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Finance Job Description

Overview
WORKING TITLE
  • Finance/Payroll Specialist
  • PERCENT OF FULL
  • 100
  • DEPARTMENT/PROJECT OVERVIEW
    POSITION OVERVIEW
  • As part of the Admin Unit of the UCSD Career Services Center the Finance/Payroll Specialist provides high-level administrative and analytical support in a wide variety of capacities in support of the Assistant Director, Admin. The position is responsible for developing, monitoring and maintaining internal financial controls including, but not limited to: financial journals and reconciliation; year-end closing; contractual write-offs authorization; cash-deposit and credit card activity and reconciliation; grant research/gift processing; corporate, state, and federal contract funds; ExpressCard administration. Additionally, the Finance/Payroll Specialist has operational responsibility for purchasing, equipment management, inventory, space utilization, personnel/payroll processing, university-sponsored insurance programs/benefits oversight, travel and expense activity and reimbursement. This position is assigned complex projects requiring both independent analysis and the production of reports for management.
  • SPECIAL CONDITIONS OF EMPLOYMENT
    EMPLOYEES DIRECTLY SUPERVISED: Name, Payroll Title, Job Description #, Status (career, casual, student), %Time
  • Work Direction of student workers
  • EMPLOYEES SUPERVISED THROUGH OTHERS: Name, Payroll Title
    For use only by Department HR Contact
    IS BACKGROUND CHECK REQUIRED
  • No
  • IS C.O.I. DISCLOSURE REQUIRED
  • No
  • IS PRE-PLACEMENT PHYSICAL REQUIRED
  • No
  • (Dept only) REQUESTED HEERA
  • All Others, not Confidential
  • (Central HR only) APPROVED HEERA
    FUNCTIONS WITH CORRESPONDING TASKS
    FUNCTION NAME
    (1.)  FINANCIAL ADMINISTRATION
    %TIME
    35%
    ESSENTIAL
    True
    TASKS
    Administers a complex and multi-faceted budget comprised of over 120 active indexes; maintaining accuracy and ensuring timeliness of all departmental accounting data. Monitors and maintains overall financial activities in support of funds generated by a large number of income sources.

    Oversees and prepares all financial transactions including recordkeeping, fiscal controls, monthly reporting, monthly ledger and credit card reconciliation, fund transfers, ENPETS and annual fiscal closing. Assures all transactions are accurate and in accordance with all university policies and procedures.

    Manages daily cashiering activities: collects, secures and deposits checks; processes credit card slips and recharge paperwork; prepares receipts, documents and reports. Ensures adherance to University policy and procedures and accounting principles and best practices.

    Serves as Department Express Card Administrator; monitoring usage of credit cards, requesting and canceling staff cards, and ensuring that expenditures are in compliance with University policy.

    Reviews posting of invoices, purchase orders, recharges, inventory, cash receipts, check requests and wire transfers; researching and correcting any discrepancies both internally and with external vendors.

    Coordinates and implements fiscal closing operations for State funds, Registration Fee funds, and revenue funds. Identifies and analyzes potential fiscal closing problems and recommends solutions; following through on agreed upon actions.

    Acts as department liaison for formulating, reviewing and recommending bankcard (VISA/ MasterCard, American Express, etc.) agreements, including internal policies and procedures. Reconciles and analyzes bankcard general ledger account balances in conjunction with accounting and university rules and regulations.

    Prepares settlement and other income reports for the Assistant Director, Admin using the web-based Authorize.net system; downloading data to spreadsheets as needed.

    Prepares monthly financial journal for all credit card activity; transferring revenue from clearing account to department revenue account for both Career Center and Career Services Institute accounts.

    Responsible for monthly credit card reconciliation process; analyzing and interpreting monthly accounting data, including monthly journal. Makes recommendations and action plans for resolution of non-reconciling items from IFIS ledgers and bank statements. Provides completed monthly reconciliation and status reports for both Career Center and Career Services Institute accounts to Assistant Director, Admin.

    Analyzes procedures and develops solutions to minimize late payments of invoices thereby limiting risk of write-offs. Resolves issues related to fee collections, GUARD invoices, and UCSD late fee account disputes in compliance with university policy.

    Serves as Career Services Center primary contact and liaison to UCSD General Accounting Department.
    FUNCTION NAME
    (2.)  PAYROLL/PERSONNEL/TRAVEL ADMINISTRATION
    %TIME
    30%
    ESSENTIAL
    True
    TASKS
    Oversees and implements comprehensive payroll and timekeeping services for the Career Services Center comprised of 28+ staff and approximately 12 student employees.

    Responsible for all payroll activities for the department; distributing, collecting, preparing and processing monthly and biweekly Payroll Time Records on-line or manually to meet deadlines, assuring accuracy of time reported, leave usage, etc. Ensures that payroll time records are completed with highest degree of accuracy; reviewing DOPES, audit lists, pay cost summaries and makes corrections and transfers (PETs) as needed.

    Develops and oversees procedures and controls for all personnel actions, including student and staff employee hire, termination, final wages, background checks, catastrophic leave requests and donations, etc.. Prepares and enters all pay distribution information and modifications in the PPS system. Ensures new staff complete all required paperwork.

    Manages all CSC staff travel arrangements, including air, car and hotel reservations, cash advances and vouchers adhering to established university and departmental rules and regulations. Instructs staff on current relevant administrative policies and procedures regarding travel.

    Assists supervisors and employees with all questions and problems regarding pay, leave balances, benefits, tax withholding, personal data changes, leave accrual rates, service credit, etc.

    Reviews work-study time reports; analyzing award balances and recommending necessary adjustments in work schedules or payroll distributions to stay within budgeted allocations.

    Provides expert guidance to Assistant Director, Admin and all supervisors on all manner of employment practices, policies and benefits. Interacts with Workers’ Compensation Office, Applied Risk Management and Campus Payroll Offices as needed.

    Ensures departmental compliance with campus HR policy and procedures, including accuracy and security of all electronic and paper-based systems and files.
    FUNCTION NAME
    (3.)  FISCAL ANALYSIS
    %TIME
    10%
    ESSENTIAL
    True
    TASKS
    Provides Assistant Director, Admin with reports, analysis, and forecasting for both available and projected budget resources. Oversees planning and reporting system, including long and short term projections for departmental program-based operating budgets with multiple funding sources and various revenue producing activities.

    Provides Assistant Director, Admin and the Director with monthly income/ expense statements.

    Provides record oversight for the requirements of SAS 112.

    In consultation with the Assistant Director, Admin develops, prepares and refines automation of Career Services Center finance reports. Researches options, available campus resources and best practices in other departments for online accounting, financial data downloads and other aspects of automated budget reporting. Assists in the creation and on-going enhancement of a system of queries and downloads to enable rapid, efficient and accurate access to data.

    Interprets UC policies ensuring staff understand university fiscal policies and follow appropriate expenditure procedures. Alerts Assistant Director, Admin of any discrepancies.
    FUNCTION NAME
    (4.)  SPONSORSHIPS & SPECIAL PROJECT ADMINISTRATION
    %TIME
    10%
    ESSENTIAL
    True
    TASKS
    Tracks all internal and external sponsorship agreements; assuring that financial transactions are completed. Follows through on any noted discrepancies; ensuring that all revenue is processed accurately and in a timely manner.

    Responsible for all financial aspects of partnership agreement between Peace Corp and the Career Services Center. Serves as contact person to resolve discrepancies and collaborates with Peace Corps to ensure funds are transferred efficiently and accurately. Makes recommendations to Assistant Director, Admin for needed modifications to financial logistics of partnership agreement.

    Responsible for all fund accounting administration and budget activities for the SAGE Moore's Foundation grant. Ensures Career Center staff have knowledge of any relevant polices and procedures and understand any applicable funding restrictions.

    Responsible for all financial transactions and revenue reconciliation for the Career Services Institute registration process. Prepares year end financial statement and transfers revenue collected to appropriate University/College.

    Responsible for all budget activities for any new projects/special events/ initiatives including establishing University accounts, monitoring revenue, designing reports and operational procedures, reconciling ledgers and credit card activity. Prepares annual profit/loss reports for events as necessary. Independently drafts/edits/produces letters and other documents related to the event's budget.

    Reviews agreements for major gifts from individuals, alumni, foundations/corporations; interfacing with Gift Processing/Extramural Funds and Material Management to ensure account and fund establishment. Maintains ongoing files of all corporate gifts/cash and equipment to the Career Services Center.
    FUNCTION NAME
    (5.)  SPACE UTILIZATION ADMINISTRATION
    %TIME
    5%
    ESSENTIAL
    True
    TASKS
    Analyzes the use of office space, equipment, materials, and resources. Makes recommendations to Assistant Director, Admin on most efficient and cost-effective space utilization and the need for any potential facility upgrades and/or repairs.

    Manages smaller sub-contracted remodeling projects; collaborating with Career Center staff, construction and design offices. Processes and submits departmental requests (e.g., R&A and C&R's) for office remodeling, renovations and construction. Ensures specifications and schedules are followed; resolving issues to safeguard the interest of University contracts. Reconciles budgets and expenses for all projects.

    Assists Management Team or delegated staff member with clarification and evaluation of cost estimates and change order requests.

    Performs appropriate research, analysis and resource allocation to complete planning stage and final project reports.

    Manages inventory records and surplus equipment; maintaining up-to-date departmental records and using the on-line EAMS computerized system as appropriate.
    FUNCTION NAME
    (6.)  ADMINISTRATION
    %TIME
    5%
    ESSENTIAL
    True
    TASKS
    Interpret UC policies and advise Director and Assistant Directors of relevant policies and procedures relating to current issues or problems. Maintain PPM for the Career Services Center facility.

    Informs, trains and monitors the Career Services Center’s access to appropriate campus information recordkeeping systems, signature authorizations, and on-line authorization processes.

    Exercises independent judgment and makes decisions relating to organizational operations when Assistant Director, Admin is absent.

    Responsible for fiscal/payrol/personnell record retention; storing and archiving current files and disposing of outdated files according to University policy and auditing requirements.

    Prepare paperwork and process payments for staff and Career Center memberships and subscriptions.

    Researches products and vendors; soliciting quotes for merchandise and services needed. Negotiates with vendors for favorable terms and discounts.

    Coordinates ordering of parking permits, equipment, two-way radios, PPS services, tables/chairs, room reservations, AV services, and catering for special events such as: workshops, job fairs, conferences, skill development seminars, employer receptions and service award programs.

    Processes all purchase requests and requisitions; ensuring accuracy and compliance with University polices and procedures. Tracks delivery and follows through on any problems that may arise.

    Independently resolves billing problems with vendors and/or campus Accounts Payable Office, interfacing with vendor accounting offices to identify and implement solutions.



    Hires, trains, and supervises student worker.
    FUNCTION NAME
    (7.)  CONTINUOUS BENCHMARKING/SKILL DEVELOPMENT
    %TIME
    5%
    ESSENTIAL
    False
    TASKS
    Ensure regular appropriate professional development training.

    Designs and completes agreed upon annual goals.
    KNOWLEDGE, SKILLS, AND ABILITIES
    RELATED FUNCS: DESCRIBE KNOWLEDGE, SKILL, ABILITY: IMPORTANCE LVL:
    1 2 3 4 5 6 7 Skill in financial analysis, planning, preparation and administration of complex and multi-faceted budgets comprised of many funding sources. Required
    1 2 3 4 5 6 7 Skill in performing financial transactions such as debiting, crediting, preparing financial transactions/documents and reconciling expenses. Required
    1 2 3 4 6 Skill in analyzing accounting data to discover errors, initiate corrective action and formulate logical conclusions. Required
    1 2 3 4 5 6 7 Ability to analyze information, define problems or objectives, formulate logical and objective conclusions, recognize alternatives and make recommendations. Required
    1 2 3 4 5 6 7 Demonstrated work experience in the operation of computers including the use of word processing, spreadsheets, database software, electronic mail, electronic calendars and web browsers. Required
    1 2 3 4 5 6 Excellent secretarial, word processing, typing and general office skills. Required
    2 3 Ability to adhere to strict confidentiality with regard to all personnel and payroll matters. Required
    1 2 3 4 5 6 7 Ability to read and understand university policies, regulations and procedures governing financial administration, accounting, staff personnel, payroll, contracts and grants and purchasing. Required
    1 2 3 4 5 6 Strong organizational, documentation and record keeping skills. Ability to set up and maintain filing system.
    Preferred
    6 Skill at supervising student workers including hiring, orienting, training, scheduling work hours and evaluating. Required
    1 2 3 4 5 6 7 Demonstrated ability to plan, coordinate, organize, set priorities, complete projects, prepare reports and make recommendations with minimal supervision and exercise considerable independent judgment and initiative to accomplish tasks. Required
    1 2 3 4 5 6 7 Demonstrated writing skills to compose and produce concise and grammatically correct reports and business correspondence. Required
    1 2 3 4 5 6 7 Attention to detail, including the ability to observe and correct discrepancies and errors in budgetary records. Required
    1 2 3 4 5 6 7 Ability to work in high volume setting, under deadline pressures with frequent interruptions and changes in priorities. Ability to work as a team member. Required
    1 2 3 4 5 6 Demonstrated knowledge of UCSD payroll/accounting policies, procedures, codes and forms. Preferred
    1 2 4 6 Demonstrated knowledge of UCSD staff personnel policies, procedures, forms and classification specifications. Preferred
    1 2 3 4 Ability to use UCSD systems software: IFIS, ISIS, StudentLink, EmployeeLink, FinancialLink. Preferred
    1 2 3 4 5 6 7 Excellent interpersonal skills, including tact, diplomacy and flexibility with diverse student, faculty, staff and community population. Ability to maintain composure while working with customers, especially during stressful times. Required
    1. Department Head, Business & Finance
    2. Deputy Director for Finance and Operations
    3. Deputy Director for Finance and Operations
    4. Director, VCMS Business and Finance
    5. Finance and Operations Manager
    6. Finance Manager
    7. Finance Manager
    8. VCMS Director, Business and Finance

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