FINANCIAL ANALYST 2 - BUSINESS RESOURCE CENTER TRAVEL AND ENTERTAINMENT TEAM

Location: Oakland
Job ID: 36110
Job Posting

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UC OFFICE OF THE PRESIDENT

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DEPARTMENT OVERVIEW

The Business Resource Center (BRC) aims to build a strong foundation for UCOP financial operations, allowing departments to focus on their core duties. Our goal is to standardize procedures and controls to ensure maximum service to departments, as well as efficient, controlled and compliant transaction processing for administrative functions. BRC staff strive to provide excellent service while demonstrating accountability to stakeholders, including the Regents and the public.

POSITION SUMMARY

Reporting to the Business Resource Center (BRC) Team Lead, the Financial Services Analyst serves as the accounting administrator, independently reviewing and approving purchase order, payment or reimbursement transactions performed by support staff, confirming invoices and general ledger entries.

The Financial Services Analyst will be a member of the Travel & Entertainment team and requires knowledge of applicable UC policies and of the Concur reimbursement system. This may involve extensive work with and knowledge of the general ledger, vendor agreements, purchase transactions, reimbursement requirements, and/or UC policy and procedures. Responsible for data management.

Responsibilities

50%

Serve as a resource in one or more of the following areas: travel policy, business entertainment policy, and/or other BRC subject areas. Provide leadership in absence of the BRC Travel and Entertainment Manager and serve as a mentor and resource to other staff. Actively participate in special projects, workgroups/task forces, and/or provide training, as assigned. May provide assistance with strategic planning and streamlining financial processes to credit auditable results and achieve further cost savings. Review incoming travel expense reimbursements and authorize payment within established limits, ensuring proper department level approvals, appropriate funding, adequate documentation, and conformity with UC and BRC policies and procedures. Work with other operations departments, as necessary, to assist client departments in providing adequate documentation, e.g.,exceptional expense, and exception-to policy justification letters, when warranted, and ensure appropriate signature approvals are obtained. Processing of all transactions related to the UCOP Event Card program. Event cards are procurement cards used to pay for various events, functions, meetings and conferences related to University business. These expenses involve multi-day events that include several meals per day, lodging, audio-visual equipment, room rental, transportation costs and assorted miscellaneous expenses. Each of these expenses must be calculated, itemized and broken down into their specific costs. The reconciliation process often requires detailed spreadsheets with supporting documentation such as invoices, attendee lists with organization affiliations, hotel folios, contracts and an approved budget breakdown of allowable expenses for each category submitted by the department in coordination with the UCOP Event Services Group. Monitor, validate, and analyze monthly client department expenditures to ensure that purchases conform to UC policies and procedures. Analyze and identify discrepancies and/or inconsistencies with data and resolve problems with appropriate staff. In consultation with supervisor, query reports that present client department expenditures, including reports on travel and special events for the supervisor to review. Review OP non-payroll expenses and check deposits prior to client departments' sign-off to ensure that financial and budgetary policies are followed and that account information is correct. Assist client departments with fiscal close procedures. Act as a resource to support staff on issues such as researching complex discrepancies, escalated customer service problems, and vendor concerns. Interpret reports and records for client administrators and managers. Independently review and approve the online financial transactions performed by support staff on a daily basis to ensure entries are valid and comply with UC and BRC policies and procedures. This may include reconciled invoices, general ledger entries and payments. As necessary initiate non-payroll expenditure transfers to correctly reflect financial activity within assigned client departments. Review and approve travel expense reports submitted via the UCSD Concur system and/or purchase orders and payments in the Oracle system. Ensure proper chart of accounts (COA) is entered for each transaction. Verify that related expenses and documentation submitted for reimbursement/payment comply with relevant UC policies. May be assigned to perform audit of travel and business entertainment reimbursements in the Express system for compliance with UC policy.

30%

Serve as primary contact to client departments, responding to requests regarding travel and business entertainment reimbursements, travel and entertainment credit card transactions, or procure-to-pay transactions including but not limited to general purchasing, purchasing under blanket agreements, service agreements, and procurement card. Serve as a resource to client departments and provide training in the Concur Travel Reimbursement and Connexx UC Booking Systems to BRC staff and client departments. Related to purchase orders and payment transactions: Assist client departments with business requirements including but not limited to contract agreements, licenses, professional service agreements, and independent consulting agreements. Collaborate with client managers in determining appropriate policies and procedures governing contract/license agreement implementation and provide advice on potential issues. Assist client managers in defining the scope of services required by outside parties, drafting proper agreements and following UC, BRC, and client departmental policies and procedures. Ensure that agreements are compliant with SB 1467 and SB 41 and UCOP insurance requirements are met by consultant. Coordinates actions for rapid approval of agreements. Provide regular agreement reports to respective client departments. Monitor contracts to ensure compliance with University accounting/purchasing policies and to meet reporting requirements. Advise client project managers regarding distribution and status of funds (i.e., regarding cost overruns or projected surpluses). Responsible for ensuring that accounting funds are closed in accordance with University procedure and that proper reports are submitted as required.

15%

Ensure BRC and UCOP compliance with relevant UC policies. Assess and recommend changes to BRC processes and procedures to maintain compliance with federal and state requirements and internal financial/audit policies. Participate in audits of internal records and processes and prepare recommendations for changes as needed. This requires that the incumbent be fully versed in automated financial systems and assist with unit management of those systems. As such, incumbent will regularly participate in cross-training on accounting, finance and/or payroll matters by attending relevant meetings and/or special training on accounting procedures and new systems. Responsible for identifying possible problems with unit's procedures and systems, recommending and implementing change to resolve issues and improve and streamline existing processes for a smoother operation. Develop solutions and make recommendations for recurring financial issues and situations. Assist in the development of internal policies and procedures for areas of responsibility including new accounting and financial reporting procedures and methods. Prepare reports and analyses to include summaries of financial transactions to support management evaluation of current and proposed services. May lead or support special assignments to administer and document changes to local systems (e.g., UCOP systems administration, monitor signature delegations, etc.).

5%

Provide back-up support to colleagues; actively participate in staff meetings and process improvement projects; and perform other assignments/projects as requested

Required Qualifications

• 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.

Education

• Bachelor's degree in Accounting, Finance, Business Administration and one to two years experience in analysis, interpretation, and application of financial and accounting policies, practices, and procedures (preferably in a higher education and/or public sector setting).

SALARY AND BENEFITS

Salary: The recommended hiring range is $66,000.00 to $77,000.00. Commensurate with experience.

Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging

ADDITIONAL INFORMATION

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 isBackground check process at UCOP

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

August 2021 Update: The University of California has issued a policy requiring employees to be fully vaccinated against COVID -19 before physically accessing the University location or programs. Upon hire into a UCOP position, you will be provided detailed instructions on how to comply with this policy including access to the COVID vaccination at no cost. New hires to UCOP who work onsite or will come onsite for any activities at a UCOP or other UC location must comply with this policy within 8 weeks after their start date. The policy allows for employees to request approval for an exception or deferral. UC COVID-19 Vaccine Policy

EEO STATEMENT

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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To apply, visit https://careerspub.universityofcalifornia.edu/psp/ucop/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=19&JobOpeningId=36110&PostingSeq=1jeid-1a2e682f8b82c243aed1105cdbe157ae







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