Accounts Payable Processor

Payroll Title: BLANK AST 3

Job Code: 4722

Job Open Date: 11/12/2024

Job Code: Job Open Date: 11/13/2024

Application Review Begins: 12/02/2024

Department Code (Name): CTLR (CONTROLLER)

Percentage of Time: 100%

Union Code (Name): CX

Employee Class (Appointment Type): Staff: Career

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $28.44 to $29.78/hour. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full salary range for this position is $28.44 to $40.76/hour.

Work Location: Student Affairs & Admin Svs - 3203

Working Days and Hours: M-F; 8:00am-5:00pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid - BFS supports a hybrid agreement for this position and will continue to do so as

long as it makes sense for the position and meets the campus policies.

Special Instructions:

For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement:

In support of the UCSB Mission and UC Statement of Ethical Values, Business & Financial Services is an integral campus and community partner, providing sustainable value-added services and solutions to ensure responsible compliance and stewardship

Benefits of Belonging

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC

Brief Summary of Job Duties:

Processes invoices for payment(s) within the UCSB Procure-to-Pay System and Financial Systems. Reviews, analyzes, verifies, matches and processes consolidated vendor invoices. Processes payments, and manages liens, for extramural award subagreements, construction contracts and architects agreements. Audits invoices, analyzes Sales and Use Tax requirements, and liaises with departments, central offices, and vendors to make necessary corrections. Reviews supplier statements and resolves related issues.

Required Qualifications
* Associate's Degree or equivalent experience.
* 1-3 years Administrative experience. High level of competency in written and verbal communication. Knowledge of and demonstrated ability to use standard computer systems including email, Microsoft Word, and Excel. Ability to take initiative and exercise strong problem solving skills.
* 1-3 years Experience in a customer service role. Ability to handle challenging customer experiences with patience, tact, and professionalism.
* 1-3 years Computer proficiency is required. word processing, spreadsheet, and computerized accounting system experience are essential to this position. Intermediate excel knowledge and experience (vlookups, pivot tables) as well as experience working with data sets and data extraction.
* Requires interpersonal and work leadership skills to provide guidance to other nonexempt personnel.
Preferred Qualifications
* 1-3 years Experience in Higher Education.
* 1-3 years Experience with UCSB or other UC financial, procure to pay, or business process systems such as payroll (e.g., Gateway and CONCUR), shadow financial systems (e.g., GUS), database systems (e.g., Data Warehouse).
* 1-3 years UCSB Fixed assets, lease accounting and general ledger systems, SAP experience.

Special Conditions of Employment:

• Satisfactory criminal history background check
• UCSB is a Tobacco-Free environment

Job Functions and Percentages of Time:

• 35% Analyze Payment Processing - Upon receipt of an invoice from a supplier, contract, or other client, within the Procure-to-Pay systems, and/or other financial system initiates, analyze and verify that the invoice details are accurate and matching. Compare required matching details, per policy and procedures, between the requisition, purchase order and vendor invoice. to Ensure the invoice is prepared in agreement in accordance to the purchase order acquisition of goods or services. Apply professional procurement and financial concepts to perform analysis of these key requirements. Use a systematic approach to critically review key points of an invoice accordingly. These details include, but are not limited to, date of invoice, supplier details, terms and conditions, description and value of goods and services, tax rates, payment terms, and payment due date. Under supervision, research and gather information from various sources and document discrepancies within the systems and per established control documentation. Follow workflow process, policies and procedures for necessary resolution and communicate issues effectively and timely with vendors, departments and central offices. Once verification is complete record the invoice and follow established approval processes to move the invoice to accounts payable for payment. Monitor workflow and productivity within procurement, accounts payable, contracts and accounting as necessary.

• 25% Prepare and Process Invoice/Credits - Processes consolidated vendor invoices; evaluates sales and use tax requirements, divides actions as necessary, and forwards for further processing. Performs Use tax verification and correction, within tolerances as defined from time to time by management, referring to partial tax exemption documentation as appropriate. May liaise with vendors and departments to make corrections at various points of the transaction process. Requests wire forms when required and not attached in Procure-to-Pay system. Sets wire form flag as appropriate. Refers requests for corrected invoices or purchase order validity via comment to departments for action. Responds promptly to department and supplier inquiries regarding payment status or payment detail, researching in financial system, or referring to the HelpDesk or supervisor, as appropriate. Refers supplier remit address and other issues to Supplier Enablement Specialist.

• 25% Contract Invoice Processing - Upon receipt of notice of new contract or sub-agreement, establish lien via processing and uploading of a financial journal, or other contract documentation. Record increases or reductions in lien amount as amendments are received; submits lien release journal as each invoice is paid; zeroes out any remaining lien balance upon termination of contract or agreement. Inputs sub-agreement invoices from and/or into financial system, first checking the lien balance to ensure sufficient funds are available; enters all relevant account string and reference numbers; adds Voucher ID to invoice. Submits copies of all processed invoices, attached to batch sheet, to control desk. Maintains a file for each sub-agreement, including copies of all Office of Research paperwork, invoices and lien adjustment journals as necessary. In the case of invoices on plant accounts, checks lien balance to ensure that sufficient funds are available for payment before processing. On a daily basis, submits copies of all processed invoices, attached to a batch sheet, to control desk. Prepares payment requests for stop notice of withholding and releases. Follow up accordingly, timely and effectively with all necessary department contacts and vendor representatives.

• 10% Vendor Statements Reconciliations - Reviews supplier statements for account-related issues such as unpaid invoices, payment discrepancies and missing or unrecorded payments. Follow up accordingly, timely and effectively with all necessary department contacts and vendor representatives. Assists suppliers with account reconciliation, including providing information related to missing invoices, payments not received or processed by the supplier, and payment details. Refers complicated or especially lengthy statements and supplier relation issues to the Accounts Payable Supervisor for consultation and resolution.

• 5% Other Duties - Participates in departmental meetings as required to improve procure-to-pay processes. Performs other duties as assigned.

UC Vaccination Programs Policy

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs.

As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information:

UC Santa Barbara COVID-19 Information

University of California Policy on Vaccinations

* Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Opportunity/Affirmative Action Statement
UC Santa Barbara is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For more information:

University of California's Affirmative Action Policy

University of California's Anti-Discrimination Policy

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