ACCOUNTING & ADMINISTRATIVE ASSISTANT

Fiscal Services

Classification: Level 2 / Class 2230 / Full-Time / Non-Exempt / Represented / On-Site

Anticipated Hiring Salary: $29 – 32.97 / hour

THE ROLE AND RESPONSIBILITIES

The Accounting and Administrative Assistant to the Deputy CFO/Controller has an important and visible role within the Office of Fiscal Services. Under the general direction of the Deputy CFO/Controller, the incumbent serves as the principal assistant to the Deputy CFO/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 accounting support to the Deputy CFO/Controller, including calendaring support, expense reporting, etc.;
• 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 for content updates on the intranet for the Office of Fiscal Services;
• Coordinate and provide set-up support of technology for hybrid and remote meetings;

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;
• Prepare 1098T tax forms for registered students;
• Prepare Federal Work Study draws from governmental website;
• Serve as Fiscal contact for various grants and grant systems;
• 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, finance, 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;
• 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 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
• Voluntary 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 Law SF is an equal opportunity employer. UC Law SF strives to provide a diverse and inclusive educational environment that fosters cultural awareness, mutual understanding and respect. UC Law SF 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.