- Payroll Title: Financial Administrator
- Job Code: 4722
- Job Open Date: 1/14/21
- Primary Consideration Date for Open Until Filled: 1/31/21
- Department Code-Name: ENST
- Percentage of Time: 100%
- Collective Bargaining Unit (CBU): CX
- Grade Type/Grade: PSS
- FLSA Exemption Status: Non-Exempt
- Work Location: 4312 Bren Hall
- Pay Rate/Range: 23.89-26.79/hr
- Days/Hours: M-F 8-5
Brief Summary of Job Duties:
Under the direction of the Business Officer, the Financial Administrator, is responsible for the general coordination of the fiscal operations of the Environmental Studies Program which includes: ledger reconciliation, tracking of multiple accounts, accounts payable, purchasing, travel and entertainment requests and reimbursements.
Collaborates with the Business Officer and the Financial Analyst to implement financial systems and procedures; monitors program budgets; prepares cost expense reports; reviews and reports monthly expenses and tracks spending patterns and funding trends. Processes payroll and prepares personnel actions for all career and academic employees. Provides general information and support to Faculty regarding accounting procedures and policy in areas that include purchasing, payroll, personnel, gift administration, and accounts payable. Utilizes and maintains a working knowledge of campus systems including Gateway, Kronos, UC Path, BARC, Espresso including Transfer of Expense, Transfer of Funds, Flexcard, and Data Warehouse.
In consultation with Business Officer, the Financial Administrator resolves financial issues and provides input toward maintaining efficiency and accuracy of financial transactions and operations. Reviews miscellaneous Form 5 reimbursements, Honoraria, Entertainment, Travel, and removal/relocation reimbursements for accuracy and adherence to policy.
Acts as liaison to Business and Financial Services office, Work Study Office, Academic Personnel and Office of International Students and Scholars. Processes, tracks, and administers Contracts and Grants. Assists faculty from initial proposal, grant fund disbursement, and to formulating final report to granting agencies. Assists with coordination of special events as needed.
Must be proficient in personnel payroll systems and familiar with accounting and clerical/office procedures including financial principles. Working knowledge and experience in payroll, financial payment processing, and procurement.
Ability to handle time-sensitive and confidential materials. Strong communication, analytical, and computer skills. Good organizational skills and ability to prioritize work in order to meet continual deadlines while making allowances for interruptions. Must be detail oriented with a high degree of accuracy.
Familiarity with University policies, procedures
Experience with UC/UCSB programs such as UC Path, Kronos, Gateway, and Espresso
Knowledge of FERPA Regulations
AA degree or greater preferred.
Special Conditions of Employment:
- Mandated reporting requirements of Child Abuse
- Satisfactory criminal history background check
- UCSB is a Tobacco-Free environment
For full consideration, please include a resume and a cover letter as part of your application.
Job Functions/Percentage of Time/Duties:
1. 50 Percent (Daily) - Financial Operations: Under the direction of the Business Officer, the Financial Manager is responsible for the coordination of the fiscal operations for the Environmental Studies Program. Performs financial, budget, and accounting processing, including but not limited to: all funding sources from state funds to private gifts, endowments. Is responsible for the financial administration of contract and grant awards.
Tracks financial data through Box Fileshare, Espresso, Gateway, FlexCard allocation module, and the campus Data Warehouse, among other systems. Researches and compiles information, prepares reports and summaries of data, and updates databases and internal spreadsheets. Organizes data for financial forecasting.
In collaboration with the Business Officer, provides consultation, advice, and resolution on a wide variety of programmatic, administrative, and financial issues from financial policy to personnel matters. Meets regularly with the Business Officer and financial team to review budgetary priorities and commitments. Provides input toward maintaining efficiency and accuracy of financial transactions and operations.
Works closely with campus offices such as Business and Financial Services, College of Letters and Science, Human Resources, Cashiers Office, Enterprise Technology Services, as well as off campus vendors. Serves as back up for the Business Officer in all matters of financial policy. Provides input and recommendations on all financial management matters in the Environmental Studies Program. Ensures proper back up documentation is in compliance with UC policies, including federal, state, and local guidelines.
2. 30 Percent (Daily) - Payroll and Personnel: Responsible for employment processing and payroll transactions for all career staff, temporary/continuing lecturers, and ladder faculty appointments for the Environmental Studies Program. Responsible for Payroll Personnel System (PPS) entries for all employees. Serves as a Kronos Manager in the Kronos Timekeeping System. Audits and signs off on biweekly and Monthly timecards. Notifies employees of payroll deadlines. Processes multiple payroll cycles (biweekly, monthly, mid-month to mid-month MO pay period) and downloads summary reports from Kronos to reconcile against the general ledger. Is responsible for interpreting and conveying policy and procedural changes and updates to staff, faculty, lecturers, and other stakeholders as needed. Independently provides consultation, advice, and resolution to a wide variety of payroll and personnel issues to Career Staff, Ladder Faculty, and Lecturers.
3. 10 Percent (Weekly) - Financial Services: Provides assistance to Staff and Faculty regarding accounting procedures and policy in areas that include purchasing, payroll, gift administration, accounts payable, and personnel.
The Financial Manager is the Gateway eProcurement system administrator, reviews all requisitions for the Environmental Studies Program. Provides funding source information and is an ad hoc approver for requisitions when the Business Officer is unavailable. Processes purchase orders, vendor blanket agreements and contract agreements. Reviews reimbursement forms for adherence to policy and accuracy. Ensures payments are being processed using appropriate funding sources.
Reviews travel (including foreign and domestic), removal expenses, entertainment, form 5, and petty cash documents. Verifies that expenses are both allowable and approved by the Business Officer. References fund balances to ensure availability of funds. Consults with Business Officer on issues and works with faculty to address questions on allowable or unallowable expenses and works to find solutions to financial inquiries. Ensures proper back up documentation is in compliance with UC policies, including federal, state, and local guidelines.
Reviews and reconciles ledgers for the Environmental Studies Program using accounting databases along with appropriate invoices, purchase orders, transfers of funds and expenses, gifts, campus recharges, cash deposits, and miscellaneous items. Ensures that all proper back up documentation and approvals are in place for financial transactions.
4. 10 Percent (Monthly) - Financial Management Controls: Assists with auditing financial transactions for payment by verifying accuracy and adequate approval documentation. Ensures that the appropriate financial controls are addressed, maintained and strengthened.
In coordination with the Financial team, works on ensuring separation of duties and keeping proper financial controls in place. In coordination with the financial team, provides information to prepare financial reports to faculty on start-up funds, contracts and grants, and endowments. Carefully monitors these funding sources to ensure compliance with UC policies, including federal, state, and local guidelines.
Tracks financial commitments from MLPS Dean, the College of Letters & Science, and other entities. Ensures financial commitments are followed through via transfer of funds or transfer of expense. Works with Business Officer on cost recovery of financial commitments from various entities across campus. Prepares the Environmental Studies Program for end of fiscal year close and carry forward exercises at the conclusion of the fiscal year.
Collaborates with the Business Officer to implement new financial systems and procedures this includes but is not limited to: Peoplesoft, UC Path, Career Tracks, and GUS. Coordinates with the Business Officer and Financial Analyst on preparing accounts for fiscal close. Maintains an accurate filing system.
5. 10 Percent (Quarterly) - Event Management: Assists with event planning throughout the year for the Environmental Studies Program including faculty recruitment visits, guest speakers, Manley Lecture Series, Darcy Aston Speaker Series ES Awards/Commencement Ceremony and other programmatic events.
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