Finance Assistant

Payroll Title: Blank Assistant 3

Job Code: 004722

Job Open Date: 10/16/2024

Application Review Begins: 10/31/24; open until filled

Department Code (Name): UNEX (Professional and Continuing Education)

Percentage of Time: 100%

Union Code (Name): CX (Clerical)

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 - $29.07/hr. 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 - $40.76/hr.

Work Location: Kerr Hall 2160

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

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Eligible for hybrid after successful probationary period

Special Instructions:

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

Department Marketing Statement:

UCSB Extension, now known as Professional and Continuing Education, is an agile, self-supported UCSB Department offering professional courses and certificate programs to over 3000 students per year. We provide coursework on essential skills and expertise to compete in today's job market to all local and non-local students and professionals, corporate training and executive education. Our Open University program provides a gateway to the wealth of UCSB courses to all community members. Our International Programs enable visiting scholars and professionals from all over the world to experience the outstanding research and instruction at our top-rated University.

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:

Under the general supervision of the Budget, Finance and Personnel Manager, and in coordination with other UCSB Professional and Continuing Education (UNEX) finance staff, the incumbent processes all financial transactions for UNEX, including accounts receivable and serves as a backup for accounts payable transactions. Generates invoices, track and record payments, make deposits, performs monthly reviews and reconciliation of ledgers, and ensures compliance with University, Federal, and State accounting policies and procedures on all transactions.

Required Qualifications:

• High school diploma or GED.
• 1-3 years administrative work experience.
• Demonstrated strong administrative, organizational, math, interpersonal, and written and oral communication skills.
• Ability to pay strict attention to detail and prioritize work to meet deadlines among competing demands with minimal errors.
• Demonstrated ability to learn and adapt to new policies, procedures, and requirements.
• Must be able to act with sound judgment, maintain strict confidentiality, and work well independently and as part of a team.
• Accurate with data entry and attention to detail, particularly with financial data.
• Analytical skills including the ability to interpret policies and provide guidance on them.
• Solid knowledge of word processing, spreadsheets, email, and other office productivity tools.

Preferred Qualifications:

• Bachelor's degree in a related area and or equivalent experience and/or training.
• 1-3 years financial support work.
• Solid knowledge of University financial policies and procedures, including but not limited to travel, entertainment, misc. reimbursement, and purchasing.
• Solid knowledge of UCSB or other business process systems such as payroll (e.g., Gateway and CONCUR), shadow financial systems, database systems (e.g., Data Warehouse).

Special Conditions of Employment:

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

Job Functions and Percentages of Time:

• 70% Accounts Receivable
  - Processes all Accounts Receivable for all UNEX administrative and program activities including daily cash close-out, wire transfers, refunds, generate invoices, and payment collection.
  - Monitors, processes, and tracks all invoices to students, vendors, and international agents utilizing the UNEX Business System (Destiny) pursuing overdue invoices, returned checks, delinquent revenue accounts, and the collection of bad debts and identifying trends in late payments and problem companies and/or students.
  - Generates and processes invoices for payment of agent commissions for student enrollments.
  - Processes wire transfers, refunds, and credit card charge backs
  - Processes internal recharges, TOFs, TOEs
  - Performs daily credit card reconciliations.
  - Performs weekly cash close-out and check deposits.
  - Prepares monthly credit card deposit journal.
  - Monitors financial transactions, including enrollment/refund transactions to ensure accurate reporting.
  - Performs monthly General Ledger reconciliations researches and resolves problems, makes adjustments in a timely manner, and reviews ledger data for problems and trends.
  
• 20% Accounts Payable / Purchasing backup assistance
  - Serves as a backup for Accounts Payable for all UNEX administrative and program activities, including travel, entertainment, memberships, vendor invoices, reimbursements, recharges, and other payments
  - Serves as a delegate in the Travel & Expense Management system (Concur) to ensure accuracy, completion, and adherence to applicable policy of requests and expenses reports.
  - Processes reimbursement requests
  - Enters expenses in the department financial shadow system (FileMaker) to ensure timely and accurate reporting and reconciliation. Retains payment and backup documentation in the departmental filing system per departmental procedures and UC document retention policy.
  - Serves as one of the Department Buyers and Receivers in the procurement system (Gateway).
  - Maintains knowledge of department, UC, and extramural agency policies and procedures as they relate to procurement.
  
• 10% Accounting & Administrative Support
  - Prepares reports, summaries, forecasts, and spreadsheets for all expenditures.
  - Monitors all fiscal activity to ensure appropriate expenditures, accurate reporting, and compliance with University of California policies and procedures.
  - Maintains databases and records to facilitate financial reporting and recordkeeping.
  - Assists with fiscal closing for all UNEX funds.
  - Assists with budget preparation, financial reporting, and determining trends in expenses.
  - Researches University policy and makes recommendations about revisions to UNEX's policies and procedures.
  - Contributes to business process analysis and the development and implementation of office systems and procedures.

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations 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, please visit:

* UC Santa Barbara COVID-19 Information - https://www.ucsb.edu/COVID-19-information

* University of California Policy on Vaccinations - With Interim Revisions - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*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 the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/PPSM-20.

For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

Reasonable Accommodations:

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