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UC OFFICE OF THE PRESIDENT
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Reports to the Business Resource Center (BRC) Manager for Purchase Orders and Payment Team. The team is responsible for performing the following in compliance with relevant UC policies: purchasing/receiving and general ledger systems and interfaces. functional responsibilities include accounts payable, generate payment file, tax assessment, invoice import, validation, review and reconciliations; cash management, period close and vendor relations.
the A/P team serves as the office of record for various A/P related documents and general ledger accounting. Members work daily with Purchasing, UC Department, and vendor personnel.
Uses skills as a seasoned, experienced client service professional with a full understanding of industry practices and organizational policies and procedures. Resolves a wide range of issues. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.
The Accounts Payable Processor is responsible for processing vendor invoices daily for timely payment; to help resolve and respond to customers complaints and disputes; and assist with other department responsibilities while adhering to complex policies and procedures regarding invoice processing and comprehend the intricacies of accounts payable.
Provides analysis, troubleshooting, and resolution of match exceptions, pending approvals, with ensuring the accuracy, timeliness and proper accounting for disbursements including financial reporting and reconciliation, interpretation and application of policy, regulatory guidelines and requirements. Uses professional financial services concepts. Applies organizational policies and procedures to resolve a variety of moderately complicated issues. Works on financial services problems of moderate scope where analysis of situations or data requires a review of a variety of factors.
Accounts Payable- Performs accurate and timely review, audit and processing of invoices. In partnership with other stakeholders, proactively follow-up on open purchase orders and invoices on hold. Process stale-date re-issues/cancellations, prepare advanced stale-date reports for departments, process voids, stop pay & cancelled checks and provides customer service to internal and external customers. Actively participate in enhancements to the accounts payable process; suggest and implement best practices to improve controls and efficiencies. -May involve preparation of financial reports to meet internal and external reporting requirements. Accounting - Perform monthly or quarterly reconciliation of accounts payable balance sheet accounts. Completes and provides reconciliation and analysis for various accounts and accounting projects as assigned. Interprets reports and records for department supervisors/managers. Applies financial services concepts (e.g., accounting, accounts payable, etc.) to resolve issues, and prepare business process procedures and policy recommendations. Requires extensive experience in purchasing, payables and reimbursements that can be relied on for day-to-day responsibilities and forms the basis of sound judgment to independently resolve complex financial issues; and advanced financial analysis and communication skills, including the ability to analyze and interpret data and coordinate data reporting requirements for day-to-day operations and special projects. Serves as a subject matter expert in one or more of the following areas: UC policies on disbursements, financial controls, contracts and grants accounting, IT licenses and maintenance agreements, multi-year agreements.
Reviews, processes, and approves standardized financial data and invoice transactions. Verify accuracy of data populated into the financial system and ensure compliance with policy and procedures. Identify invoices and requests with potential for the payment to be considered tax reportable and ensure the payments to persons, service providers, and suppliers are reported correctly for tax purposes. Serves as department point of contact to follow up with individual suppliers on outstanding invoices, erroneous charges and outstanding credits. Reviews incoming purchase orders, invoices, and reimbursements; authorizes payment within established limits, ensuring proper department level approvals, appropriate funding, adequate documentation, and conformity with UC and BRC policies and procedures; works with other operations departments, as necessary,
- Acts as a resource to support staff on issues such as complex transactions, escalated client service problems, and vendor concerns. - Interprets data for client administrators and managers. - Demonstrates ability to independently resolve complex financial transactions and issues; receives more complex analyses that require substantive knowledge of UC financial policies and procedures - Assists client departments with fiscal close procedures. - Monitors, validates, and analyzes monthly client department expenditures to ensure that purchases conform to UC policies and procedures; analyzes and identifies discrepancies and/or inconsistencies with data and resolves problems with appropriate staff and/or client departments.
Client Support and Service -- Interact effectively and professionally with suppliers, and staff to establish and maintain cooperative working relationships. Respond to vendor inquiries regarding past due invoices and coordinate with departments to resolve, and assist vendors with identifying which invoice for application of payments. Effective communication through verbal and written correspondence. Develop and maintain accounts payable policies and procedures. - Contributes to the development of new processes, programs, policies and procedures; may provide assistance with strategic planning and streamlining financial processes to achieve efficient, effective and auditable results, as well as cost savings.
Excellent working knowledge in at least one of the following areas: purchasing, accounts payable, reimbursements, Generally Accepted Accounting Procedures (GAAP), applicable tax laws and/or relevant policies and procedures.
Proficiency in a PC-operating environment and with MS Office suite, Oracle, ServiceNow, Concur as well as standard desktop/web-based applications and databases. Willingness to learn new software applications and technologies.
Demonstrated knowledge or ability to quickly acquire knowledge of various UCSD business systems and account structure, appropriations and expenditures, and relevant policies and procedures.
Demonstrated ability to identify key factors, patterns, trends and issues; interpret policies; analyze and summarize possible implications of multiple options; and make logical recommendations. Excellent research, analytical and problem-solving skills to gather, synthesize and integrate essential information from multiple sources (e.g., policy, financial reports and statistical data). Meticulous attention to detail.
Communication skills that demonstrate fluent English language competency and ability to articulate moderate to complex ideas and issues clearly, concisely, effectively and logically. Demonstrated ability to compose business correspondence using appropriate format, language and grammar. Active listening skills to clarify and verify essential points.
Client service orientation that demonstrates responsiveness to client requests, client relationship development and anticipation of client needs.
Interpersonal skills that demonstrate ability to work effectively across the organization at all levels. Ability to work collaboratively and productively with BRC and client department staff with varying work styles and personalities in a team-oriented environment. Ability to maintain composure and exercise discretion when addressing sensitive issues and situations. Leadership skills to provide guidance, coaching and mentoring to professional and support staff.
Strong organizational skills that demonstrate ability to independently and effectively prioritize workload, process high volumes of work with frequent interruptions, establish systems to track work assignments and manage competing deadlines.
Certification in UCSD business systems, Oracle, Concur
Knowledge of data query applications
Bachelor's degree in accounting, finance, business administration, and a minimum of 3 years of experience in analysis, interpretation and application of financial and accounting policies, practices and procedures (preferably in higher education or public sector settings); or an equivalent combination of education and experience.
SALARY AND BENEFITS
Salary: The recommended hiring range is $75,000.00 to $88,500.00. Commensurate with experience.
Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging
HOW TO APPLY
Please be prepared to attach a cover letter and resume with your application.
APPLICATION REVIEW DATE
The first review date for this job is February 24, 2021. The position will be open until filled.
Smoke Free Work Environment: The University of California, Office of the President, is smoke & tobacco-free as of January 1, 2014. UC Smoke & Tobacco Free Policy
The University of California, Office of the President, 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. EEO/AA Employer UC Nondiscrimination Policy
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About University of California Office of the President
The Office of the President is the systemwide headquarters of the University of California, managing its fiscal and business operations and supporting the academic and research missions across its campuses, labs and medical centers.