JOB POSTING ***This position is being filled at either the Business Services Support Specialist II or Business Services Support Specialist III. Applicants are encouraged to apply to both job postings, this job: 36887 - Business Services Support Specialist III and 39635 - Business Services Support Specialist II, which is available here.
Position open until filled- still accepting applications after the Initial Review Date (IRD)
UC Vaccination Policy: With limited exceptions, COVID-19 vaccinationsarerequired for Covered Individuals under the Policy. Covered Individuals include all employees, students, or trainees who physically access a University facility or program in connection with their employment, appointment, or education/training.
Covered Individuals do NOT include employees who work 100% remotely with NO expectation that they will physically access any University location or program at ANY time. If 100% remote work ends, the employee is subject to policy.
INITIAL REVIEW DATE (IRD)
UC Santa Cruz staff jobs are posted until filled. Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. NOTE: Materials submitted after the IRD will be forwarded only at the request of the hiring unit. Submit your materials before the IRD to ensure consideration by the hiring unit.
The IRD for this job is: 06-20-2022
ABOUT UC SANTA CRUZ
UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.
Risk Services and Environmental Health and Safety (EH&S) are part of the UC Santa Cruz Risk and Safety Services unit within the Business and Administrative Services (BAS) division. Risk Services supports the campus by helping to identify risk exposures, recommending strategies to reduce or eliminate identified risks, and administering the campus's insurance programs to facilitate maximum recovery from accidental losses. EH&S monitors compliance and advises the campus on all environmental, health and safety programs intended to minimize or prevent injuries and illnesses and to protect the quality of the surrounding environment. Risk Services and EH&S coordinate with external regulatory agencies, the UC Office of the President, and other UC campuses.
Uses skills as a seasoned, experienced financial service professional with a full understanding of industry practices and organizational policies and procedures. Resolves a wide range of issues. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.
Under the general supervision of the EH&S and Risk Services Director and with support from the Risk Services Financial Analyst, the EH&S Business Services Support Specialist performs a variety of job duties in support of the day-to-day operations and programs within the EH&S and the Risk and Safety Services units. The position prepares/reviews financial paperwork to expedite purchasing, monitors financial transactions, invoice payments, travel reimbursements, prepares transfers of payroll and non-capital expenses; completes recharge billing, researches financial transactions using campus systems tools, performs reconciliation of transactional detail and financial reports ensuring accuracy of the data while adhering to campus and system wide policies and procedures. The position provides administrative support to EH&S technical program areas, including record management and system maintenance. The position provides technology, software, and data management system support, including support with basic computer use and software needs, and assistance with database use. The position requires the ability to work independently and as part of a team. Incumbents will respond to questions, research issues and resolve problems that have a significant impact on the overall goals of the RSS departments.
Salary Information: Salary Range: $60,000 - $71,700 / Annually. Salary commensurate with skills, qualifications and experience.
No. of Positions: 1
Benefits Level Eligibility: Full benefits
Percentage of Time: 100%, 40 Hours per Week
Days of the Week: Mon-Fri
Shift Includes: Day
Employee Classification: This is a Career appointment
Applies financial services concepts (i.e., accounting, accounts receivable, accounts payable, purchasing, collections and billing), to resolve issues, and prepare business process procedures and policy recommendations. Responsible for providing reports and analyses for varied and complex budgetary, financial and resource projects across all EH&S program areas.
Ensures that financial processing functions, which may include accounts payable, accounts
receivable, purchasing, recharge billing, travel / entertainment, gift accounting, cashiering and
collections, are performed with accuracy, and that daily operations run smoothly.
Works with managers on cost recovery of program expenditures, prepares transfers of expense
(TOEs) and payroll transfers (TOPES); completes recharge and miscellanious expense billing for multiple programs; prepares cash deposits and works with clearing accounts.
Reviews and reconciles standardized financial data and transactions for erroneous posting and
missing data. Reviews and approves financial data and transactions.
Recommends and implements quality customer service standards and procedures to affect various constituencies, including internal department, students and external vendors. Effectively addresses difficult and complex customer inquiries.
Monitors/queries financial and payroll transactions through campus financial system tools to ensure accuracy of transactions and compliance with internal policies, principles and controls.
Documents procedures for financial activities.
Assists EH&S and Risk Services staff with computer, technical, and data management system support.
Supports basic computer use, Zoom or other technology setup for online meetings, and Google suite use.
Serves as a technical resource and point of contact for EH&S data management systems, including the Risk and Safety Solutions platform and third-party systems.
Provides analyses for complex summaries and proposals relative to a diverse range of topics to include new financial procedures and / or services, changes in legal regulations, tax implications, etc. Provides financial direction for the inclusion of new programs and funding sources and collaboration with other units within BAS and academic divisions.
Applies a wide variety of internal and external policies and regulations to address a range of issues such as regulatory compliance, tax implications, recovery of cash, risk management, and the organized implementation of a diverse range of financial services. Interprets related policies and advises customers accordingly.
Participates in moderately complex audits of processes and recommends changes to processes. Ensures that the appropriate internal controls are addressed, maintained and strengthened to protect University resources.
Assesses and recommends to management changes as needed to ensure financial processes maintain compliance with federal and state requirements and internal financial / audit policies.
Works collaboratively with the Risk and Safety Services financial and business team, providing support as needed.
Provides guidance to less experienced team members in the Risk and Safety Services financial and business team on financial processing functions which may include accounts payable, accounts receivable, purchasing, recharge billing, travel / entertainment, gift accounting, cashiering and collections.
Provides support for other unit operations, project research, and compliance functions as needed.
May support campus incident and emergency response operations.
Bachelor's degree in related area and / or equivalent experience / training.
Thorough knowledge of financial processes, policies and procedures.
Thorough knowledge of financial data management and reporting systems.
Strong proficiency in the use of spreadsheet and database software.
Strong interpersonal skills, service orientation, active listening, and effective verbal communication skills.
Effective written communication skills.
Strong skills in critical thinking and analysis.
Strong attention to detail and organizational skills, and the ability to multi-task in a high volume environment.
Ability to function effectively as a member of a team. Demonstrated ability to work collaboratively across a complex organization to achieve results.
Ability to adapt to changing priorities.
Leadership skills to provide guidance, coaching and mentoring to professional and support staff.
Thorough knowledge and understanding of internal control practices and their impact on protecting University resources.
SPECIAL CONDITIONS OF EMPLOYMENT
Selected candidate will be required to pass a pre-employment criminal history background check.
The University of California has implemented a COVID-19 Vaccination Policy covering all employees. To be compliant with the policy, covered employees must submit proof of vaccination or have an approved exception or deferral, eight (8) weeks from date of hire.
All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.
HOW TO APPLY
Attach your resume and cover letter when applying for this job opening. Do not attach any documents to 'My Activities'. Visit our HowtoApply tutorial for detailed instructions on our applicant process.
The University of California is an Equal Employment 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. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.
To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; https://jobs.ucsc.edu. A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.
The University of California 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. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.
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