Financial Admin Asst.

Payroll Title: BLANK AST 3 (004722)

Job Code: 004722

Job Open Date: August 25, 2024

Application Review Begins: September 9, 2026

Department Code (Name): ASTD (ASSOCIATED STUDENTS)

Percentage of Time: 100%

Union Code (Name): CX- Clerical/Admin

Employee Class (Appointment Type): Staff: Career

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Hiring/Budgeted Salary or Hourly Range: The budgeted salary range that the University reasonably expects to pay for this position is $29.35/hr. to $31.38/hr.

Full Salary Range: The full salary range for this position is $29.35/hr. to $42.06/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.

Work Location: University Center - 2537

Working Days and Hours: M-F 8-5

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: In-Person Only

Special Instructions:

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

Department Marketing Statement:

The Associated Students (AS) of the University of California, Santa Barbara is a non-profit organization and a department of the UCSB campus, funded by undergraduate student fees. Through elected student positions and appointments we voice student concerns and express student opinion to the UCSB administration, UC system, our community, and state and local governments. We have dozens of boards, committees, and commissions that are organized and funded through AS to enrich student life and give students services and opportunities not offered by the administration. Our mission is to help students uphold the high academic standards and give them leadership, employment, cultural and growth opportunities to serve the campus community.

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:

Provides comprehensive coordination of financial activities and record keeping practices for the Department of Associated Students as part of the central administrative unit. Supervises the preparation of minutes for Senate, Business and Finance Committee and various Boards and Committees, with particular emphasis on the tracking and routing of financial commitments approved by Student Leadership. In consultation with other administrative and unit staff members and students, designs and implements transactional and recordkeeping processes. Reviews and processes invoices and disbursement obligations for A.S. Admin; A.S. Units; student entities and manages the underlying paperwork to pay vendor bills and student reimbursements. Tracks action items and financial approvals of all A.S. Boards and Committees. Administers philanthropic giving practices. Requirements: Excellent verbal and written communication skills. Organized and pays close attention to detail. Ability to solve problems, conduct research and present solutions to management. A team player as well as a leader in situations where required. Knowledge of office automation systems, procedures, and methods. Experience with Financial systems, accounts payable and receivable.

Required Qualifications:

• Associates Degree or Equivalent experience.
• 1-3 years Computer skills and experience of Microsoft suite products
• 1-3 years Accounts payable or general accounting experience
• 1-3 years Adaptability, including implementing frequent changes in regulations, policies and procedures.
• 1-3 years Billing, accounts payable or accounts receivable experience
• 1-3 years Demonstrated ability to independently prioritize, edit and proofread materials, organize and multi-task with frequent interruptions and meet critical deadlines with a high degree of professionalism.
• 1-3 years Experience in financial management work (i.e. budgeting, accounting, auditing, management analysis, program evaluation, financial reporting of program results), of which (b) at least 1 ( year must have been in a project management, supervisory or managerial capacity or (c) any equivalent combination of the required experience and substitutions below.
• 1-3 years Experience with accounts receivable with troubleshooting ability to reconcile account balances, recognize unusual data, and interpret data.

Preferred Qualifications:

• Bachelor's degree or equivalent experience
• 1-3 years Experience working in a university setting
• 1-3 years Knowledge and understanding of University accounting and financial policies and controls.
• 1-3 years Experience with UC systems such as Gateway, Data Warehouse, GUS, UC Travel, etc
• 1-3 years Experience with university financial systems strongly preferred.

Special Conditions of Employment:

• Satisfactory criminal history background check.
• UCSB is a Tobacco Free Environment.

Job Functions and Percentages of Time:

• 40% Record Coordination & Administration - Provides comprehensive coordination of record keeping practices for Associated Students. Manages all aspects of recordkeeping and minute taking operations and is the principal staff person responsible for monitoring activity of more than 25 Boards, Committees and Commissions in addition to the A.S. Senate and Business and Finance Committee. Carries out ongoing, comprehensive review and analysis of minute taking practices throughout the organization. Responsible for training minute takers, overseeing quality of content and evaluation. Implements the departments system of record keeping, determines and reviews procedures and filing systems. Analyses processes and recommends change when needed. Researches, resolves and responds to inquiries for records from other staff as needed throughout the department. Oversees student staff to take minutes for Senate, Business and Finance Committee and other Boards and Committees throughout the Association as needed. Ensures that minutes are taken via a comprehensive template and are comparable across the Association. Maintains files of all minutes and agendas of A.S. Boards and Committees needed for Accounts payable and receivable. Ensures accuracy of financial records by developing methods of tracking and communicating the allocations of student run boards, committees and commissions. Reconciles allocated funds with A.S. accounting systems. Processes transfers of expenses; ensures appropriate accounts are charged and resolves problems. Follows up on allocations made to student groups by Business and Finance Committee, providing assistance and support in obtaining services to be paid for with A.S. funds and tracking expenditures of Student Groups to ensure payment of bills generated for the events. Oversees travel for the department by coordinating travel arrangements for A.S. students or staff as needed. Analyzes University and Department policy and ensures that processes are understood by staff and students. Advises students in the processes necessary for making their travel arrangements through the travel agent or campus transportation services, oversees driver certification, ensure travel waivers are in place and collects code of conduct forms. Works with the Assistant Director for Governmental Affairs to ensure student eligibility and understand the conduct policy. Works with the Assistant Director for Finance and Budget to ensure financial paperwork is in place. Reviews requests to ensure travel has received necessary board approvals. Oversees Gateway procurement system, reviewing transactions and providing all information needed for those in the department who do the final approvals. Provides staff meeting management, including coordinating with managers to provide the agenda, distributing to staff, taking and distributing minutes following manager approval.
• 
  30% Financial Operations - In conjunction with the Financial Administration Coordinator, the Associate Director, Finance & Budget and other key staff in the department provides financial, budget and administrative support and back-up, as needed. Assists with tracking department expenses, allocated budgets, advising on and reconciling internal and external expense accounts routinely. Produces monthly detailed reports using Excel, AS' financial accounting system, Data Warehouse and the Online General Ledger. Acts as an Account Approver for purchase requisitions and vendor blankets in the Gateway procurement system, including reviewing account strings, commodity and object codes, and verifying that purchases are approved by student boards where applicable. Serves as a Flexcard Allocator, ensuring that proper documented backup is provided, ensuring approvals are in place and that expenditures are allowable and allocated to the correct accounts to meet required deadlines. Prepares paperwork for financial audits performed by AS' external auditors, campus's Audit & Advisory department and Business & Financial Services. Verifies AS requisitions have been approved in budgets or minutes, reviewing Business and Finance Committee allocations particularly to ensure all documentation of approvals has been received. Highlights all financial transactions noted in the files and alerts the groups' advisor regarding transactions that may require follow up. Support the annual budget cycle and reconciles AS' account expense to budget reporting, including Business and Finance Committee lock-in funds of approximately $400,000 per year including SIOP, Culture/Grad weeks, sports, and academic accounts. Provides training for students by conducting Business and Finance Committee workshops in the absence of student Business and Finance Committee members. Administers daily accounting operations of all A.S.-funded organizations (approximately 200 accounts), A.S. Boards and Committees, and other A.S. entities including the programming areas of the Associated Students Program Board. Verifies documentation and processes requisitions for expenditures, budget, and account adjustments, prepares payments and encumbrances, invoices, and recharges. Processes payments for all BARC accounts including invoices from all campus departments. Processes and tracks A.S. invoices and accounts receivables including Capital and Operating Interest Accounts and loan receivables. Processes A.S./EOP, Student Loans, and Childcare Grants. Reviews grants and loans for adherence to A.S. Policy. Ensures collection of signatures from the Executive Director or managers as needed. Enters Student Loans into the BARC system database for payment. Reviews minutes and posts budgets as authorized by Program Board minutes makes needed account adjustments, and processes requisitions for each event budgeted. Administers co-sponsorships and donations received from other A.S. organizations, University departments, or outside vendors. Provides updated account information to Program Board Chairs and the Assistant Director for Student Programs.
• 
  25% Philanthropic Giving Administration - Assists prospective applicants in facilitating the eligibility of their proposal by providing consultation, and guidance and directing them to the appropriate resources. As assigned, monitor the progress of projects funded by reviewing project progress reports, advising project coordinators, conducting site visits, and tracking project data to ensure compliance with the grant agreement. Updates the student boards on the progress of each. Assists the Associate Director for Finance and Budget in ensuring AS Philanthropic Giving practices are met. Ensures proper documentation as required by the A.S. administration office and the A.S. Executive Director. Tracks in and out recharges contracts and grants, reviews applications with the student Board of Directors, and tracks the expenditure of grant funds. Administers the expenditure of funds approved by the student boards. Fulfills requests for policies, guidelines, and applications; tracks grant proposals through the review process; and handles correspondence with grant applicants. Creates and maintains files for all new grants as well as catalog and archive closed grants.
• 
  5% Administrative Support - Provides general Administrative Support for the A.S. Administrative Office and the Assistant Director for Finance & Budget. Provides back up for Admin Office Coordinator in activities such as distribution of mail, directing visitors in the absence of student assistance, being a second person for stamping checks, ensuring that the office is tidy and professional, general reception, filing, data entry, preparing support materials and support for special projects. 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 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 University of California Policy on Vaccinations - 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 Employment Opportunity:

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

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