Risk & Safety Services Business Support Specialist CAMPUS ONLY RECRUITMENT
University of California Santa Cruz
Location: Santa Cruz, California
Internal Number: 2644291
Risk & Safety Services Business Support Specialist CAMPUS ONLY RECRUITMENT
Location: Santa Cruz Job ID: 27104
ADDITIONAL INFORMATION This is a CAMPUS ONLY recruitment. Only current employees, or former employees with current Preferential Rehire rights will be considered for this position. Current UCSC employees must apply via the Internal Candidate Gateway to be considered for this position. Former employees with current Preferential Rehire rights will need to identify themselves as such in their application to be considered for this position.
If you are a current UCSC employee and apply through the External Candidate Gateway, you will not be considered for this position.
UC Vaccination Policy: With limited exceptions, COVID-19 vaccinations are requiredfor 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.
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.
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: 11-30-2021
Risk and Safety Services provides leadership and coordinates multidisciplinary services to sustain a safe and healthy campus by managing injury and loss and coordinating access, emergency response and recovery. Risk & Safety Services is responsible for executive level management, planning and direction for the following areas: Environmental Health & Safety, the Office of Emergency Services, Risk Services, Transportation and Parking Services, University Police & Public Safety, Demonstration and Major Event Response Management, Behavioral Risk Assessment and Workplace Violence Team Coordination, Campus Policy Development and Special Projects.
Under the general supervision of the Risk and Safety Services (RSS) Business Manager, the Business Services Support Specialist performs a variety of job duties in support of the day-to-day operations and programs within AVC Risk and Safety Services and the Office of Emergency Services. The position prepares/reviews financial paperwork to expedite purchasing, invoice and pro card payments, CTE card payments, direct payments, travel reimbursements, monitors financial transactions, 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 requires the ability to work independently and as part of a team. The incumbent will respond to questions, research issues and resolve problems that have a significant impact on the overall goals of the RSS departments. This role works directly with the RSS AVC and will interact with all units under Risk & Safety Services as well as various campus constituents.
Salary Information: $24.23/hour.
No. of Positions: 1
Benefits Level Eligibility: Full benefits
Percentage of Time: 100%
Average Hours Per Week: 40
Days of the Week: Mon - Fri
Shift Includes: Day
Employee Classification: This is a Career appointment
Requests, reviews and approves purchase orders and expense payments, including travel, reimbursements and direct payments to vendors. Review for accuracy, appropriately assigning and reconciling accounts and appropriate approvals. Monitor payments, assuring timely receipt and accuracy. Research and resolve any problems/issues.
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.
Provides financial analyses for various units under RSS, including but not limited to: unit-specific projections, forecasting and financial analysis projects as assigned.
Reviews and reconciles standardized financial data and transactions for erroneous posting and missing data.
Monitors the delivery of quality customer services to various constituencies to include internal department clients and external vendors. Effectively addresses difficult and complex customer inquiries.
Supports various fiscal campus closing processes and activities.
Functions as a resource to support staff on issues such as researching financial discrepancies, escalated customer service problems and vendor concerns.
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 processes and procedures for financial activities. Provides backup to other Risk and Safety Services business and financial support positions within the workgroup, as needed. Attends training sessions as needed to remain knowledgeable of current policies, procedures and use of UC Systems.
Schedules and take notes for RSS Business Team meetings.
10% Applies professional financial and accounting concepts to independently perform analyses of moderately complex financial services such as researching discrepancies and tax implications and compliance with external regulations and internal policies.
10% Participates in the audit of internal records, prepares recommendations and processes changes as needed. Ensures that the appropriate internal controls are addressed, maintained and strengthened to protect University resources.
10% Under general supervision, researches and gathers information from a variety of sources; prepares and summarizes information and reports relative to new services, regulatory compliance issues and / or vendor selection and support activities.
5% Prepares reports and analyses to include summaries of financial transactions, evaluation of current and proposed services, etc. for management review and decision-making.
5% Provides support with campus, divisional calls and projects for RSS such as but not limited to: Annual campus facilities inventory, ITS projects, work orders and communication dissemination to RSS Units.
Assists Risk and Safety Services units with the following:
Calendaring of recruitment timelines, interviews and committee meetings.
Assists with technology setup for candidate interviews.
Assists with travel, purchasing and accounts payable activity, as needed.
5% Other non-specified, ad hoc research, analysis and special projects as assigned.
Bachelor's degree in related area and / or equivalent experience / training.
Demonstrated ability with financial accounting principles, policies, procedures and systems.
Demonstrated ability to apply knowledge, analyze and interpret policies and regulations.
Demonstrated ability to gather reasonably retrievable information to organize, and perform basic financial analysis assignments.
Strong interpersonal skills, analytical skills, service orientation, active listening, critical thinking and attention to detail. Effective verbal communication skills.
Ability to multitask in a high-volume environment with strong organizational skills, Demonstrated ability to prioritize assignments and independently organize work, demonstrating initiative and follow through.
Motivation to be part of a cohesive team in an optimistic, professional and challenging work environment.
Ability to adapt to changing priorities.
Intermediate knowledge and understanding of internal control practices and their impact on protecting University resources.
Strict attention to detail, with a strong commitment to quality standards and the ability to perform accurately and efficiently in a fast-paced environment.
Experience or ability to independently research and review reports to locate erroneous postings and missing financial data.
Ability to prioritize a heavy workload under the pressure of competing assignments.
Demonstrated ability to work collaboratively across a complex organization to achieve results.
Excellent interpersonal skills to effectively interact with flexibility, sensitivity, and tact in dealing with diverse groups of people.
Excellent judgment and discretion in handling confidential and sensitive issues and information.
Proficiency in the use of google sheets, spreadsheets and database software. Ability to use standard computing tools including Microsoft Word, Excel, PowerPoint, Google, Adobe Acrobat, email, online calendaring systems and web-based applications and systems.
Ability to write appropriate and clear memos, reports, and procedure documentation. Effective written communication skills.
Excellent problem-solving skills.
Knowledge of or experience with university or university-like systems, policies and procedures, and/or familiarity with higher education institutions.
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 How to Apply 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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