RCO Accountant & Financial Assistant Job Listing at University of California in Santa Barbara, CA (Job ID 66175)

Description

Job Posting Details

Payroll Title: FINANCIAL SVC ANL 2 (004627)
Job Code: 004627
Job Open Date: 3/12/24
Application Review Begins: 3/27/24
Department Code (Name): DOST (DEAN OF STUDENTS)
Percentage of Time: 100
Union Code (Name): 99
Employee Class (Appointment Type): Staff: Career
FLSA Status: Non-Exempt
Classified Indicator Description (Personnel Program): PSS
Salary Grade: Grade 19
Hiring/Budgeted Hourly Range: The budgeted salary range that the University reasonably expects to pay for this position is $27.16 - $30.00/hour.
Full Salary Range: The full salary range for this position is $27.16 - $46.70/hour. 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: Student Resource Building – 2295 
Working Days and Hours: Monday - Friday, 8:00am - 5:00pm
Benefits Eligibility: Full Benefits
Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations) Hybrid Work Schedule will be considered as long as hybrid arrangements are approved by the Division of Student Affairs. The University has the authority to change or revoke hybrid scheduling with reasonable notice. Incumbent must be available to be in the office full time should operational needs require it.

Special Instructions:

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

Department Marketing Statement:

The Dean of Students Office is concerned with the holistic development and the complete student experience, in and out of the classroom. In addition to providing leadership to the Student Life departments, the Dean of Students Office spearheads and supports a number of initiatives, and provides special services to assist students facing challenges. The Dean of Students Office is engaged in three primary functional areas: Campus Climate, Crisis Support and Response, and Policy.

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 and why You Belong at UC.

Brief Summary of Job Duties:

Under the direction of the Financial & Operations Manager, assists in processing financial activities and accounting systems for departments and units in the division of Student Affairs and Student Life cluster. Prepares paperwork for financial transactions, reviews expenditures, processes departmental travel, entertainment, and procurement expenses, initiates payments to vendors and outside agencies, ensures that correct financial information and documentation accompanies transactions. Independently troubleshoots payment inquiries from vendors and departments and researches and resolves discrepancies in the general ledger. Provides accountant support to the Registered Campus Organizations (RCOs) trustee accounts under the general direction of Student Engagement & Leadership (SEAL). Maintains accounts, records and assists with transactions, and communicates with university departments on RCO officer's behalf. Performs year-end closing, executes tax and campus reporting where required, and participates in the RCO audit process. 

Required Qualifications:

• Bachelor's degree in related area and / or equivalent experience / training 
• 1-3 years Knowledge of and experience with accounting principles
• 1-3 years experience using applications such as Word and Excel 
• Ability to think analytically. 
• Ability to interface professionally with a broad range of staff, students, and others. 
• Effectively able to independently gather required information to organize, and perform financial analysis. 
• Excellent communication and interpersonal skills, ability to work independently, and with critical attention to detail. 
• Ability to effectively present information verbally and in writing in a clear and concise manner. 
• Creative problem-solving abilities. 
• Ability to exercise good judgment, common sense, and discretion. 
• Ability to work effectively and cooperatively as a team. 
• Working knowledge of financial processes, policies and procedures. 
• Strong knowledge of financial data management and reporting systems.

Preferred Qualifications:

• Familiarity with UCSB policies and procedures related to accounting, budgets, payroll, and procurement. Preferred 
• Familiarity with Gateway, FlexCard, UCPath, Espresso and online travel and miscellaneous reimbursement applications. Preferred 
• Experience working with QuickBooks Preferred 
• Intermediate knowledge and understanding of internal control practices and their impact on protecting University resources. 

Special Conditions of Employment:

• Mandated reporting requirements of Child Abuse 
• UCSB Campus Security Authority under Clery Act 
• Satisfactory conviction history background check 
• UCSB is a Tobacco-Free environment 

Job Functions and Percentages of Time:

• 55% RCO Accounting - Maintains trustee accounts for RCOs, using a stand-alone accounting system that is separate from all central campus accounting and related functions. Determines daily workflow and prioritizes multiple time-sensitive requests. Works independently and consults with the SEAL Director on exceptional transactions or proposals requiring significant alterations to policies and procedures. Support the financial tracking of specialized fund sources that require distinct funding applications, qualified expenditures, reporting, and debt collection. Manages accounts in consultation with respective fund managers. Resolves customer services issues, and maintains close contact with a wide variety of on- and off-campus vendors. Serves as a primary billing and financial transaction liaison between RCOs and several campus vendors including Media Services, TPS, the UC Police Dept., UCEN, Associated Students, and Housing & Residential Services. Provides solutions that require thorough knowledge of University policies and professional accounting principles. Provides account status information and reports to the SEAL Director and RCO advisors. Maintains and updates resources and provides guidance to RCO officers and advisors regarding account maintenance and applicable funding sources. Serves as a resource for RCO officers, advisors, and departments and provides related referrals to a wide variety of campus resources. Liaises with campus departments regarding supporting and/or sponsoring registered campus organizations. Enforces university accounting policies and procedures on the use and reporting of RCO funds. Enters, reviews, and reconciles deposits, expenditures, and transfers for trustee accounts established for RCOs. Analyzes, and reconciles bank account and BA/RC account activity and allocates funds among accounts to ensure tolerable risk management and fiscal efficiency. Reconciles general ledger & subsidiary accounts. Ensures the integrity of transactions and records. Prepares reports as requested. Ensures the completion of all functions in order to facilitate the ongoing audit of transaction records. Supports the coordination of periodic external review of the accounting function by campus auditors or off-campus consultants. In collaboration with the SEAL Director, receives, reviews, and implements recommended action items. Ensures compliance with records retention schedule.

• 45% Financial & Administration Support - Utilizing acquired knowledge of policies and procedures, uses campus systems to process travel, entertainment, memberships, vendor invoices, reimbursements, recharges, contracts and performance agreements, co-sponsorships, and other payments. Initiates purchase order requisitions and vendor blankets and monitors usage. Receives orders and verifies payments have been made. Supports the maintenance of backup documents and files. Assists in ensuring that the appropriate internal controls are addressed, maintained, and strengthened to protect University resources. Reconciles expenses and income to the general ledger on a monthly basis, researching and resolving problems. With direction from the Financial & Operations Manager, resolves discrepancies and errors during the process of reconciling. Performs cost transfers and other corrective actions as necessary to ensure all costs are accurate, allowable, and sufficiently documented. Monitors fiscal activity for accuracy and compliance with university policies. Compiles and maintains back up documentation as required. Prepares expense reports for programs or projects that are reimbursed by other departments. Independently tracks and follows up on reimbursements due from UCOP and campus departments. Serves as FlexCard allocator. Provides guidance on best purchasing practices and methods to attain department goals. In collaboration with the Financial & Operations Manager, supports suite operational needs, including, but not limited to: Maintains office machines, copier/printer and facsimile. Manages and oversees key distribution and maintains key inventory. Updates mailboxes as needed. Ensures signage is updated. Reviews and updates internal phone lists as needed. Provides support and assistance to the Financial & Business Operations Analysts and the Director of Budget & Administration or other staff members for department sponsored events or special projects. 

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 Vaccinations 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, please visit:

• UC Santa Barbara COVID-19 Information - https://www.ucsb.edu/COVID-19-information 
• University of California Policy on Vaccinations – With Interim Revisions - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy 

*Note: The Policy on Vaccination Programs – With Interim Revisions was updated effective August 16, 2023. A systemwide review of this policy will take place in Fall 2023 with an expected issuance/effective date in early 2024.

**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 and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Reasonable Accommodations:
The University of California endeavors to make https://jobs.ucsb.edu accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at 805-893-4664 or email katherine.abad@hr.ucsb.edu. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications. 

Privacy Notification Statement
Privacy Notification Statement and Notice of Availability of the UCSB Annual Security Report Disclosures

Application Status: If you would like to check the status of your application, please log into the Candidate Gateway where you applied and click on 'my activities'.