Financial Coordinator

Position Number: 41149965

Payroll Title: BLANK AST 3

Job Code: 4722

Job Open Date: 1/21/2025

Application Review Begins: 2/5/2025

Department Code (Name): LODG (Residential Operations)

Percentage of Time: 100%

Union Code (Name): CX-Clerical Union

Employee Class (Appointment Type): Staff: Career

FLSA Status: Non-exempt

Salary Grade: N/A

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $28.44 to $34.90/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: RCVG-1050

Working Days and Hours: Monday - Friday 7:30 AM - 4:00 PM

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations)

Special Instructions:

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

Department Marketing Statement:

Residential Operations is part of Housing, Dining, and Auxiliary Enterprises (HDAE). Residential Operations maintains properties consisting of residence halls, single student apartments, family student apartments, and dining commons serving over 11,000 undergraduate and graduate students, faculty, and staff. In addition to providing service to residents, Residential Operations maintains facilities that include conference centers, office spaces, and short term lodging and housing facilities. We welcome over 20,000 conference guests annually.

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

Brief Summary of Job Duties:

Provides financial analysis and administrative support for Distribution & Logistical Services. Analyzes issues in relation to UCSB policy, regulations, initiatives, and assists Distribution & Logistical Services Management in determining procedures, methods, and implementation of policy applications that best serve the overall goals of the Furniture's Services department. Assists with Furniture and Mail Services monthly recharges, file retention, and financial reconciliations.

Required Qualifications:

• At least 3 years of customer service experience
• 1-3 years experience in AP, AR, billing and collections, or equivalent combination of education, training and experience

Preferred Qualifications:

• High school diploma or equivalent experience
• Work experience demonstrating at least three years of customer service experience.
• Demonstrated budgetary and fiscal management skills.
• Excellent written and verbal communication skills.
• Experience using Microsoft Word, Excel, and Google Suite.
• Knowledgeable of the appropriate procedures to ensure accurate and efficient processing of paperwork.
• Experience demonstrating the ability to analyze and research products, vendors, parts or equipment relating to the facilities maintenance environment.
• Ability to work independently to perform detailed and accurate work while meeting critical deadlines.
• Ability to apply a high level of sound, independent judgment, tact, ingenuity, and resourcefulness in overseeing assigned areas, including working with managers and customers, and solving problems during the course of daily business.
• Ability to establish and maintain job priorities when there are changes in workload and competing deadlines.
• Ability to interact as a team member with sensitivity towards a multicultural work environment.
• Working knowledge of UC policies and Procedures regarding financial and budgetary transactions. Familiarity with UCSB financial and purchasing systems.

Special Conditions of Employment:

• Maintain a valid CA driver's license, a clean DMV record and enrollment in the DMV Employer Pull-Notice Program
• Satisfactory criminal history background check
• UCSB is a Tobacco-Free environment

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegation or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy

UC Anti-Discrimination Policy

Abusive Conduct in the Workplace

Job Functions and Percentages of Time:

• 60% Accounting - Processes Distribution & Logistical Services invoices. Reviews each invoice for accuracy, proper receipt, and appropriate cost center allocation and with back-up documents and presents to the Manager for approval. Works closely with Accounting to ensure invoices are paid accurately and timely and that discounts are taken. Reviews invoices and statements from all on-campus providers, assures correctness and processes for payment. Works with vendors as appropriate when invoice discrepancies or credit issues arise. Processes the Distribution & Logistical Services recharge billing to campus departments and organizations. Billing is verified and balanced and Financial Journals sent to Accounting or entry into the GL060. Reconciles GL060 for Distribution & Logistical Services using the new online GL system. Takes appropriate action to make sure all charges and expenses are justified and process adjusting transactions as necessary. Maintains department FlexCard transactions, includes allocating charges to correct LAFSO and reviewing in the Allocation module. Responsible for Record Retention for Distribution & Logistical Services, maintain, delete, and destroy both paper and electronic records per University policy and retention schedule. Process reimbursements in Concur. Analyzes data, researches higher dollar volume discrepancies and reconciles all data. Prepares special reports on own initiative and by request regarding important financial/budget data, including uses and transfers of funds, breakdown of expenses data in all subs for review and budgeting purposes, and other similar reports as needed by management. Conducts audits of the monthly recharges. Assists the Manager of Distribution Services with development of new revenue opportunities, including but not limited to, research of potential opportunities and analysis of the financial planning necessary to implement any potential opportunities. Develops, implements, and maintains departmental computerized budget/billing system which accumulates monthly, quarterly, and annual recharges for section. Also, maintains, associated reports and assists with campus department requests for backup confirmation of billing data. Records and maintains Weekly Surplus Sales Receipts and payments and allocations of surplus sales recycling and high-ticket items sold. Reconcile credit card purchases for Distribution & Logistical Services Surplus sales on a monthly basis and prepares financial journals to transfer the revenue to the STOR revenue account. Responsible for crediting departments for surplus sales. Reconcile all furniture services recharge expenses for accuracy, locate errors, and make corrections as needed. Responsible for coding all purchases done in GateWay and the Espresso FlexCard Module. Review and audit invoices for payments in GateWay and Espresso FlexCard Module. Assists with VB's forecasting and needs.

• 25% Administrative Supervision - Analyzes the administrative organizational structure, policies, and procedures of Distribution & Logistical Services areas and makes recommendations to the Manager regarding best course of action to achieve efficiency and to effectively reach the objectives of the department. Analyzes work flow and presents research to Distribution & Logistical Services Manager for consideration on long range planning for administrative needs in all areas. Maintain department file retention records. Assist in Gateway training.

• 10% Unit Support - Performs other related duties as assigned. Provides back-up support for other functions within the unit. Help implement and maintain workflow. Serve as a point of contact when other Financial Coordinators are out of office. Special Projects: Gathering data from the General Ledger to back-track old transactions that need to be TOF. Answering questions from other department, or coordinating resolution of issues involving past equipment sales of surplus equipment.

• 5% Customer Service - Provides answers and solves problems for customers regarding Furniture Services recharges, Distribution & Logistical Services monthly billing statements and other financial transactions. Responsible for communication with Distribution & Logistical Services vendors when discrepancies on payment arise. Implement procedures/policies that ensure excellent customer service to both external and internal University customers. Responsible for communication between Distribution & Logistical Services and departments that are selling surplus inventory.

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs.

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 - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*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 the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/PPSM-20.

For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

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'.