Financial Services Assistant Davis, CA, Job ID 81834

Financial Services Assistant Davis, CA, Job ID 81834

University of California Agriculture and Natural Resources

Job Description

Position Summary :

Under general direction, provide financial services as part of the Business Operations Center (BOC) team. This position will review and process complex purchasing, purchasing cards, accounts payable, capital projects payable, cash collections, gift processing and provide financial information to a large population. Recommend and implement changes and / or options to enhance or improve daily business processes, procedures and customer service. Utilize independent judgment to research policies and procedures, services and products associated with the unit's daily business operations to maintain compliance with University, ANR, state, and federal requirements, and disseminate information. Interact with all levels of personnel within the division.

This position is a career appointment that is 100% fixed.

The home department for this position is the Business Operations Center. While this position normally is based in Davis CA, this position is eligible for hybrid flexible work arrangements, for applicants living in the State of California, at this time. Please note that hybrid flexible work arrangements are subject to change by the University.

Pay Scale : $29.40 / hour to $35.32 / hour

Job Posting Close Date : This job is open until filled. The first application review date will be 10 / 27 / 2025.

Key Responsibilities :

30%

Financial Services Support

Provide administrative support for financial activities for UC ANR programs and units. Through the use of the university's financial system (KuaIi), Aggie Travel, CashNet, Aggie Buy, Decision Support, WFA (Work Flow Assessment) to initiate financial documents needed to manage the needs of our customers. Provide customer service to the UC ANR staff, County Offices, REC staff and Statewide program staff and all vendors. Manage files for all areas of responsibility. Assist with campus fiscal closing. Maintain multiple fund numbers requiring different policies and procedures. Ensure that documentation is complete and accurate following all UC ANR, and University policies and procedures.

45%

Accounting, Auditing, Disbursement & Reconciling

Asses financial documents for accuracy of data entry and processing. Identify and correct any problems according to 'Generally Accepted Accounting Principles' (GAAP) and University policy and procedures. Notify customer of any invoice adjustments made; include complete written documentation; retain documentation records. Enter accounting information into KuaIi. Review, process and maintain back up for Aggie Travel documents (Pcards and Travel Cards) for 100+ cards. Provide direct guidance to Advisors, Program Representatives, and Office Managers relative to cash collection policies and procedures. Routinely and independently review and monitor gift acceptance forms received from County Cooperative Extension Offices and Statewide Program. Initialize new vendor documents. Coordinate with UC Davis Procurement and Vendor Control Desk to ensure timely fulfillment of new vendor requests. Prepare and process relocation reimbursements and advance expense payments as required. Review and audit all documents for appropriate authorization, required documentation and for completeness for accuracy within University / UC ANR policy compliance, and sound internal control and business practices standards for all transactions.

15%

Administration & Business Office Support

Assist Account Manager and Business Operations Manager with budget preparation and maintenance, financial and analytical research projects, for our customers. Create spreadsheets and financial reports as requested. Assist with updating all partners and Business Operations Center written procedures and forms. Ensure website is updated with most current policies and procedures. Assist in developing, documenting and presenting training materials for our customers. Participate in staff meetings and appropriate staff development opportunities. Provide back up and participate in cross training for all Business Operations Center staff. Work with UCD Communication Resources and outside vendor to provide ATR / Communication services, including cell phone purchasing and data plan activation to our partners.

10%

Customer Service

Provide excellent customer service to improve all partnerships. Understand customer requirements so as to provide appropriate clarifications and solutions. Route and direct customer requests to appropriate personnel. Contribute ideas to resolve customer problems and to improve productivity. Work with various teams to ensure outstanding customer services. Maintain a broad knowledge of services provided. Participate in meetings and activities held to improve customer satisfaction and business performance. Deliver prompt and professional responses to customer inquiries via phone, email, instant message, etc. Maintain and update customer requests and documents. Process customer requests in a timely manner.

Requirements :

• High school diploma or equivalent experience.
• The duties performed require knowledge of basic principles and methods of a technical or professional field where the exercise of judgement is limited by (a) the routine assignments, (b) the narrow range of knowledge of the total professional or technical field (c) the supervision received, and (d) the absence of the ability to establish professional precedents.
• Requires strong math skills. Knowledge of automated accounting systems. Interpersonal skills and customer service focus to work effectively with advisors, staff and others within and outside the University.
• Ability to collaborate and communicate effectively to support teamwork within the Financial Services Team and within the BOC.
• Comprehension and basic analytical skills to understand and apply policies, procedures and practices to daily work.
• Writing skills to communicate policies, procedures and practices to advisors, staff and other University departments.
• Ability to work under time constraints and high-volume workloads dependably and with a high level of accuracy.
• Knowledge of standard accounting practices and principal and acceptable business practices. Ability to organize and structure workload to achieve progress on multiple tasks and flexibility to respond to shift priorities.
• Ability to effectively and efficiently use resources in the course of handling the daily workload. These include websites, policy and procedure manuals, administrative handbooks, and guidelines.
• Ability to work within and contribute to a team environment where the goal is to provide excellent customer service.
• Experience using electronic financial, accounting and purchasing systems to process a variety of purchasing, accounts receivable / accounts payable, and travel and entertainment reimbursement requests.
• Experience maintaining confidentiality and securing records relevant to financial transactions, and other sensitive documents.

Preferred Skills :

Special Conditions of Employment :

This position is a career appointment that is 100% fixed.

The home department for this position is the Business Operations Center. While this position normally is based in Davis CA, this position is eligible for hybrid flexible work arrangements, for applicants living in the State of California, at this time. Please note that hybrid flexible work arrangements are subject to change by the University.

Pay Scale : $29.40 / hour to $35.32 / hour

Job Posting Close Date : This job is open until filled. The first application review date will be 10 / 27 / 2025.

Key Responsibilities :

30%

Financial Services Support

Provide administrative support for financial activities for UC ANR programs and units. Through the use of the university's financial system (KuaIi), Aggie Travel, CashNet, Aggie Buy, Decision Support, WFA (Work Flow Assessment) to initiate financial documents needed to manage the needs of our customers. Provide customer service to the UC ANR staff, County Offices, REC staff and Statewide program staff and all vendors. Manage files for all areas of responsibility. Assist with campus fiscal closing. Maintain multiple fund numbers requiring different policies and procedures. Ensure that documentation is complete and accurate following all UC ANR, and University policies and procedures.

45%

Accounting, Auditing, Disbursement & Reconciling

Asses financial documents for accuracy of data entry and processing. Identify and correct any problems according to 'Generally Accepted Accounting Principles' (GAAP) and University policy and procedures. Notify customer of any invoice adjustments made; include complete written documentation; retain documentation records. Enter accounting information into KuaIi. Review, process and maintain back up for Aggie Travel documents (Pcards and Travel Cards) for 100+ cards. Provide direct guidance to Advisors, Program Representatives, and Office Managers relative to cash collection policies and procedures. Routinely and independently review and monitor gift acceptance forms received from County Cooperative Extension Offices and Statewide Program. Initialize new vendor documents. Coordinate with UC Davis Procurement and Vendor Control Desk to ensure timely fulfillment of new vendor requests. Prepare and process relocation reimbursements and advance expense payments as required. Review and audit all documents for appropriate authorization, required documentation and for completeness for accuracy within University / UC ANR policy compliance, and sound internal control and business practices standards for all transactions.

15%

Administration & Business Office Support

Assist Account Manager and Business Operations Manager with budget preparation and maintenance, financial and analytical research projects, for our customers. Create spreadsheets and financial reports as requested. Assist with updating all partners and Business Operations Center written procedures and forms. Ensure website is updated with most current policies and procedures. Assist in developing, documenting and presenting training materials for our customers. Participate in staff meetings and appropriate staff development opportunities. Provide back up and participate in cross training for all Business Operations Center staff. Work with UCD Communication Resources and outside vendor to provide ATR / Communication services, including cell phone purchasing and data plan activation to our partners.

10%

Customer Service

Provide excellent customer service to improve all partnerships. Understand customer requirements so as to provide appropriate clarifications and solutions. Route and direct customer requests to appropriate personnel. Contribute ideas to resolve customer problems and to improve productivity. Work with various teams to ensure outstanding customer services. Maintain a broad knowledge of services provided. Participate in meetings and activities held to improve customer satisfaction and business performance. Deliver prompt and professional responses to customer inquiries via phone, email, instant message, etc. Maintain and update customer requests and documents. Process customer requests in a timely manner.

Requirements :

Preferred Skills :

Special Conditions of Employment :

Policy on Vaccination Programs

, as may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

a. 'Misconduct' means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct :

To apply, please visit : https : / / careerspub.universityofcalifornia.edu / psc / ucanr / EMPLOYEE / HRMS / c / HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&JobOpeningId=81834&PostingSeq=1&SiteId=17&languageCd=ENG&FOCUS=Applicant

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