on payroll policies & procedures. Independently research policies regarding staff personnel issues using various directives and campus contacts to ensure that the Department is in compliance with University policies and procedures using the PPS Online System Procedures manual, Payroll and Human Resource websites Internal Audit. Ensure compliance with all labor and personnel guidelines; disseminate information to the department administrators concerning all collective bargaining and union negotiations. Reconcile Distribution of Payroll Expense (DOPE) reports monthly. Verify accuracy of data and makes necessary corrections through the PPS system. Process transfers to move payments between funding sources when necessary. Maintain departmental personnel files/records for staff and students. Coordinate information needs between Labor Relations, Applied Risk Management, and employee related to workers compensation claims and incident reports. Administer merit process for the Professional and Support Staff (PSS), Management and Senior Professionals (MSP), and union-represented staff by adhering to applicable merit guidelines. Track staff salary actions to ensure that supervisors are notified when eligible employees are to be considered for merits and special performance awards. Maintain and update department database of historical salary actions. In conjunction with hiring supervisor, oversee employee requisition and develop/update position descriptions for open positions within the department. Coordinate, implement, and coordinate the recruitment process for all staff positions in the department in consultation with the hiring manager/supervisor in accordance with University policies and guidelines. Anticipate potential problems and work to proactively resolve issues related to the recruitment process. Prepare advertisements and associated materials for open positions within the department. Maintain files on all recruitment activities in accordance with University policies and guidelines. Maintain and update the department database on all recruitment activities including information for the Affirmative Action Compliance Report. |
|
| Purchasing | 20 |
| Using UCR purchasing policy and procedures purchase a wide variety of equipment and services in support of departmental needs. Ensure timely processing of all purchase requisitions, reimbursements, travel expenditures, printing and mailing requests, etc., to meet accounting requirements and fiscal deadlines. Work with the purchasing office to negotiate with vendors. Research and work with appropriate departmental personnel to prepare sole source documentation for purchases. Process purchase orders using the online purchasing programs. Assure accuracy of purchasing logs for all ordering activity ensuring appropriate use. Maintain purchasing archive records. Oversee vendor invoices/credits for payments and resolve problems. Audit Department Authorized Purchase Orders (DAPO) and Purchasing Requisitions by confirming the amount and quantity on each invoice. Maintains filing system for accounts payable records in an organized manner to ensure ease of access to information. Advises and directs University staff and vendors with questions regarding interpretation of accounting procedures, payment/reimbursement, transaction activity, general ledger reconciliation, and experiencing payment problems to the appropriate policies and procedures. Assist MSO in monitor, modify, and maintain audit controls, internal office procedures, and security controls. Develop, maintain, and enforce the safety and security rules pertaining to the physical security of staff and cash accountability and reconciliation of received payments and returned checks. |
|
| Admin. Support & Event Planning | 15 |
| Maintain calendar and schedule appointments for designated individuals; anticipate potential conflicts and suggest alternatives. Enter, edit, and delete events on the web-based UCR Events Calendar. Arrange meetings, conferences and events. Schedule and reserve conference rooms or other facilities. Order media resource equipment. Prepare meeting agendas. Coordinate meeting materials: compile items and background materials and ensure timely distribution to appropriate individuals. Maintain meeting reservation lists; make confirmation calls. Schedule and coordinate conference calls. Assist during the meeting. Compose, draft, edit, and finalize correspondence and other documents. Type correspondence using word processing applications. Act as a liaison for Associated Students Program Board,and the various departments on campus. Oversees and ensures large volume of outgoing mail meets required deadlines. Develop and manages database files, publicity files, and mail lists. Coordinate travel arrangements by reviewing flight schedules, ground transportation, and hotel and meeting locations. Reserve travel and hotel accommodations; prepare itineraries. Keep records and process necessary documents. Prepare travel vouchers and check requests ensuring that all charges comply with University policies. Audit travel expense vouchers for receipts, signatures, and appropriateness of expenses according to University policies. Ensure that travel advances are cleared when travel vouchers are processed. Resolve problems with incomplete travel expense reimbursements and make corrections when necessary. Audit entertainment, travel and petty cash reimbursements for required receipts, proper approval, funding source and coding, and mathematical accuracy, according to University policy. Resolve customer complaints through analysis and follow-up, making independent decisions regarding the best course of action to resolve problems within UC policies and procedures. Perform preliminary research and initial response to service related problems. Develop customer service training programs for departmental personnel, including the design of customer service tools and techniques. Provide recommendations to departmental managers, supervisors, and service providers regarding how to promote positive relationships with the campus. Establish and maintain professional working relationships with project team and work as a liaison with campus customers. Coordinate emergency response plan for department. Maintain emergency response equipment for department. Coordinate emergency and routine maintenance service for all department facilities. Follow up to ensure completion and satisfaction with performance of requested services. Prepare Construction and Repair requests and estimate requests. Review monthly billing from Physical Plant to check for and resolve discrepancies. Maintain adequate inventories and coordinate purchasing of all operational supplies and forms. |
|
| Other Duties as Assigned | 5 |
| Other Duties as Assigned. | |
Minimum Requirements
| Minimum Requirement | Display Ranking |
|---|---|
| 1 | |
| Experience with processing routine financial accounting/purchasing transactions with an online financial system and identifying account variances and researching discrepancies. | |
| 2 | |
| Education and/or experience equivalent to a bachelor's degree. | |
| 3 | |
| Experience in developing financial proposals, financial forecasting and feasibility analysis utilizing moderately to advance features within software applications such as Word, Access, Excel, FileMaker Pro, etc. | |
| 4 | |
| Administrative experience in an office environment providing administrative support such as calendaring for staff and/or faculty, coordinating administrative activities, travel and programming, etc. | |
| 5 | |
| Experience with cash handling, balancing, and deposit preparation and knowledge of standard retail security policies and procedures. | |
| 6 | |
| Skill in communicating effectively and professionally using tact and diplomacy. Ability to maintain high level of confidentiality at all times. | |
| 7 | |
| Experience within a customer service oriented environment responding to and meeting/exceeding the needs of the faculty, staff, students and the community and be able to work effectively as an individual, a team member, and with diverse groups. | |
| 8 | |
| Experience with online payroll systems and knowledge of federal employment and labor regulations including EEO and Immigration and Naturalization Service regulations. | |
| 9 | |
| Skill in accurate record keeping with strict attention to detail and problem solving. | |
| 10 | |
| Skill to independently draft letters and memos for signature or review by supervisor/manager, using correct spelling, grammar, punctuation, composition, text editing, and proofreading skills. | |
Preferred Qualifications
| Preferred Qualification | Display Ranking |
|---|---|
| 1 | |
| Knowledge of the applicable federal, state, UC policies and procedures and regulations governing areas related to the responsibilities of the job. | |
| 2 | |
| Demonstrated experience with UC online Payroll/Personnel System (PPS). | |
| 3 | |
| Demonstrated experience with UCR Financial System (UCRFS). | |
| 4 | |
| Demonstrated experience with online Student Information System (SIS+). | |
| Posted Position Purpose |
|---|
| The Associated Students Program Board (ASPB) at UC Riverside is seeking a Coordinator/Advisor to provide support and direction to campus entertainment efforts of ASPB. This position reports to a division committed to providing an inclusive environment that attracts a workforce which mirrors the diversity of the campus, which is ranked 4th in the nation as most diverse, and surrounding community. Within this exciting environment, rich with growth opportunities, you will have opportunities to work with a consistent team of high-caliber student leaders and volunteers throughout the academic year, while gaining unique entertainment event coordination experience working with various entities and venue creation (with events that draw upwards of 12,000-16,000 in attendance). To learn more about ASPB, please visit their website at http://aspb.ucr.edu or Facebook page at https://www.facebook.com/ASPB.UCR for current activity. Budgeted salary range is $40,950 to $43,827.00. |
| Posted Minimum Requirements |
| Experience with processing routine financial accounting/purchasing transactions with an online financial system and identifying account variances and researching discrepancies. Education and/or experience equivalent to a bachelor's degree. Experience in developing financial proposals, financial forecasting and feasibility analysis utilizing moderately to advance features within software applications such as Word, Access, Excel, FileMaker Pro, etc. Administrative experience in an office environment providing administrative support such as calendaring for staff and/or faculty, coordinating administrative activities, travel and programming, etc. Experience with cash handling, balancing, and deposit preparation and knowledge of standard retail security policies and procedures. Skill in communicating effectively and professionally using tact and diplomacy. Ability to maintain high level of confidentiality at all times. Experience within a customer service oriented environment responding to and meeting/exceeding the needs of the faculty, staff, students and the community and be able to work effectively as an individual, a team member, and with diverse groups. Experience with online payroll systems and knowledge of federal employment and labor regulations including EEO and Immigration and Naturalization Service regulations. Skill in accurate record keeping with strict attention to detail and problem solving. Skill to independently draft letters and memos for signature or review by supervisor/manager, using correct spelling, grammar, punctuation, composition, text editing, and proofreading skills. |
| Posted Preferred Qualifications |
| Knowledge of the applicable federal, state, UC policies and procedures and regulations governing areas related to the responsibilities of the job. Demonstrated experience with UC online Payroll/Personnel System (PPS). Demonstrated experience with UCR Financial System (UCRFS). Demonstrated experience with online Student Information System (SIS+). |