Finance Assistant - 140876

Hybrid worksite | Career appointment | 100% time | 8 hrs/day, Monday - Friday

About the role

Under general supervision of the Finance Manager, the Financial Assistant performs day-to-day finance and accounting duties, including accounts payable, accounts receivable, cash management, deposit, purchasing, invoicing and collections, statement reporting, journal vouchers, general ledger reconciliation, and transaction sampling. Generates various reports, including revenue, expense, and budget reports. Creates Excel spreadsheets to monitor expenses and special financial projects as assigned.

Independently processes accounting and administrative documents for purchases, payments, gifts, budget adjustment journals, and cost transfers, ensuring compliance with University policies and procedures. Participates in short- and long-term budget planning and tracking processes.

Provides full-scope general office support, including maintaining original physical files and digital filing. Serves as primary Departmental Security Administrator. Provides onboarding support, coordinates departmental facilities management needs, serves as the contact person for maintenance services, troubleshoots problems, and maintains the department inventory database. Manages blanket purchase orders for outside vendors for goods and services and acts as liaison for account matters and problem resolution.

This position may be eligible for a flexible work arrangement, which could include a non-standard schedule and/or the ability to work off-site.

Responsibilities

• Perform accounts payable, accounts receivable, cash management, deposit, purchasing, invoicing, collections, statement reporting, journal vouchers, general ledger reconciliation, and transaction sampling.
• Generate revenue, expense, and budget reports.
• Create and maintain Excel spreadsheets to monitor expenses and special financial projects.
• Process accounting and administrative documents for purchases, payments, gifts, budget adjustment journals, and cost transfers in compliance with University policies.
• Participate in short- and long-term budget planning and tracking.
• Maintain physical and digital filing systems.
• Serve as primary Departmental Security Administrator.
• Provide onboarding support and coordinate departmental facilities management needs.
• Act as contact person for maintenance services and troubleshoot problems.
• Maintain the department inventory database.
• Manage blanket purchase orders for outside vendors and act as liaison for account matters and problem resolution.

Requirements

• Understanding of generally accepted accounting principles, fund accounting, internal control standards, and audit principles.
• Experience implementing policies and procedures relating to accounting, budgeting, bookkeeping, reconciliation, auditing, purchasing, disbursements, and other fiscal matters.
• Ability to identify unusual circumstances needing a supervisor's review and approval.
• Demonstrated ability to accurately interpret, effectively communicate, and apply policies, procedures, and practices.
• Experience with internal control standards and proven analytical ability to recognize discrepancies/errors and take corrective action.
• Proven analytical ability and skill in independently researching, compiling, organizing, interpreting, and selecting data from various sources.
• Skill to organize data into easily understood and logical forms.
• Demonstrated knowledge and ability to utilize word processing, spreadsheets, and database applications (e.g., Word, Excel) with high accuracy and speed to develop, maintain, and produce reports, graphs, and charts.
• Mathematical and computation abilities to complete calculations for preparing reports with high accuracy.
• Demonstrated accuracy with facts and figures, and ability to proof and review own work.
• Ability to review and analyze financial statements and ledgers for balance of funds and appropriate expenditures, and make fiscal projections.
• Proven ability to exercise independent judgment for problem-solving, analysis, prioritization, and implementation in management decisions.
• Experience processing financial documents and checking for accuracy, including invoices, reimbursements, purchase orders, vendor contracts, gift forms, budgets, and financial statements.
• Experience with cash management, including merchant accounts, credit card payments, cash handling, and check deposit.
• Demonstrated experience reconciling and processing invoices and expenses.
• Experience monitoring accounts payable and receivables data using spreadsheets, databases, and data analysis skills.
• Data entry skills and ability to maintain accurate records.
• Ability to maintain computerized and paper records for rapid retrieval while ensuring accuracy.
• Superior organizational skills requiring extreme accuracy and attention to detail.
• Demonstrated ability to prioritize, coordinate, and manage a heavy workload with fluctuating or simultaneous deadlines.
• Excellent interpersonal skills, including tact, poise, mature judgment, diplomacy, and flexibility to promote positive working relationships.
• Strong customer-service skills with experience in a busy, service-oriented office atmosphere with frequent interruptions and varied work assignments.
• Demonstrated ability to learn and use various UCSD campus online tools.

Special Conditions

• Vacations are discouraged during fiscal year closing and royalty distribution periods.
• Job offer is contingent upon satisfactory clearance based on Background Check results.
• This position involves access to technology subject to U.S. export controls. Any job offer will be contingent upon the applicant’s capacity to serve in compliance with U.S. export controls.

Pay

Annual full pay range: $61,429 - $88,030 (prorated if appointment percentage is less than 100%)

Hourly equivalent: $29.42 - $42.16

Hiring pay scale: $29.42 - $34.53/hour

Factors in determining compensation include experience, skills, knowledge, abilities, education, licensure, certifications, and other business and organizational needs.