ACCOUNTING AND ADMINISTRATIVE ASSISTANT TO THE CONTROLLER

FISCAL SERVICES

CLASSIFICATION: Level 2 / Class Code 2230 / Full Time / Non-exempt / Benefited / Represented

HIRING SALARY RANGE: $22.98 - $34.65 / hour

ROLE AND RESPONSIBILITIES

The Accounting and Administrative Assistant to the Controller has an important and visible role within the Office of Fiscal Services.  Under the general direction of the Controller, the incumbent serves as the principal assistant to the Controller and is responsible for a variety of administrative and accounting tasks.

Typical duties and responsibilities consist of, but are not limited to, the following:

ADMINISTRATIVE SUPPORT (~50%)

• Provide administrative and basic accounting support to the Controller;
• Conduct work of a confidential nature to support the Controller on matters of significance;
• Provide calendaring support to Controller;
• Prepare expense reports in Concur software;
• Manage continuing contracts, including tracking, payment processing, and reconciliation of invoices;
• Manage and oversee the process for purchases of goods and services of the Controller's office, including office equipment, supplies, service agreements, and contracted services;
• Provide support of content of MyHastings intranet for the Office of Fiscal Services;
• Coordinate and provide set-up support of technology for hybrid and remote meetings;
• Maintain calendars for Fiscal conference room and Fiscal employee vacation/sick calendars;

ACCOUNTING SUPPORT (50%)

• Participate in the reconciliation of the College's bank accounts, including in-depth review and analysis of all types of financial transactions to ensure accuracy and appropriateness;

• Perform General Ledger account reconciliations to various GL sub-ledgers, analyze data and prepare written summaries and make recommendations for corrections and adjustments. Ensure all reconciling items are substantiated;

• Accurately process journal entries for bank fees and supplies, interest income, investment income allocation and purchasing recharges, among others;

• Audit and record daily Parking Garage revenue transactions, including witnessing cash deposits, auditing reported revenue against actual settlements, and preparing the daily sales report for the Fiscal Operations office for the posting of daily revenue;

• As a member of the College's audit team, assist in preparing schedules, reports and other documents as required by the auditors. Analyze general ledger balances and assemble transaction documents for outside auditors;

• Provide administrative support for special projects;

• Other related tasks and duties as assigned;

REQUIREMENTS

EDUCATION AND EXPERIENCE

• Bachelor's Degree, preferably in Accounting or a related field;
• Minimum of 3-5 years of experience in a similar environment with hands on experience serving as the administrative assistant in an accounting/finance department;
• Higher Education experience preferred;
• Must have experience using a computerized financial system.

KNOWLEDGE, SKILLS & ABILITIES

• Ability to multi-task and prioritize under changing demands;
• Knowledge of Microsoft Office with intermediate knowledge of Excel/Word;
• Experience working with expense policies pertaining to supplies, travel, and entertainment;
• Strong interpersonal communication skills to include verbal and written, active listening, critical thinking;
• Strong skills in short-term planning, analysis, problem solving, and customer service;
• Have and maintain a positive attitude and demonstrated ability to work successfully with diverse populations;
• Be able to anticipate problems and use good judgment in developing solutions;
• Have excellent organizational and project management skills with attention to detail;
• Be able to take initiative and work well both independently and as part of a team;
• Be able to cultivate strong relationships, collaborate effectively with others, and establish and maintain effective working relationships at all levels;
• Have knowledge of a variety of administrative operations and solid skills in problem identification;
• Be able to multi-task and work in a fast-paced environment with strong time management skills to meet deadlines manage competing job priorities;
• Enjoy working with others to understand their department and program needs and assist them in understanding how to process and interpret financial transactions.
• Must be customer service oriented.

BENEFITS

HEALTH AND WELFARE BENEFITS

• Comprehensive medical, dental and vision insurance coverage
• Flexible Spending Accounts for transportation-related, healthcare and dependent care expenses
• Employee Assistance Program

FOR YOUR FINANCIAL FUTURE

• Life Insurance, Disability Insurance, and Legal Insurance
• University of California Retirement Plan (a defined benefit plan)
• Deferred Compensation Plans/Pre-tax Retirement Savings Programs

FOR YOUR WORK/LIFE BALANCE

• Fifteen paid holidays per year
• Generous vacation and sick leave
• Commuter Benefits Program

THE HIRING PROCESS

THIS POSITION HAS BEEN DESIGNATED AS “SENSITIVE” AND REQUIRES A PRE-EMPLOYMENT BACKGROUND CHECK.

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please contact Human Resources if you require a reasonable accommodation to apply for a job. Examples of reasonable accommodation include making a change to the application process, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

WHAT TO EXPECT

Applicants who meet the position requirements will be competitively evaluated to identify the individuals whose breadth and depth of experience and education most closely relate to the stated requirements and the needs of the College. Depending on the quality and number of the applications received, only the better qualified applicants may be contacted for an interview. THE POSITION IS OPEN UNTIL FILLED.

The skills listed above are comprehensive, and we understand there are great candidates who possess only a subset of those skills, or who have other important skills. If you match some of these skills, please do not hesitate to apply.

UC Hastings College of the Law is an equal opportunity employer. UC Hastings strives to provide a diverse and inclusive educational environment that fosters cultural awareness, mutual understanding and respect. UC Hastings College of the Law is interested in candidates who will contribute to diversity and equal opportunity in higher education through their teaching. Qualified women and members of underrepresented minority groups are strongly encouraged to apply.