Financial Services Assistant Job Listing at University of California in Davis, CA (Job ID 68148)

Description

Job Description

Department Summary:

The Business Operations Center (BOC) is a consolidated administrative support unit in the Division of Agriculture and Natural Resources (ANR) which provides financial and administrative services to ANR statewide programs, administrative service units, and research and County-based extension centers located through California.

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 cards, accounts payable, capital projects payable, cash collections, gift processing and provide financial information to a large population. Recommend and implement changes and/or options to enhance or improve daily business processes, procedures and customer service. Utilize independent judgment 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.

This position is a career appointment that is 100% fixed.

The home department for this position is the Business Operations Center. While this position normally is based at 2801 2nd Street, Davis CA, this position is eligible for hybrid flexible work arrangements, for applicants living in the State of California, at this time. Please note that hybrid flexible work arrangements are subject to change by the University. 

Pay Scale: $27.34/hour to $32.84/hour 

Job Posting Close Date: This job is open until filled. The first application review date will be 5/9/2024.

Key Responsibilities:

30%

Financial Services Support

Provide administrative support for financial activities for UC ANR programs and units. Through the use of the university's financial system (KuaIi), Aggie Travel, CashNet, Aggie Buy, Decision Support, WFA (Work Flow Assessment) to initiate financial documents needed to manage the needs of our customers. Provide customer service to the UC ANR staff, County Offices, REC staff and Statewide program staff and all vendors. Manage files for all areas of responsibility. Assist with campus fiscal closing. Maintain multiple fund numbers requiring different policies and procedures. Ensure that documentation is complete and accurate following all UC ANR, and University policies and procedures.

45%

Accounting, Auditing, Disbursement & Reconciling

Asses financial documents for accuracy of data entry and processing. Identify and correct any problems according to "Generally Accepted Accounting Principles" (GAAP) and University policy and procedures. Notify customer of any invoice adjustments made; include complete written documentation; retain documentation records. Enter accounting information into KuaIi. Review, process and maintain back up for Aggie Travel documents (Pcards and Travel Cards) for 100+ cards. Provide direct guidance to Advisors, Program Representatives, and Office Managers relative to cash collection policies and procedures. Routinely and independently review and monitor gift acceptance forms received from County Cooperative Extension Offices and Statewide Program. Initialize new vendor documents. Coordinate with UC Davis Procurement and Vendor Control Desk to ensure timely fulfillment of new vendor requests. Prepare and process relocation reimbursements and advance expense payments as required. Review and audit all documents for appropriate authorization, required documentation and for completeness for accuracy within University/UC ANR policy compliance, and sound internal control and business practices standards for all transactions.

15%

Administration & Business Office Support

Assist Account Manager and Business Operations Manager with budget preparation and maintenance, financial and analytical research projects, for our customers. Create spreadsheets and financial reports as requested. Assist with updating all partners and Business Operations Center written procedures and forms. Ensure website is updated with most current policies and procedures. Assist in developing, documenting and presenting training materials for our customers. Participate in staff meetings and appropriate staff development opportunities. Provide back up and participate in cross training for all Business Operations Center staff. Work with UCD Communication Resources and outside vendor to provide ATR/Communication services, including cell phone purchasing and data plan activation to our partners.

10%

Customer Service

Provide excellent customer service to improve all partnerships. Understand customer requirements so as to provide appropriate clarifications and solutions. Route and direct customer requests to appropriate personnel. Contribute ideas to resolve customer problems and to improve productivity. Work with various teams to ensure outstanding customer services. Maintain a broad knowledge of services provided. Participate in meetings and activities held to improve customer satisfaction and business performance. Deliver prompt and professional responses to customer inquiries via phone, email, instant message, etc. Maintain and update customer requests and documents. Process customer requests in a timely manner.

Requirements:

• High school diploma or equivalent experience.
• The duties performed require knowledge of basic principles and methods of a technical or professional field where the exercise of judgement is limited by (a) the routine assignments, (b) the narrow range of knowledge of the total professional or technical field (c) the supervision received, and (d) the absence of the ability to establish professional precedents.
• Requires strong math skills. Knowledge of automated accounting systems. Interpersonal skills and customer service focus to work effectively with advisors, staff and others within and outside the University.
• Ability to collaborate and communicate effectively to support teamwork within the Financial Services Team and within the BOC.
• Comprehension and basic analytical skills to understand and apply policies, procedures and practices to daily work.
• Writing skills to communicate policies, procedures and practices to advisors, staff and other University departments.
• Ability to work under time constraints and high-volume workloads dependably and with a high level of accuracy.
• Knowledge of standard accounting practices and principal and acceptable business practices. Ability to organize and structure workload to achieve progress on multiple tasks and flexibility to respond to shift priorities.
• Ability to effectively and efficiently use resources in the course of handling the daily workload. These include websites, policy and procedure manuals, administrative handbooks, and guidelines.
• Ability to work within and contribute to a team environment where the goal is to provide excellent customer service.
• Experience using electronic financial, accounting and purchasing systems to process a variety of purchasing, accounts receivable/accounts payable, and travel and entertainment reimbursement requests.
• Experience maintaining confidentiality and securing records relevant to financial transactions, and other sensitive documents.

Preferred Skills:

• Knowledge of UC Davis purchasing and accounting systems (AggieBuy, AggieTravel, CashNet, FIS, Kuali).
• Knowledge of UC financial policies.
• Experience with reconciling and processing cash and credit card income, gift processing, and PCI compliance.
• Experience reviewing and approving travel, entertainment, and purchasing activities for academics and staff.
• Experience working in a University business office environment supporting the activities of academics and staff employees.
• Working knowledge of University financial and payroll policies and procedures.
• Experience with UCD and UC ANR payroll/personnel, purchasing, accounts payable transactions, travel and entertainment policies, gifts, income generation and ledger reconciliation.
• Communicate effectively, both verbally and written, in all aspects of the position.

Special Conditions of Employment:

• Restricted leave during the UC and federal fiscal year periods, early-June/mid-July and mid-September/mid-October.
• 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 damage insurance on vehicle used is required. Reimbursement of job-related travel will be reimbursed according to University policies.
• The University reserves the right to make employment contingent upon successful completion of the background check. This is a designated position requiring a background check and may require fingerprinting due to the nature of the job responsibilities. UC ANR does hire people with conviction histories and reviews information received in the context of the job responsibilities.
• 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.

The University of California Agriculture and Natural Resources (UC ANR) brings the power of University of California research and education to all 58 California counties. Through research and extension in agriculture, natural resources, economic growth, nutrition, and youth development, we work to improve the life of every Californian.

Collaborating to solve problems.

Connecting to serve communities.

For over 100 years, our advisors, specialists, faculty and staff have been committed to connecting Californians to their land grant university. We are highly collaborative and mission-driven to promote the health and well-being of people and places across the state. We are also trusted partners with hundreds of community organizations in addressing California's most pressing challenges.

UC ANR is committed to attracting and retaining a diverse workforce and will honor your experiences, perspectives and unique identity. We encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ+ community members, and others who demonstrate the ability to help us create and maintain working and learning environments that are inclusive, equitable and welcoming.

This position will promote, in all ways consistent with the other responsibilities of the position, accomplishment of the Affirmative Action goals established by the Division.  

The University of California 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, gender expression, national origin, disability, age or protected veteran status. If you have questions, please email the Human Resources Department.

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs, as may be amended or revised from time to time.  Federal, state, or local public health directives may impose additional requirements.

Internal Candidates: Review the job posting and click the internal applicant link to apply. Use the same credentials used to login to UCPath to access the internal UC ANR job postings in order to apply.

Employment applications must be submitted online through our careers site.  Please note, we do not accept resumes or applications by email or on paper.

External Candidates:  You must register to apply for a job or create a job search agent profile. Review the job posting and click the external applicant link to apply. Click the 'Register Here' link and follow the steps to create the account. The system will not prompt you to register until you try to apply for a job online.

Employment applications must be submitted online through our careers site.  Please note, we do not accept resumes or applications by email or on paper.