Position Information

Payroll Title: Blank Assistant 3
UC Job Code: 4722
Job Open Date: 2/22/23
Application Review Begins: 3/9/23; open until filled
Department Name: CITO (ENTERPRISE TECHNOLOGY SERVICES)
Percentage of Time: 100%
Union Code: CX (Clerical)
FLSA Status: Non-Exempt
Salary Type/Grade: PSS
Hiring/Budgeted Hourly Range: $27.90 - $31.35/hr.
Full Salary Range: $26.09 - $37.40/hr. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University.
Work Location: SAASB - 4101E
Working Days and Hours: Monday - Friday, 8:00am - 5:00pm
Benefits Eligibility: Full Benefits
Eligible for Remote or Hybrid Work: Yes

Department Marketing Statement

There is a reason UCSB has been named the Best Place to Work by our local media for several years running. Whether our employees are on our stunning campus, or working remotely or hybrid they tell us they value the flexibility, stability and rich benefits we offer. Come join us as we support the mission of one of the finest public institutions in the nation. UC Santa Barbara is consistently recognized for excellence across broad fields of study. Set alongside the glorious California coast, our dynamic environment inspires scholarly ambition and creativity. Information Technology Services (ITS), the Campus' central IT unit, contributes to UC Santa Barbara’s mission of research, teaching, and community service by partnering with the Campus community to efficiently deliver IT infrastructure and enterprise application services to faculty, students, staff, and affiliates. Join us in supporting the technology making world-class research possible!

Benefits of Belonging

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC

Brief Summary of Job Duties

Under the general supervision of the Director of Finance, Administration, and Personnel, the incumbent is responsible for processing administrative processes involved with procurement, payroll and personnel, employee disbursement, financial report, and analysis activities for the Information Technology Services. Works independently and utilizes comprehensive knowledge of various UC and departmental policies and procedures. Must be able to analyze information, make recommendations to management, prioritize workload, meet frequent deadlines, and perform all duties to a high standard. Supports the Administrative Unit, providing administrative assistance to the directors, managers, and staff in a fast-paced environment. Responsible for content management of administrative processes and performs a wide range of general office functions. Independently initiates campus interdepartmental transfers, intercampus charges, and reimbursements to staff, including invoices for contracts, entertainment, and travel, ensuring that correct financial information and documentation accompany transactions. Maintains departmental financial files and posts payroll and financial transactions to the shadow system. Independently troubleshoots payment inquiries from employees. Act as a backup to backfill payroll and timekeeping. #LI-KA1

Required Qualifications

• High School Diploma or GED.
• 1-3 years experience of good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.
• Must possess strong organizational skills with a high degree of accuracy and attention to detail.
• Strong communication and interpersonal skills required to serve as an accurate and effective liaison between students, Staff, Accounting, Human Resources, and other campus central offices and administrative units.
• Ability to prioritize work, perform and track a variety of tasks simultaneously, work under the pressure of deadlines, be resourceful and work independently.
• Ability to exercise professional judgment and creatively solve problems within policy.
• Ability to interpret University policies and procedures regarding Accounting and Business and Financial Services to students and faculty.
• Demonstrated skills with MS Word and Excel.
• Strong financial management skills.
• Understanding of financial processes, policies and procedures.
• Ability to manage confidential information.

Preferred

• 1-3 years thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
• Less than 1 year interpersonal and work leadership skills to provide guidance to other non exempt personnel.
• Ability to take initiative and work independently.
• Strong communication, problem-solving, time management and analytical skills.

Conditions of Employment

• Satisfactory conviction history background check
• UCSB is a Tobacco-Free environment

Job Functions/Percentage of Time/Duties

• 45% Administrative Support - - Provides administrative support to the Director of Finance, Administration, and Personnel, other directors, managers and staff in a fast-paced work environment. - Prepares all documentation and correspondence relating to payments and reimbursements; maintains departmental backup files for audit review. - Independently responsible for preparing all travel arrangements for staff, including processing and completing the required departmental and University forms and systems needed for travel approval. Helping staff to book lodging and transportation by using UCSB travel system (Concur and Connexus), processing training and conference registrations, arrange for travel cards or cash advances as needed. - Assists Office Manager in taking periodic inventory and ordering of office supplies as needed using e-procurement (Gateway) as well as delivery and storing. - Assists Office Manager in submitting Work Order requests to Facilities Management, Furniture Services & Communication Services as needed. - Responsible for maintaining the department's telephony accounts with Communication Services as well as the cell phone accounts with Verizon Wireless and providing full support to staff in regard to cell phone usage. - Assisting in developing administrative processes. Mapping existing processing to the newly adopted tools introduced by campus, division or department. Documenting and updating departmental processes in document management tools such as Promapp, Confluence, and Google Drive. Assisting in developing training material for the end user to adopt the new tools. - Independently process petty cash reimbursement, cash deposits and other forms of reimbursement. - Assists the Office Manager in space management and coordination of office moves. - Serves as alternate Departmental Safety Representative. Attends annual EH&S meetings. Helps to ensure the department is in compliance with safety requirements. - Coordinates with project managers and organizes events and special projects as required. - Assists the Director of Finance, Administration, and Personnel prepares various memos and reports, and revising departmental policies, manuals, and procedures.
• 35% Budget and Financial Support - - Posts transactions to shadow system and utilizes Data Warehouse and Gateway to retrieve information and solve any issue for outstanding payments. - Provides support to the Director of Finance, Administration, and Personnel on a daily basis regarding contract and performance agreement payments. - Independently initiates campus interdepartmental transfers, intercampus charges, and reimbursements to staff, including invoices for contracts, entertainment, and travel; ensuring that correct financial information and documentation accompany transactions. - Monitoring GL transactions and the documentation required for reconciliation and audit. - Assists in preparing financial reports.
• 10% Backup Payroll Specialist - - Serves as the department's backup initiator processing payroll transactions. -Works independently and utilizes comprehensive knowledge of a variety of UC and departmental policies and procedures. Must be able to analyze information, make recommendations to management, prioritize workload, meet frequent deadlines and perform all duties to a high standard. - Initiates all necessary employment forms for a variety of student and staff appointments once approval is received. Ensures all employment documents are complete and processed in a timely manner and tracks employment packets through various stages and campus departments to ensure that employees will be paid on time. - Coordinates the hiring and separation of career, temporary personnel, work-study, and other student employees. Ensures compliance with personnel policies, collective bargaining and units, and applicable laws. - Act as a backup timekeeper.
• 10% Purchasing and Receiving - - Assist Office Manager as a backup preparer processing purchasing requisitions in the e-procurement system. - Serves as Receiver using Gateway system to create receipts for all departmental purchase orders. Communicates with vendors on supply and equipment items, annual service agreements and special orders. - Assists in resolving possible errors and discrepancies with Purchasing department and Accounting office.

Vaccinations Programs – Including SARS-COV-2 (COVID-19)

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs – With Interim Amendments. As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information, please visit:

• UC Santa Barbara COVID-19 Information https://www.ucsb.edu/COVID-19-information
• University of California Policy on Vaccinations – With Interim Amendments https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy
• August 5, 2021 California Department of Public Health (CDPH) Order (Heath Care Worker Vaccine Requirement) https://www.cdph.ca.gov/Programs/CID/DCDC/Pages/COVID-19/Order-of-the-State-Public-Health-Officer-Health-Care-Worker-Vaccine-Requirement.aspx

• Covered Individuals: A Covered Individual includes anyone designated as Personnel, Students, or Trainees under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Opportunity/Affirmative Action Statement

The University of California is an Equal Opportunity/Affirmative Action Employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Reasonable Accommodations

The University of California endeavors to make https://jobs.ucsb.edu accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at 805-893-4664 or email katherine.abad@hr.ucsb.edu. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.

Privacy Notification Statement and Notice of Availability of the UCSB Annual Security Report Disclosures