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FAST Assistant III at University of California - Santa Cruz

Posted in Other 11 days ago.

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Type: Full Time
Location: Santa Cruz, California

Job Description:

Job Number
1808032

Recruitment Type
Open

Job Title
FAST Assistant III

Division
Business and Administrative Services [314]

Department
Financial Affairs/FAST

Hiring Unit
Financial Affairs/FAST

Job Open Date
06-12-2018

Position is open until filled; initial review of application materials will begin on:
06-26-2018

Appointment Type
Career [2]

Start Date
07-16-2018

End Date
None

Shift Differential
No

Furlough
No

Furlough time period

Schedule
Full time

Days per week
5

Average hours per day
8

Percent of Time
100%

Fixed or Variable*
Fixed

Average hours per week
40

Days of the week
Monday-Friday

Shift

Additional Comments
Multiple positions available.

Salary Information
Minimum Starting Salary: $22.54/Hourly

Benefits Eligibility
This position is eligible for Full benefits.

Classification
Blank Assistant 3 [4722]

Personnel Program
Union Represented

Salary Grade
Not Applicable

EEO/Affirmative Action Statement
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.

Summary Statement
Under the general direction of the Director of Accounting Services, the Financial Administrative Services and Transactions department (FAST) operates as part of Accounting Services, within Financial Affairs. FAST provides technical and professional accounts payable services to the University of California Santa Cruz campus and its vendors/suppliers.

Under the supervision of the FAST Team Supervisors, the incumbent is responsible for specific accounts payable functions and provides customer service to the campus and over 60,000 vendors. The FAST Assistant III position requires extensive knowledge of the FIS Banner system and the ability to work well with a variety of campus customers and vendors. The FAST Assistant uses the following resources extensively: various campus web sites, the UC Accounting Manual, Business and Finance Bulletins and the Banner Financial Information System. Comprehensive knowledge is required of FIS Banner and the policies & procedures associated with Purchasing (i.e. unit blankets, purchase authorizations, quick requisitions, conflicts of interest) and Accounts Payable (i.e. check write processing, the travel program, and direct payments). The incumbent should also be familiar with Purchasing Cards and various best practices and restrictions related to their use.

Major functional areas:

Divisional and Departmental Support and Service: Primary contact with assigned departments and divisions regarding processing and status of vendor payments and disbursements.

Reimbursements/Vendor Payment: Ensure timely and accurate reimbursements to end users and payments to vendors; provide training, guidance and support to vendors that provide goods and services to the campus. Serve as a liaison between unit, central office and vendor. This responsibility includes ensuring that University of California policies and procedures are adhered to.

Procedure Development: Assist in the development and implementation of effective campus accounting procedures related to disbursements.

Training and Guidance: In collaboration with the Accounts Payable staff, provide ad hoc consulting advice and guidance to campus units.

Within the context of the responsibilities of the FAST Office, the FAST Assistant is expected to perform the following duties:

Provide customer service and direction to units consistent with campus and University objectives and policies.

Work in an efficient, organized and ethical manner.

Exercise careful stewardship over University funds.

Effectively manage time.

Communicate appropriately and effectively with others.

Work constructively with others towards achieving unit and campus objectives.

Qualifications / Competencies
Relevant experience demonstrating the ability to apply complex University, Federal, or State agency policies and procedures.

Experience working in Accounts Payable within a complex business environment using an integrated data processing system.

Experience implementing and interpreting accounts payable related policies and procedures.

Excellent communication and interpersonal skills with the ability to demonstrate diplomacy, discretion, and tact in relations with co-workers, university administration, government agencies, staff, and support personnel.

Experience working in a customer service environment with the ability to provide service to clients and vendors in a courteous and professional manner.

Strong attention to detail and ability to maintain a high degree of accuracy and thoroughness.

Ability to learn and adhere to internal control principles and systems.

Successfully undertake multiple, concurrent responsibilities in an organized and methodical fashion and think creatively and innovatively when problem-solving.

Proficiency in the use of standard spreadsheet, database, word processing, and financial information software.

Preferred Qualifications / Competencies
Experience using the Banner Financial Information System.

Knowledge of University of California accounting and business policies.

Working knowledge of college and university fund accounting and financial reporting, financial accountability and internal controls.

Special Conditions of Employment
Selected candidate will be required to pass a criminal history background check.

Critical position requiring background check(s)*
Yes

Background check(s) required
Criminal History Review

If you selected "license, certificate or degree" above, specify the type here:

Does this position require an E-Verify check*

(Note: Certain positions funded by federal contracts or sub-contracts require the selected candidate to pass an E-Verify check which confirms the individual's eligibility to work in the U.S.) No, this position does not require an E-Verify Check.

Will the employee be required to participate in the DMV Pull Notice program*
No

For More Information See:

Supplemental documents (in addition to application) applicants will be allowed to attach
Resume
Cover Letter
Optional Doc #1
Optional Doc #2
Optional Doc #3

Quicklink to Posting
(Add https:// to the front of this text to create a functioning web link) jobs.ucsc.edu/applicants/Central*quickFind=70814

JOB DUTIES

3 Records

% OF TIME
TITLE
DUTIES

70
Reimbursements/Vendor Payment/Vendor Consultation and Customer Support Services
The FAST Assistant ensures payments are processed according to University accounting principles, and campus policies and procedures. These processes include:

From properly authorized direct pay, entertainment, and travel forms, complete Direct Payment transactions in FIS Banner, ensuring compliance with University and campus policies and verifying that appropriate supporting documents are provided.

Review documents for compliance with California sales and use tax regulations.

Analyze payment, tax and encumbrance transactions. Provide guidance and prepare correcting journals, as needed.

Schedule payments