Under the direct supervision of the Executive Director and Senior Budget Officer and the general direction of the Management Team, the Incumbent reports to the Senior Budget Officer (SBO) for the Student Affairs organization, and will have departmental, divisional and organizational responsibilities. The Incumbent provides budgetary, personnel and purchasing support for various departments (clients) within Student Affairs as assigned. The incumbent assists in coordinating at both the division and organizational level on-going processes and special projects, including but not limited to campus systems implementations, requests for information internally and externally, training and communications, and performs ad hoc and on-going analysis of budgetary and personnel information using appropriate campus data and query databases e.g. the Query Database (QDB) and Campus Data Warehouse (CDW) as assigned. Fiscal responsibilities of budget and fiscal functions include budget development, forecasting, reconciliation, analysis and recommendations regarding budgetary matters. Incumbent will also serve as resource for training new staff and departments on budgetary matters, use and implementation of the divisionally developed Financial Management Program (FMP) and/or replacement financial systems, and will provide support as new budget initiatives are identified. The incumbent populates the Campus Budget Information Gateway (CBIG) system for client departments, programs and accounts under the incumbent's purview, and provides support to the management team in reviewing submissions and variance reports for all units within the Student Affairs organization. The incumbent will serve as a preparer for the Transfer of Funds, Monetary Fund Transfer, Journal Entries, Staffing List and other new systems as needed; Departmental Security Administrator (DSA) with both divisional and organizational responsibilities; and transactional reviewer/approver to units under the incumbent's purview as necessary. The Incumbent will provide primary or backup personnel and payroll support and processing using the UC Payroll, Academic Personnel, Timekeeping, Human Resources (UCPath) and the Time Reporting System (TRS), including all facets of personnel and payroll administration e.g. new hires, equity, reclassification and merit transactions, separations, job description and requisition processing, and payroll processing; and expertise and processing support for services, goods, and reimbursement including but not limited to purchasing, telecommunications, travel and facilities. The Incumbent will make recommendations for and develop procedures and processing forms for use by departments to ensure consistent application of personnel and purchasing policies and procedures. Serves as preparer and reviewer to units under the incumbent's purview as necessary. This position is designated as "critical" and continued employment is contingent upon completion of satisfactory background investigation. Percentage of Time: 100% Shift Start: 8:00 am Shift End: 5:00 pm Qualifications for Position 20 Records Qualifications Required/Preferred 1. Demonstrated working knowledge of UCLA Staff personnel and payroll systems, policies and procedures. Preferred 2. Ability to work with frequent interruptions and adapt to a changing workflow. Required 3. Knowledge of university accounting, recharge and travel policies and procedures. Preferred 4. Ability to work independently in order to analyze complex issues and related problems; develop, recommend and communicate appropriate solutions. Required 5. Skill in providing guidance and training to other staff on policy interpretation and financial processing. Required 6. Demonstrated ability to research, analyze, interpret and apply policies and procedures appropriately; ability to determine compliance with existing policies and established guidelines. Required 7. Demonstrated proficiency with Microsoft Office, specifically spreadsheet and database applications, electronic mail, and web-base applications in order to prepare business correspondence, reports and analysis with speed and accuracy. Required 8. Demonstrated skill in working independently and thoroughly to meet deadlines. Required 9. Ability to organize and coordinate multiple tasks, to establish priorities, and to re-establish priorities as changing circumstances dictate. Required 10. Working knowledge of standard accounting principles, practices and terminology. Required 11. Working knowledge of UCLA financial and budgetary policies, processes and procedures. Preferred 12. Skill in performing basic bookkeeping transactions: debiting, crediting, preparing journal entries, and reconciling expenses. Required 13. Skill in performing standard payroll functions: tallying and auditing timekeeping documents, preparing payrolls and reconciling errors. Required 14. Demonstrated knowledge of University procedures for ordering supplies, telephone equipment, facility requests, and other campus services. Preferred 15. Demonstrated interpersonal skills to work harmoniously and effectively with colleagues, staff and vendors on matters pertaining to responsibilities. Required 16. Reading skill sufficient to understand University manuals and memoranda pertaining to job responsibilities. Required 17. Skill in writing logical, clear and to-the-point, reports and recommendations. Required 18. Ability to speak with clarity and precision to obtain and convey information related to job responsibilities. Required 19. Demonstrated ability to use campus mainframe and web-based applications, including but not limited to: BruinBuy purchasing system, UCPATH HR/Payroll application, Time Reporting System (TRS), CBIG, Travel Express, QDB/CDW database systems and UCLA Corporate web based financial inquiry reports. Preferred 20. 3-5 years of progressively responsible experience with providing financial and human resource-related administrative support. Required Additional Posting Information Bargaining Unit: 99-Policy Covered Application Deadline: 03-08-2019 External Posting Date:
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29 April 2016
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