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Financial & Personnel Coordinator 9/2/2016

University of California - Santa Barbara Santa Barbara, CA

Company
University of California - Santa Barbara
Job Classification
Full Time
Company Ref #
20160414
AJE Ref #
576077147
Location
Santa Barbara, CA
Experience
Entry Level (0 - 2 years)
Job Type
Regular
Education
High School Diploma or GED

JOB DESCRIPTION

APPLY
Job Number
20160414

Number of Hires
Single Hire

Job Open Date
08-18-2016

Job Close Date
Open Until Filled

Primary Consideration Date for Open Until Filled
09-01-2016

Additional Comments:


Title Code
4722

Payroll Title Name
BLANK AST 3

Working Title Name
Financial & Personnel Coordinator

Department Profile (Specific Information about department/program):
The Phelps Administrative Support Center (PASC) provides administrative services for the departments of Comparative Literature, German, French & Italian.

Department Code-Name
PASC-Phelps Admin

End Date/Contingencies for Grant Funding


FOC (Federal Occupation Code) Sub-Code
DA-Clerical/Administrative

FOC (Federal Occupation Code)
D-Clerical (e.g., Admin Asst, Library Asst)

Advertised Range Min (full time equivalent)

A little help* Go to Salary Scales 20.59

Advertised Range Max (full time equivalent)
21.57

Advertised Range Rate Type
Hourly

Other Advertised Salary Range Comments
$20.59 - $21.57/hr

Percentage of full-time
100

Days
Monday - Friday

Hours
8am - 5pm

Appointment Type

A little help with Contracts* Go to Employment Agreements Career

Limited Appointment End Date

A little help* Go to General Information on Limited Appointments

Is this a NEW CAREER position*
No

Summary of Job Duties
(Note: This summary will be used for keyword search)

Summary of Job Duties
(Note: This summary will be used for keyword search) Under the general supervision of the Financial and Academic Services Manager, manages all departmental fiscal activities and accounting systems for the Departments of French & Italian, Germanic & Slavic Studies, and the Program in Comparative Literature. Prepares all documents for financial transactions. Interprets policy and advises faculty, staff and students of proper university guidelines regarding policies for personnel, purchasing, entertainment and travel. Analyzes expenditures and spending patterns, resolving discrepancies. Reconciles financial transactions with the general and payroll ledgers. Produces accurate monthly cost projections and financial reports for management review. Participates in fiscal closing, budget projections and financial planning. Administers and coordinates employment activities and processes personnel actions for faculty, staff and students via the Payroll/Personnel On-line System (PPS). Ensures data integrity and compliance with University, Federal, agency and union policies. Maintains current knowledge of University policies and procedures of Accounting, Travel, Human Resources, Academic Personnel, Graduate Division, Purchasing and Business Services on all fund sources. Demonstrates flexibility in learning, interpreting, and adapting new policies and procedures. Demonstrates effective organizational skills. Works collaboratively with others in a team environment and maintains effective communication with faculty, staff, students and other campus personnel.

Minimum Requirements
High School Diploma or equivalent. Excellent written and oral communication skills, effective interpersonal skills. Must be organized, detailed oriented, accurate and dependable. Ability to prioritize and coordinate multiple tasks with frequent interruptions while meeting strict deadlines. Excellent computer skills including proficiency in Word, Excel, PowerPoint, and e-mail software programs, including experience with spreadsheet and database applications.

Desirable Requirements
B.A. degree or equivalent. Work experience in customer service environment. Knowledge of general accounting principles. Knowledge of university policies and procedures, and systems. Working with Drupal web-sites, creating flyers and posters, and coordinating events. Knowledge of Gateway, PPS, Web Travel and Reimbursement applications.

Special Conditions of Employment

A little help* Go to Driver's License Requirements or Background Check Guidelines Satisfactory completion of a fingerprint background check

Other Special Conditions of Employment


Optional Applicant Documents
Other Document (1)
Other Document (2)
Other Document (3)

Required Applicant Documents
Resume
Cover Letter

JOB DESCRIPTION

FLSA Exemption Status

A little help* Go to Exempt vs. Non-Exempt Employees Non-exempt

CBU (Collective Bargaining Unit)
CX - Clerical Unit (Teamsters)

ERC (Employee Relations Code)
E

Grade Type
Other

Grade Type


Grade Type


Grade Type


Grade Type


Grade
None

End Date for Other Appointment Type (e.g., Contract or 18-month Career)


Provision Number
0007

Type of Supervision Received

A little help* Go to Degree of Supervision General supervision

PHYSICAL REQUIREMENTS

Continuously=Activity occurs 66%
Frequently=Activity occurs 33% to 66%
Occasionally=Activity occurs Not Applicable=Activity does not exist

Stand
FREQ.

Walk
FREQ.

Sit
FREQ.

Bend
OCCAS.

Crouch/Squat
OCCAS.

Kneel/Crawl
OCCAS.

Climb
OCCAS.

Reach above shoulder level
OCCAS.

Use keyboard/mouse
FREQ.

Hand Activities: Fine dexterity
FREQ.

Hand Activities: Hand twisting
OCCAS.

Hand Activities: Simple grasping
OCCAS.

Hand Activities: Power grasping
OCCAS.

Other (please specify activity)


Frequency of Other Activity
N/A

Lifting Activities: Light lifting (
OCCAS.

Lifting Activities: Moderate lifting (20-50 lbs)
OCCAS.

Lifting Activities: Heavy lifting ( 50 lbs)
N/A

Push/Pull Activities: Light pushing/pulling (
OCCAS.

Push/Pull Activities: Moderate pushing/pulling (20-50 lbs of force)
OCCAS.

Push/Pull Activities: Heavy pushing/pulling ( 50 lbs of force)
N/A

MENTAL REQUIREMENTS


Read/Comprehend
FREQ.

Write
FREQ.

Perform Calculations
OCCAS.

Communicate Orally
FREQ.

Reason and Analyze
FREQ.

Other (please specify activity)


Frequency of Other Activity
N/A

ENVIRONMENTAL REQUIREMENTS


Is exposed to excessive noise
OCCAS.

Is around moving machinery
N/A

Is exposed to marked changes in temperature and/or humidity
OCCAS.

Is exposed to dust
OCCAS.

Is exposed to fumes
N/A

Is exposed to gases
N/A

Is exposed to radiation
N/A

Is exposed to microwave
N/A

Drives motorized equipment
N/A

Works in confined quarters
OCCAS.

Other (please specify activity)


Frequency of Other Activity
N/A

JOB DUTIES

Total Percentage of Duties:100

3 Records

Order of
Imp Essen
Duty %
FREQ.
FUNCTION
DUTIES

1
Yes
65
Daily
FINANCIAL ADMINISTRATION & PLANNING
ACCOUNTING AND FINANCIAL ADMINISTRATION
Manages all financial activity on departmental accounts. Ensures all departmental and extramural expenditures are properly supported and documented. Processes all documents and related approvals for financial transactions, such as purchase orders, accounts payables, reimbursements, travel vouchers, check requests, and payroll. Accurately posts