Description
Job Posting Details
Payroll Title: Financial Services Analyst 2
Job Code: 004627
Job Open Date: 5/20/2024
Application Review Begins: 6/5/2024; open until filled
Department Code (Name): PASC (Phelps Administrative Support Center)
Percentage of Time: 100%
Union Code (Name): 99 Non-Represented
Employee Class (Appointment Type): 2- Staff (Career)
FLSA Status: Non-Exempt
Classified Indicator Description (Personnel Program): PSS
Salary Grade: 19
Hiring/Budgeted Hourly Range: $27.16 - $30.09/hr.
Full Hourly Range: 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. The full hourly range for this position is $27.16 - $46.70/hr. The budgeted salary range that the University reasonably expects to pay for this position is $27.16 - $30.09/hr.
Work Location: 5206B Phelps Hall
Working Days and Hours: Monday- Friday; 8am - 5pm
Benefits Eligibility: Full Benefits
Type of Remote or Hybrid Work Arrangement if applicable: Hybrid
Special Instructions
For full consideration, please include a resume and a cover letter as part of your application.
Department Marketing Statement
The Phelps Administrative Support Center (PASC) at the University of California, Santa Barbara (UCSB) provides administrative services for faculty and students in the departments of French & Italian, Germanic & Slavic Studies, and Spanish & Portuguese and the programs of Comparative Literature and Latin American & Iberian Studies. This position is responsible for financial matters and events for the departments and programs in PASC, ensuring that the mission and goals of each department are met with attention to detail and effectiveness. We value diversity in expertise, backgrounds, needs, and experiences, and aim to see diversity reflected among our residents and visitors.
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 UCand why You Belong at UC.
Brief Summary of Job Duties
Under the direction of the Financial and Events Manager, is responsible for financial matters and processes for the departments and programs that the PASC serves as well as the PASC Departmental Operating Budget. Manages payroll reconciliation and audit general ledgers. Projects and monitors expenditures across all funding sources. Interprets policy and advises faculty, staff, and students of proper university guidelines regarding policies for personnel, purchasing, entertainment, events, and travel. Analyzes expenditures and spending patterns, resolving discrepancies. 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 UCPath System. Serves as primary UCPath initiator for all staff and selected academic appointments including requesting position control numbers and initiating the funding entry. Ensures proper employee and supervisor set-up in Kronos on-line timekeeping system. Ensures data integrity and compliance with University, Federal, agency and union policies. Maintains current knowledge of University policies and procedures of Accounting, Travel, 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.
Required Qualifications
- Bachelor's Degree in related area or equivalent experience and/or training.
- Working knowledge of financial processes, policies and procedures.
- Analytical skills to conduct analysis and develop recommendation to unit management.
- Strong knowledge of financial data management and reporting systems.
- Proficiency in the use of spreadsheet and database software.
- Must be detail oriented with a high degree of accuracy.
- Strong interpersonal skills, service orientation, active listening skills, critical thinking, sound judgement, and decision making.
- Must be able to function effectively as a member of a team and interact in a professional manner with a wide range of campus units on the behalf of the PASC.
Preferred Qualifications
- Solid knowledge of GUS, Kronos, Concur, and Procurement Gateway
Special Conditions of Employment
- Satisfactory conviction history background check
- UCSB is a Tobacco-Free environment
Job Functions and Percentages of Time:
65% ADMINISTRATION - Ensures all departmental and extramural expenditures are properly supported and documented. Ensures that the department is in compliance with all University and audit guidelines and is always audit ready. Generates alerts when expenses or revenues deviate from baseline expectations or may exceed budget allocations. Processes transfer of funds and transfer of expenses adhering to university policies and procedures. Creates process maps and manuals to document procedures. ANAYLSIS Analyzes data and prepares financial reports as requested by the Financial and Events Manager of PASC. Projects and monitors expenditures across all funding sources including departmental, income/expense accounts, Academic Senate funds, various gift and donor accounts, and a variety of other accounts. Identifies errors, performs corrections and adjustments and resolves discrepancies. Monitors budgets for inconsistencies and projects patterns of spending to avoid deficits. Develops and implements payroll management and tracking systems utilizing Excel, campus programs, and other applications to accurately analyze, manage and reconcile multiple payroll, benefits, and associated funding records. Manages all financial activity on PASC accounts, reconciles PASC financial records with general and payroll ledgers on a monthly basis. Responsible for monthly audit of general ledgers of the departments/programs and journals that the PASC serves, ensuring that all expenses are allowable and appropriate for individual accounts
10% EVENTS - Utilizes and updates event trackers created by Financial and Events Manager to assist with all aspects of event planning including: room reservation, catering, travel coordination, and assistance on the day of an event.
10% UCPATH - Serves as Primary Workforce Administration Initiator using the online UCPath System for all staff, work-study and selected student employment actions. Monitors budgets and verifies adequate funding for projected employment period before processing UCPath actions. Initiates all necessary employment forms for a variety of academic, staff and student personnel once approval is received. Ensures all employment documents are complete and processed in a timely manner and tracks employment packets through the various stages to ensure that the employee will be paid on time. Creates and maintains personnel files, adhering to University records disposition. Generates employment and separation documentation for all departmentally funded limited staff and student employees and academic personnel to ensure compliance with UC policy. Tracks workstudy expenditures and individual allocations, and advises students and faculty of status. Maintains current knowledge of federal work study rules and regulations, attending training sessions and meetings, as needed. Advises and collaborates with departmental staff to resolve compensation and employment issues. Coordinates with intra and inter campus entities to correct errors, resolve issues, and make updates to UCPath as necessary. Trains employees and their supervisors on the Kronos system and UCPath. Performs work using a high level of sensitivity and confidentiality regarding employee pay, leaves, and personal matters
5% PURCHASING - Serves as primary "buyer" for PASC departmental procurement actions. Advises faculty on all aspects of purchasing policies and requirements. Verifies funding availability and obtains approvals prior to placing orders. Sets-up new account strings and authorizations. Enters purchase requisitions and vendor blankets via Gateway. Ensures accuracy and completeness of all data. Serves as primary FlexCard approver for all FlexCard transactions. Orders office supplies on an as needed basis.
5% TRAVEL - Uses knowledge of all University and federal regulations governing travel, per diem, entertainment, and honoraria and maintains knowledge of current Academic Senate regulations in order to advise faculty and graduate students on use of research and travel funds. Serves as liaison between the traveler, Academic Senate and Travel Accounting to ensure that upon completion of travel, reimbursement vouchers are prepared within the required time frame and that travelers and vendors are paid in a timely manner.
5% MISC - Provides support to the PASC office including, but not limited to, receiving guests at the front desk, distributing mail, maintaining copiers daily with supplies, copier trouble-shooting and initiating service calls. Maintains current desk manual.
UC Vaccination Programs Policy – With Interim Revisions
As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs – With Interim Revisions.
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:
UC Santa Barbara COVID-19 Information
· University of California Policy on Vaccinations – With Interim Amendments
* 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 Opportunity/Affirmative Action Statement
UC Santa Barbara 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, national origin, disability, age or protected veteran status.
For more information:
University of California's Affirmative Action Policy
University of California's Anti-Discrimination Policy
Reasonable Accommodations
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Privacy Notification Statement and Notice of Availability of the UCSB Annual Security Report Disclosures
Application Status
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