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Finance Assistant at University of California - San Diego in San Diego, California

Posted in Other 30+ days ago.

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Type: Full Time





Job Description:

#103606 FINANCE ASSISTANT

Filing Deadline: Tue 2/4/2020

UCSD Layoff from Career Appointment: Apply 01/24/2020 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 02/04/2020. Eligible Special Selection clients should contact their Disability Counselor for assistance.

UC San Diego career employees will have priority consideration for this position. Recruiters will begin to refer qualified internal applicants after the first 7 days of the job posting. Qualified external applicants may be referred to the hiring department, if a qualified pool of internal candidates is not identified and upon the request of the hiring manager.

DESCRIPTION

Under general supervision of the Director of Finance and Operations, the Financial Assistant is responsible for performing day-to-day finance and accounting duties which include accounts payable, accounts receivable, cash management and deposit, purchasing, invoicing and collections, statement reporting and reconciliation, journal vouchers, general ledger reconciliation, transaction sampling, generating revenue and expense reports, budget reports and reconciliations, creating Excel spreadsheets to monitor expenses, and special financial projects as assigned. Responsible for processing accounting and administrative documents for purchases, payments, gifts, budget adjustment journals, and cost transfers ensuring compliance with University policies and procedures. The Financial Assistant participates in both short- and long-term budget planning and tracking processes.

The Financial Assistant provides full scope of general office support, including maintaining original and digital filing, training and support of student workers, serves as primary Departmental Security Administrator, on-boarding support, coordination of departmental facilities management needs, maintenance of the department inventory database, and providing cost analysis for major department equipment purchases. Manages blanket purchase orders for outside vendors for goods and services and acts as liaison for account matters and problem resolution. Manages the Department Emergency Action Plan document.

This position responds to internal questions about a wide variety of departmental and UC policy and procedure, including but not limited to Travel and Express card usage, UC Travel Policy, procurement, disbursements, on-campus and off-campus events, gifts, etc. Reviews and approves trips and travel expenses, reimbursements, payments, Express card charges, etc. ensuring compliance with University policies.

QUALIFICATIONS

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Demonstrated understanding of generally accepted accounting principles, fund accounting, internal control standards, and audit principles.
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Demonstrated experience processing financial documents and checking for accuracy, including invoices, reimbursements, purchase orders, vendor contracts, gift forms, budgets, financial statements, etc.
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Experience implementing policies and procedures relating to accounting, budgeting, bookkeeping, reconciliation, auditing, purchasing, disbursements, and other fiscal matters. Ability to identify unusual circumstances or circumstances needing a supervisor's review and approval.
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Proven ability to accurately interpret, effectively communicate, and apply policies, procedures, and practices. Ability to audit ledgers for appropriateness of expenses and make sound recommendations for resolutions.
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Demonstrated experience with internal control standards with proven analytical ability to recognize discrepancies/errors and take corrective action.
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Proven analytical ability and skill in independently researching, compiling, organizing, interpreting and selecting data and materials from various sources. Skill to organize data into forms that are easily understood and logical.
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Strong mathematical and computation abilities to complete calculations as necessary to prepare a variety of reports with a high degree of accuracy. Strong accuracy with facts and figures. Ability to proof and review own work and provide a quality product.
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Knowledge and/or experience with the operating and encumbrance ledgers. Ability to review and analyze financial statements and ledgers for balance of funds and appropriate expenditures. Ability to make fiscal projections.
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Experience with cash management including merchant accounts, credit card payments, cash handling and check deposit. knowledge of financial record keeping, cash management, and merchant account policies and procedures.
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Proven experience reconciling and processing full range of invoices and expenses. Experience monitoring accounts payable and receivables data using spreadsheets, databases, and data analysis skills. Data entry skills.
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Proficient skill with word processing, spreadsheets and database applications such as Word, Excel and various software with a high degree of accuracy and speed, to develop, maintain and produce various reports, graphs and charts to explain financial issues to a broad audience.
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Ability to maintain accurate records. Ability to organize confidential documents, employee records, financial information, and business office materials with efficiency and accuracy. Ability to maintain computerized and paper records and filing systems for rapid retrieval while maintaining accuracy.
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Strong organizational skills requiring extreme accuracy and attention to detail in all aspects of work. Ability to prioritize, coordinate and manage a heavy workload with fluctuating or simultaneous deadlines. Consistent high level of concentration, accuracy and attention to details.
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Excellent interpersonal skills. Ability to exercise tact, poise, mature judgment, diplomacy, and flexibility. Strong customer-service skills with experience in a busy, service oriented office atmosphere with frequent interruptions, varied work assignments, and fluctuating priorities while meeting deadlines.
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Proven ability to exercise high level of independent judgment to provide problem solving/identification, analysis, prioritization and implementation used in highly consequential management and administration decisions.
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Ability to learn and use various UCSD campus online tools including, MyTravel, MyTime, Blink, Marketplace, FinancialLink, Pay Authorization and Express card.

SPECIAL CONDITIONS

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Vacations are discouraged during fiscal year closing and royalty distribution periods.
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Job offer is contingent upon a satisfactory clearance based on background check results.

U.S. person status is required for this position in order to comply with the Arms Export Control and Export Administration Act. U.S. persons are U.S. citizens, legal permanent residents as defined by 8 U.S.C. 1101(a)(20) or protected individuals as defined by 8 U.S.C. 1324b(a)(3).

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, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.