Organizational Area: ANR:Business Operations Center
Posting Salary: Min $22.56/hr. to Mid $27.11/hr. Hiring salary is typically at or near the minimum of the range.
Position Summary: Under general direction, provide financial services as part of the Business Operations Center (BOC) team. This position will review and process complex purchasing, purchasing card, accounts payable, capital projects payable and cash collections documents received from UCANR personnel. Recommend and implement changes and/or options to enhance or improve daily business processes and procedures. Utilize independent judgement to research policies and procedures, services and products associated with the unit's daily business operations to maintain compliance with University, ANR, state and federal requirements, and disseminate information. Interact with all levels of personnel within the Division.
Promote, in all ways consistent with the other responsibilities of the position, Accomplishment of the Affirmative Action goals established by the Division.
Special Conditions of Employment:
Other Special Conditions of Employment: Occasional travel required for training's and meetings. Work occasional overtime. Limited vacation during peak periods.
Must possess valid California Driver's License to drive a County or University vehicle. Ability and means to travel on a flexible schedule as needed, proof of liability and property damage insurance on vehicle used is required.
Employment is contingent upon successfully clearing the FBI/DOJ background check both from the Department of Justice and the FBI, prior to the first day of UC Employment.
As of January 1, 2014, ANR is a smoke- and tobacco-free environment in which smoking, the use of smokeless tobacco products, and the use of unregulated nicotine products (e-cigarettes), is strictly prohibited.
Job Close Date: 4/18/2019
Duty 1: Act as reviewer of purchasing card transactions for employees. Audit transactions for compliance with UC policies. Work directly with card holders and statewide office staff to ensure compliance with UC policy. Provide guidance and mentoring directly to purchasing card holders and supervisory reviewers as needed.
Obtain backup documentation/justification for purchases and verify account numbers listed on the approval documents. Identify object codes and tax codes for transactions.
Monitor aging transactions and communicate regularly with purchasing card holders to obtain backup documentation within a 60-day default window. Function:Purchasing Card Transaction Approval Percent: 25
Duty 2: Process payment requests for non-purchasing agreement (NPA) requisitions. Prepare vendor invoices for payment, auditing invoices for appropriateness and accuracy, reconciling with NPA purchase orders and correcting billing discrepancies with vendors as needed. Verify invoices for receipt of services and pricing. Coordinate with Facilities Planning & Management staff to troubleshoot and resolve problems.
Initialize new vendor documents. Coordinate with UC Davis Procurement and Vendor Control Desk to ensure timely fulfillment of new vendor requests.
Create and process purchasing transactions and related duties for construction and service non-purchasing agreements. Maintain department spreadsheet and database for tracking. Verify account # to be charged.
Verify authorization of purchase and payment.
Coordinate change order requests with Facilities Planning and Management. Amend purchase orders as required accordingly.
Provide advice and information to BOC and other units regarding policy and procedures pertaining to constructions/service non-purchasing agreements in support of ANR's Capital Projects.
Provide backup to other BOC purchasing/AP staff during staff absences and during heavy workload periods. Function:Capital Projects Administration & Accounts Payables Percent: 25
Duty 3: Independently review and approve cash collections documents, ensuring appropriate forms are complete, signatures received and receipts are attached. Monitor cash collections for good accounting practices, internal controls, and security of funds.
Prepare cash and check deposits daily or as needed using the CASHNet system.
Prepare Advance Deposits and supporting documents daily or as needed using the KFS system.
Work closely with units supported to resolve any discrepancies. Hand deliver cash deposits to the Cashiers Office, ensuring accurate, secure, and timely processing.
Coordinate ANR's on-line gift processing by verifying designated account and matching to gifts received in UC merchant account. Create and route gift posting form. Coordinate with BOC staff when new gift accounts are required, inform and advise ANR's Development Services staff when issues or questions arise.
Review and reconcile monthly aging gift report. Liaise with BOC and Development Services staff to ensure that aging gift documentation is complete and routing appropriately. Function:Cash Collesctions/Gift Processing Percent: 25
Duty 4: Communicate with new academic and senior level staff hires who require relocation assistance and/or reimbursement. Coordinate with relocating employees regarding planned expenses and timetable.
Effectively communicate University relocation policies and procedures, particularly in regards to allowable expenditures. Exercise good judgment and act to provide excellent customer service. Consult with BOC staff regarding potential policy exceptions.
Prepare and process relocation reimbursements and advance expense payments as required. Ensure that documentation is complete and accurate and complies with University policies and procedures for relocation expenses. Process requisitions for contracts regarding moving expenses.
Coordinate with Academic Human Resources to verify new hire employment. Function:Relocations Percent: 15
Duty 6: Serve as backup to other team members, handling urgent requests during staff absences & providing assistance during heavy workload periods. Assist with miscellaneous projects as required.
Answer telephone line? share in the distribution of mail? provide copying, scanning, run errands, and other related duties as assigned.
Provide administrative support to BOC Associate Director. Assist with various tasks including: calendaring, copying, scanning, correspondence, and other related duties as assigned.
Act as backup to the front desk receptionist. Duties will include greeting and directing visitors, directing calls, receiving orders/deliveries, issuing keys and a few other miscellaneous administrative tasks. This activity will be a rotated assignment shared among other administrative staff. This backup function will include the occasional half/full day but will mainly consist of support during the receptionist's meal breaks. Function:Administration & Business Office Support Percent: 10
Job Requirements Interpersonal skills to work effectively with academics, staff, and others within and outside the University.
Comprehension & analytical skills to understand and apply complex policies, procedures, and practices to daily work.
Writing skills to communicate complex policies, procedures and practices to academics, staff and other University departments.
Ability to work under time constraints and high volume workloads dependably and with a high level of accuracy.
Ability to organize and structure workload to achieve progress on multiple tasks and flexibility to respond to shifting priorities.
Ability to make effective use of resources (websites, policy & procedures manuals, guidelines, etc.) in processing daily work.
Experience using basic mathematical skills to calculate and analyze financial formulas.
Demonstrated experience working in Excel with experience using simple formulas and the manipulation/processing of data.
Experience utilizing Microsoft Suite business software (e.g Word, PowerPoint, Access and Outlook) in a Windows environment.
Demonstrated ability to handle sensitive, difficult and/or confidential situations diplomatically.
Ability to interpret complex guidelines and requirements of federal, state, UC and sponsoring agencies. Required
Skills in the accurate use of University on-line systems and web applications for financial service functions and reports (i.e. KFS, FIS-DS, CASHNet, AggieBuy, AggieTravel) and the ability to learn new systems as appropriate.
Knowledge of standard accounting practices and principles, and good business practices.
Knowledge of construction contract administration.
Knowledge of UC purchasing, cash handling and travel policies.
Ability to research, understand, and interpret complex guidelines and requirements of federal, state, UC and sponsoring agencies, and produce clear and professional documents complying with all critical elements.
Skills to establish and maintain cooperative working relationships.
Skills to handle sensitive and difficult situations diplomatically. Preferred
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