FINANCIAL SERVICE ANALYST

University of California Office of the President

United States, California, Oakland

1111 Franklin Street (Show on map)

April 16, 2023

For UCOP internal applicants, please login to the internal candidate gateway at:

UC OFFICE OF THE PRESIDENT

At the University of California (UC), your contributions make a difference. A world leader producing Nobel and Pulitzer prize recipients with over 150 years of groundbreaking research transforming the world. Choose a career where you can leverage your knowledge, skills and aspirations to inspire and support some of the greatest minds in the world, and those who will follow in their footsteps. Working at the University of California is being part of a unique institution, and a vibrant and diverse community. At the University of California, Office of the President, we propel our mission through impactful work locally, in government centers and systemwide. We are passionate people, serving the greater good.

The University of California, one of the largest and most acclaimed institutions of higher learning in the world, is dedicated to excellence in teaching, research and public service. The University of California Office of the President is the headquarters to the 10 campuses, six academic medical centers and three national laboratories and enrolls premier students from California, the nation and the world.

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

This position 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, create manual invoices, validation, review and vendor interaction.

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 Departments, 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.

Responsibilities

75%	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.
15%	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,
5%	- 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.
5%	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.

Required Qualifications

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.

Preferred Qualifications

Certification in UCSD business systems, Oracle, Concur
Knowledge of data query applications

Education

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.
A minimum of 3years accounts payable experience, interpretation and application of financial and accounting policies, practices and procedures.

SALARY AND BENEFITS

Salary: The recommended hiring range is $80,000.00 to $93,100.00. Commensurate with experience.

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

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 is October 18, 2022. The position will be open until filled.

CONDITIONS OF EMPLOYMENT

Background Check Process: Successful completion of a background check is required for this critical position.

Smoke Free Work Environment: The University of California, Office of the President, is smoke & tobacco-free as of January 1, 2014.

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.

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.

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