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Financial Services Analyst 2

4 months ago

Davis, United States University of California Full time
Job Description

Department Summary:

The Business Operations Center (BOC) is a consolidated administrative support unit in the Division of Agriculture and Natural Resources (ANR) which provides financial and administrative services to ANR statewide programs, administrative service units, and research and County-based extension centers located throughout California.

Position Summary:

The analyst will be part of several teams supporting the units within ANR. The position requires detailed knowledge and understanding of UC and ANR accounting, purchasing, travel, and payroll policies and procedures. Incumbent interacts with all levels of personnel within the Division. Independent judgment is used daily to interpret policy and provide guidance to staff and academics. Work is performed autonomously within a broad scope of responsibility delegated by the Associate Director of the ANR Business Operations Center. Independent troubleshooting, research, and problem-solving is required.

Under general direction, act as the primary point of contact to a group of ANR departments to provide substantive budget/financial administration, analysis and reporting, ledger reconciliation, and account management to the department head and other ANR managers. Use acquired job skills and apply policies and procedures to multifaceted complex assignments/projects/tasks while exercising independent judgment to determine appropriate action.

This position is a career appointment that is 100% fixed.

The home department for this position is the Business Operations Center. While this position normally is based at 2801 2nd Street in Davis CA, this position is eligible for hybrid flexible work arrangements, for applicants living in the State of California, at this time. Please note that hybrid flexible work arrangements are subject to change by the University.

Pay Scale: $25.96/hour to $35.30/hour

Job Posting Close Date:
This job is open until filled. The first application review date will be 2/23/2024.

Key Responsibilities:

35%

BUDGET & FINANCIAL SERVICES ADMINISTRATION

Serve as Business Partner, fiscal officer and delegate, oversee and approve transactions for the state, revenue, OMP, extramural accounts, and federal appropriations (approx. 500 accounts). Analyze and reconcile base budget and current year budget commitments and requirements. Compare budget, revenue, and expenditures against current fiscal year and historical data. Assure compliance with all internal and external regulations as they pertain to BOC fiscal activities, meets all government reporting and auditing requirements for related financial activities.

In coordination with the BOC management team, provide direction to financial services staff for accounts payable operations.

Provide comprehensive and accurate budget construction, projections, management, and summary reports. Communicate budget and financial information, through reports and other methods, to a wide range of people including Directors, staff, PIs, and others where necessary and appropriate.

Process permanent and temporary budget entries to correspond with adjustments to personnel actions or reductions/additions in funding throughout the year. Maintain staffing lists by processing entries to keep the staffing lists balanced (new positions, vacancies, etc.).

Act as a resource for travel policies and procedures. Review of all AggieTravel Reports as submitted by assigned population prior to routing to Department Head and UC Davis Travel Unit. Approval of Group Travel, Exceptional Entertainment routing, and assuring that all other supporting documentation as required by UC ANR Travel policies are included.

Provide excellent customer service to improve all partnerships. Understand customer requirements so as to provide appropriate clarifications and solutions. Route and direct customer requests to appropriate personnel. Contribute ideas to resolve customer problems and to improve productivity. Work with various teams to ensure outstanding customer services. Maintain a broad knowledge of services provided. Participate in meetings and activities held to improve customer satisfaction and business performance. Deliver prompt and professional responses to customer inquiries via phone, email, instant message, etc. Maintain and update customer requests and documents. Process customer requests in a timely manner.

25%

FINANCIAL REPORTING & ANALYSIS

Provide analytical support for budget, financial, and resources analysis projects. Process budget allocations for selected units and maintain a unit chart of accounts and related business processes. Gather and analyze financial and resource data; prepare and summarize information and make recommendations to unit managers. Prepare financial and resource reports and analyses for constituents.

As Business Partner, meet to review and discuss unit budgets with unit directors on a regular basis. Carry out monthly general ledger reviews. Analyze income and expenditures. Process supplemental instruction allocations, collecting / summarizing data / status of funds, and providing analysis as needed.

25%

FINANCIAL SERVICES

Provide secondary review and approve both types of cash collections: various donor gifts / sponsorships and income-generated cash deposits.

Act as a resource for travel and entertainment policy and procedures, including exceptional entertainment routing and approvals.

Ensure that all Statements of Cash Collection documents adhere to UC/ANR policies and procedures.

Provide guidance and mentoring to Office Managers, academics and staff regarding cash collection policies and procedures. Coordinate and identify unmatched deposits and aging gifts with UC Davis Accounting Unit.

Review and approve credit card survey requests, participate in the Payment Card Industry (PCI) assessment for activities that involve credit card payments. Assist in managing purchasing card holders and purchasing card transactions. Audit transactions for compliance to UC policies, and work directly with card holders to insure compliance with UC policy. Act as a resource to ANR personnel regarding standard purchasing card policies and procedures.

Prepare annual budgets for recharge activities and prepare monthly lists of recharges that require processing. Prepare annual budgets, and year-end summaries and monitor income and expense for income-generating activities.

5%

PAYROLL/UCPATH

Serve as Fiscal Officer for review and approval of position management and funding requests and direct retros within assigned accounts. In coordination with the ANR Payroll Unit, monitor default accounts for earnings posted to incorrect account, generating Direct Retro cost transfers in UC Path.

5%

CONTRACT & GRANT ADMINISTRATION

Working with UC ANR Contracts and Grants Accounting, assist with data for proposal submission and oversee award administration. Ensure creation of new extramural accounts, ensure recording of expenditures and cost transfers. Coordinate closing of accounts at projects' end communicate with PIs and Grants and Contracts of unexpended funds or accounts in overdraft to determine the appropriate course of action. Initiate and track allocations &expenditures on awarded internal grants and federal appropriations. Initiate 'pull back' and reallocation of unexpended balances.

5%

ADMINISTRATION AND SPECIAL PROJECTS

Serve as primary contact at the BOC for assigned ANR units including office personnel, advisors, PIs and office staff from select counties.

Independently provide business operations guidance and mentoring to employees from assigned units. Perform problem investigation and resolution contacting offices, ANR and UCD administrative departments, and vendors as needed.

Assist Business Operations Manager and BOC Associate Director with financial, analytical, and research projects as needed. Create analytical spreadsheets, queries, calculations, and financial reports as requested.

Develop new systems to increase efficiency and organization of office. Along with Business Operations Manager, recommend changes and options to improve overall business services and programs. Provide problem solving alternatives for full range of administration inefficiencies or issues.

Participate in the maintenance of Business Operations Center written procedures and forms, developing and presenting training materials for ANR units. Serves on various ANR committees representing BOC, UCCE and administrative operations, including administrative policy/procedures and staff interview committees.

Requirements:

  • Bachelor's degree in related area and / or equivalent experience / training.
  • Working knowledge of financial processes, policies and procedures.
  • Strong knowledge of financial data management and reporting systems.
  • Proficiency in the use of spreadsheet and database software.
  • Strong interpersonal skills, analytical skills, service orientation, active listening, critical thinking, attention to detail, ability to multi-task in a high-volume environment, organizational skills, effective verbal and written communication skills, sound judgment and decision making.
  • Ability to function effectively as a member of a team.
  • Ability to adapt to changing priorities.
  • Intermediate knowledge and understanding of internal control practices and their impact on protecting University resources.
  • Skills to provide coaching and mentoring to support staff.
  • Customer service and communication experience, interacting and communicating clearly, tactfully and effectively in person, by telephone and in writing.

Preferred Skills:

  • Experience with UC Davis on-line systems including Kuali Financial Systems, FIS Transaction Processing, FIS Decision Support, Payroll/Personnel Systems, UCPath, General Ledger Review, AggieBuy and AggieTravel.
  • Working knowledge of University financial and payroll policies and procedures, personnel policies, FLSA provisions and labor contracts as related to payroll and leave activities.
  • Experience with UCD and UC ANR payroll/personnel, purchasing, accounts payable transactions, travel and entertainment policies, gifts, income generation and ledger reconciliation.

Special Conditions of Employment:

  • Must possess valid California Driver's License to drive a County or University vehicle. Ability and means to travel on a flexible schedule as needed, proof of liability damage insurance on vehicle used is required. Reimbursement of job-related travel will be reimbursed according to University policies.
  • Restricted leave during the UC and federal fiscal year periods, early June/mid-July and mid-September/mid- October.
  • The University reserves the right to make employment contingent upon successful completion of the background check. This is a designated position requiring a background check and may require fingerprinting due to the nature of the job responsibilities. UC ANR does hire people with conviction histories and reviews information received in the context of the job responsibilities.
  • As of January 1, 2014, ANR is a smoke- and tobacco-free environment in which smoking, the use of smokeless tobacco products, and the use of unregulated nicotine products (e-cigarettes), is strictly prohibited.

About Us

The University of California Agriculture and Natural Resources (UC ANR) brings the power of University of California research and education to all 58 California counties. Through research and extension in agriculture, natural resources, economic growth, nutrition, and youth development, we work to improve the life of every Californian.

Collaborating to solve problems.

Connecting to serve communities.

For over 100 years, our advisors, specialists, faculty and staff have been committed to connecting Californians to their land grant university. We are highly collaborative and mission-driven to promote the health and well-being of people and places across the state. We are also trusted partners with hundreds of community organizations in addressing California's most pressing challenges.

UC ANR is committed to attracting and retaining a diverse workforce and will honor your experiences, perspectives and unique identity. We encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ+ community members, and others who demonstrate the ability to help us create and maintain working and learning environments that are inclusive, equitable and welcoming.

This position will promote, in all ways consistent with the other responsibilities of the position, accomplishment of the Affirmative Action goals established by the Division.

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, gender expression, national origin, disability, age or protected veteran status. If you have questions, please email the Human Resources Department.

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs, as may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.


How to Apply

Internal Candidates: Review the job posting and click the internal applicant link to apply. Use the same credentials used to login to UCPath to access the internal UC ANR job postings in order to apply.

Employment applications must be submitted online through our careers site. Please note, we do not accept resumes or applications by email or on paper.

External Candidates: You must register to apply for a job or create a job search agent profile. Review the job posting and click the external applicant link to apply. Click the 'Register Here' link and follow the steps to create the account. The system will not prompt you to register until you try to apply for a job online.

Employment applications must be submitted online through our careers site. Please note, we do not accept resumes or applications by email or on paper.