Initial Review Date (IRD) IRD: The Initial Review Date (IRD) for this job is: 09/22/2020
Dept Marketing Statement Under the general supervision of the Administrative Manager, the Administrative Coordinator provides administrative support in areas that are essential to the operations of the Police Department: purchasing, facilities, payroll/personnel, fiscal and provide general clerical assistance to departmental staff.
The Administrative Coordinator serves as the liaison with various campus departments, other units on campus, other campuses and outside agencies regarding purchasing, facilities, payroll/personnel, fiscal and administrative support. The incumbent is expected to independently initiate work, resolve problems, implement solutions and keep the Administrative Manager apprised of changes or problems.
This is a professional staff (non-sworn) position in the UC Santa Cruz Police Department. A high level of awareness, diplomacy and sensitivity is critical with this position. The ability to positively interact with Police Department employees, University officials, staff, faculty, students, community members, visitors, and professionals from other government agencies is required of incumbents to develop, maintain, and successfully perform in this customer service position. This position plays a critical function in the criminal justice system, and is a very critical position within the UC Santa Cruz Police Department. The position is considered an essential worker under the government code.
Pay, Benefits, & Work Schedule Salary Range Information: $23.92 to 26.80 No. of Positions: 1 Benefits Level Eligibility: This position is eligible for Full benefits Schedule Information: Full-time, Fixed Percentage of Time: 100% Average Hours Per Week: 40 Days of the Week: Mon-Fri Shift Includes: Day Employee Classification: This is a Career appointment Job End Date: None Work Location: UC Santa Cruz main campus, Police Department Union Representation: CX Union
Job Duties 45% Core Function: Purchasing Support
Order equipment and supplies ensuring that adequate stock is maintained.
Research technical and specialized equipment purchases.
Purchase approved supplies and services.
Prepare BANNER forms (e.g. pre-requisitions, direct payment, purchase authorization, travel request, etc.) to be submitted to the campus in a timely manner.
Renew annual Purchase Orders in a timely manner.
Close open encumbrances when purchase transactions are completed, or at a minimum, quarterly.
Resolve problems with vendors or campus units regarding purchases.
Maintain departmental files related to general ledger transactions.
Assist with travel arrangements for employees; explain policies to employees and ensure adherence to travel policy.
Prepare travel advances and post travel expense reports, verify expenses, provide the campus with all necessary/required back-up information and documentation.
Administer the Petty Cash fund, balancing and reporting expenses as required by campus regulations.
20% Core Function: Fiscal Support Duties/Responsibilities:
Maintain computerized data bases used for tracking payroll, overtime, recharges, uniform allowances, and other departmental expenses.
Process recharges and journal entries for planned and unplanned events ensuring that forms have been submitted; verify accuracy of charges and resolve problems associated with payment or billing.
Verify correctness of charges from other departments (e.g. Information Technology Services (ITS), Fleet Services, Physical Plant) and vendors.
Monitor the general ledgers ensuring expenditures are accurate, revenues are received, and proper account numbers and activity codes have been used. Resolve discrepancies in a timely manner.
Adhere to campus financial and personnel policy and communicate with unit managers on options for action and on compliance.
Train unit managers and staff in new procedures and policy implementation.
Assist unit staff with understanding of and compliance with University policies and procedures.
Assist with budget preparation and expenditure tracking.
Assist with recharge proposal development and review.
Assist with Fiscal Closing activities as assigned.
Prepare special reports or statistics as requested.
Bill other agencies for mutual aid support, workshop charges, and other services performed by the department.
Deposit funds into appropriate accounts adhering to campus and University of California Office of the President (UCOP) policies.
Accurately apply human resources policies and procedures, collective bargaining agreements and communicate to staff as needed to facilitate compliance in accurately applying time and attendance policies.
Apply the unique time keeping requirements for sworn personnel using campus manuals, Police General Orders and University-wide Police Policies and Procedures manual and communicate to staff as needed to facilitate compliance in accurately applying time and attendance policies.
Perform duties of the Time Sheet Coordinator, updating employee schedules within CruzPay, adhere to deadlines for submission of time sheets, leave records and supporting documentation. Collect and verify the accuracy of the documentation and then submit the information within campus deadlines.
Serve as a liaison with Staff Human Resources to reconcile employee time and attendance reporting by using the web-based enterprise time and attendance system (CruzPay) or other approved reporting systems. Research and resolve discrepancies, problems relating to proper completion, collection and retention of time records.
Maintain and manage personnel files relating to department time reporting, and other fiscal matters.
Prepare forms for recruitment, separation, or promotion of personnel.
Prepare new hire packet for supervisors. Ensure that all forms have been properly completed and forwarded to the Administrative Manager in a timely manner.
20% Core Function: Administrative, Logistics and Facilities Support Duties/Responsibilities:
Maintain equipment inventory list issued by Material Control, and perform yearly inventory.
Track maintenance schedules for specialized equipment; arrange for repairs and maintenance.
Surplus unused equipment working with Sales and Surplus to ensure the best price is received for specialized equipment.
Maintain a list of departmental equipment.
Work with supervisors within the department to issue equipment to employees; maintain a list of equipment issued to individual employees and ensure all equipment is turned in when an employee separates.
Develop systems for storage of equipment; ensuring proper care is taken of departmental goods.
Ensure the departmental vehicles are registered with the California Department of Motor Vehicles (DMV) on time.
Work with Fleet Services to resolve administrative type problems with the department vehicles.
Track keys issued to the Police Department and keys issued by the Police Department.
Prepare Physical Plant work orders as requested and follow up on work being done.
Act as receptionist for the 2nd floor staff, ensuring guests and visitors are routed to the appropriate department.
Issue visitor badges.
Provide administrative support as requested to Administrative Manager, Chief and Lieutenant in the areas of correspondence, scheduling meetings, reserving meeting space, liaison and problem solving.
Train staff on proper way to complete forms (e.g. purchasing, payroll).
Compile data and records as requested during various audits. Ensures accuracy of records and financial file and that all appropriate documentation and authorizations are maintained for compliance with federal and state agencies and university regulations.
Report to work during emergencies or critical incidents. Collect and maintain data required by the Federal Emergency Management Agency (FEMA), California Offices of Emergency Services, and the university. Locate and procure emergency supplies. Provide administrative and logistical support to the Administrative Manager and Chief of Police in the Emergency Operations Center (EOC). Provide administrative support for special events and critical incidents (e.g. Purchasing, Material Management, college CPSs and CAOs, Physical Plant, and Housing, etc.)
Read and follow the UCSC Principles of Community.
Travel for training and meetings within the State of California.
Perform other duties as assigned by supervisor.
Related administrative/clerical experience.
Ability to conduct complex financial transactions in fast-paced environment.
Knowledge of standard accounting principles, practices and terminology.
Ability to exercise good judgment and discretion in handling confidential and sensitive matters or materials.
Substantial experience working in a customer service driven, dynamic environment with rapidly shifting priorities, heavy workload and frequent interruptions.
Ability to interact in a professional, friendly, courteous manner with the campus community and public.
Demonstrated organizational skills to systematically maintain material and information in order to optimize efficiency and minimize duplication of effort and to accurately prioritize assignments for timely completion.
Demonstrated filing, recordkeeping and forms processing skill, and the ability to develop and maintain accurate and legible records with strict attention to detail.
Excellent computer skills with the ability to learn new applications as needed.
Expertise using spreadsheet applications, word processing software and database systems. Demonstrated experience using software such as Word, Excel, email, calendar, and other computer programs to produce documents, forms, reports, statistical information, and spreadsheets.
Excellent organizational skills sufficient to prioritize a heavy workload, meet deadlines with frequent interruptions and complete assignments in an accurate, timely manner.
Demonstrated ability to effectively and tactfully interact with diverse groups of people and work effectively in a team situation.
Ability to be impartial and objective with persons of various backgrounds and personalities.
Demonstrated ability to communicate effectively orally and in writing; ability to produce memos, reports, and letters and email correspondence in a clear, concise, logical and grammatically correct manner.
Proficiency in the use of English grammar, spelling and punctuation skills.
Demonstrated ability to read and apply complex regulations, policies and control principles.
Excellent record keeping skills with strong attention to detail and a high degree of accuracy.
Demonstrated ability to listen effectively and speak in a clear concise manner sufficient to obtain information, explain policies and procedures and provide instructions and directions.
Demonstrated ability to solve problems and work independently, using good judgment.
Demonstrated ability to comprehend new tasks and situations with limited direction or training.
Demonstrated ability to draw conclusions from data in a logical, systematic way.
Demonstrated numerical and problem-solving skills sufficient to research issues and develop and recommend solutions.
Knowledge of standard office practices, procedures and methods including the operation of common office equipment.
Demonstrated ability to work with minimal supervision.
Ability to perform basic math functions.
Experience filing by alphabetical order.
Ability to operate a University vehicle safely and legally.
To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; https://jobs.ucsc.edu. A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.
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.
Copyright 2017 Jobelephant.com Inc. All rights reserved.