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Financial Operations Assistant

4 months ago

San Bernardino, United States CSUSB Full time

Job Summary

:

Support the efficient functioning of financial operations within the department. As a crucial role within the team, it plays a central role in maintaining financial processes and ensuring accuracy and compliance. The Administrative Support Coordinator (ASC II) strategically and analytically assesses the needs of individuals and projects by coordinating and delegating administrative support for specific projects and day-to-day tasks for individuals at all levels within the organization and provides training to all levels in standard office and campus procedures.

Enter, adjust, and analyze student/graduate employment, reconciling budget reports, and maintaining accurate expense reporting in budgets, an administrative workflow involving research, and consistent communication and interaction for campus operations with constantly changing procedures. Administrative Support Coordinator (ASC II) continuously works with other university departments in areas such as student employment, purchasing, and payroll.

Duties and responsibilities

BUDGET/ADMINISTRATIVE

Provides support to the Financial Operations Analyst. Assist in the comprehensive reporting and reconciliation of all state, Lottery, Trust and Auxiliary accounts within the Academic Success and Undergraduate Advising (ASUA) units biweekly. Under direction, handle multiple work unit priorities and projects such as analyzing budgetary data to make accurate projections while also recording and tracking corresponding records pertaining to budget transfers to and from the units and transfer of expenses. Help monitor expenditures charged to state and auxiliary accounts. Reconcile the Pay Detail report by recording and tracking the information monthly. Work with college ASC that re-assigned time, and awards to help ensure the Academic Success and Undergraduate Advising (ASUA) pays the college all funds owed. Gather, prepare, and submit necessary documentation such as Independent Contractor, Unauthorized Purchase Explanation/Certification(UPEC), to input requisitions into the Common Financial Services System for Financial Operations Analyst approval. Prepare and submit requests for invoices from department expenses periodically as they occur to ensure payments are rendered. Make purchases on Pro-card for departmental needs and each month ensure precise account charges and meticulous record-keeping. Track all other departments’ Administrative Support Coordinator (ASCs’) Procard purchases and record in appropriate budget spreadsheets to assist in creating accurate reports. Assist with submission of Transfer of Expenses and Payroll Expenditure transfers at the request of Financial Operations Analyst.  Assist with quarterly lecture contracts by sorting contracts by by conducting research, analysis, and evaluation to develop or recommend solutions as needed. Provide lead work direction to staff on clerical functions related to lecture contracts, including but not limited to sorting contracts by units, alphabetizing, and stamping. Coordinate with staff to support PeopleSoft Temp Faculty or Workforce Administration by entering faculty special consultant information for payment processing and tracking overload. Assist with higher-level administrative functions such as facilitating the hiring of graduate assistants and instructional student assistants through OnBase. Prepare and generate reports for the coordinator and Dean's approval. Executes hiring of all student assistants in various units, implements a system of distribution of checks, and creates conventional file records to maintain documentation of picked-up pay warrants. Administrative Support Coordinator (ASC) will also identify and record relevant hours worked by student assistants to assist the Financial Operations Analyst by analyzing salary trends and creating projections for Instructional Student Assistants, Graduate Assistants, and Student Assistants salaries. Create and maintain a confidential system of records for all ASUA student employees, graduate assistants, and instructional student assistants that contain pay rates, SSNs, Student IDs’, and other sensitive and proprietary information needed for files. Effectively create and update timesheet training for student employees by researching current changes in policies so that it reflects the most up-to-date information. Conduct the training for every new Academic Success and Undergraduate Advising (ASUA) Student Assistant (SA) hire.

PAYROLL

Responsible for maintaining and monitoring hours of student workers in all ASUA units in budgets to maintain accurate records of salary expenses monthly. Collect student assistant and ISA timesheets from various departments each month and review them before submitting student listings with attached timesheets to the Financial Operations Analyst for final review/Approval. When necessary, submit termination paperwork, pay increases, and position changes via Cherwell or through the Federal work-study process for Student Assistants to be approved by corresponding supervisors and MPPs.

PROGRAM SUPPORT

Under the direction of the Financial Operations Analyst (FOA), provide administrative support to the Marketing unit- such as ordering promotion items.  Submit Requests for Invoices and Chargebacks for services acquired for programing, such as room bookings and catering requests. Coordinate of logistics for a variety of complex projects and large-scale events, meetings, workshops, and trainings, orchestrating seamless communication with internal or external vendors to ensure precise execution of catering services, room reservations, etc. Through meticulous coordination and strategic efforts, they will optimize solutions to meet the diverse needs of departmental events, enhancing overall efficiency and satisfaction.

CLERICAL SUPPORT

Other duties will include filling, archiving, and shredding. May assist with research and/or gather data to complete special requests/projects. ASC II is tasked with tackling a broad spectrum of operational and procedural hurdles encountered within the office setting. These challenges can encompass various administrative complexities, such as troubleshooting workflow processes, resolving logistical issues, and ensuring adherence to the department’s financial protocols and policies. In addressing these challenges, the ASC II may find themselves delving into intricate details, conducting thorough research, and employing analytical techniques to gather and evaluate relevant information. Provide lead work direction for front desk and student assistants and act as backup for front desk maintenance. This dual role entails providing guidance and support to student assistants, ensuring efficient front desk operations, and stepping in when needed to address incoming student issues/concerns, further enhancing the smooth functioning of office procedures. The ASC II will analyze workflow patterns, identify inefficiencies, maintain procedures, and make informed decisions to enhance operations. Continuous analysis allows them to identify areas for improvement and implement proactive measures, ensuring smooth front desk operations and maintenance efficiency. Assist all Academic Success and Undergraduate Advising (ASUA) units as needed Plus added one-time special projects. Evening and weekend hours may be required during Summer Orientation and Campus events as necessary.

Minimum Qualifications:

High school diploma or its equivalent Five years of progressively responsible experience in general office clerical or secretarial work or the equivalent.