Accounts Payable Officer

Payroll Title: BLANK AST 2

Job Code: 4723

Job Open Date: 2/20/2024

Application Review Begins: 3/6/2024

Department Code (Name): STHL-Student Health

Percentage of Time: 100%

Union Code (Name): CX - Clerical/Admin.

Employee Class: 2 - Staff: Career

FLSA Status: Non-Exempt

Salary Grade: N/A

Hiring/Budgeted Hourly Range: The budgeted hourly range that the University reasonably expects to pay for this position is $23.60/hr. - $25.70/hr.

Full Salary Range: The full salary range for this position is $23.60/hr. - $33.45/hr. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University.

Work Location: Student Health

Working Days and Hours: Monday-Friday, 8:00am-5:00pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement if applicable: Hybrid (Both UC & Non-UC locations)

Special Instructions

For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement

Student Health is a full service on campus primary healthcare facility for UCSB students. We see students on both an appointment and walk in basis. Our auxiliary services included on-site laboratory, pharmacy, x-ray, lab and physical therapy. Our specialty services include psychiatry and sports medicine. An extensive alcohol and drug program compliments other behavioral health services.

Benefits of Belonging

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC and why You Belong at UC.

Brief Summary of Job Duties

The Accounts Payable Officer processes all purchase orders, invoices and statements for payment following Student Health and campus policies and procedures; maintains accurate database of all transactions; processes all documentation for recharges, travel, entertainment, reimbursements; verifies all Student Health credit card transactions, and issues refunds when appropriate; completes BARC postings as needed; completes all deposits; provides a variety of administrative tasks for the smooth operation of services.

Required Qualifications

* High school diploma or equivalent experience.

* Experience in relevant administrative work.

* Experience with Microsoft and Google Suite applications.

Preferred Qualifications

* Working knowledge of common University-specific computer application programs.

Special Conditions of Employment

* Must successfully complete and pass the background check before employment and date of hire.

* To comply with Santa Barbara County Public Health Department Health Officer Order, this position must provide evidence of annual influenza vaccination, or wear a surgical mask while working in patient care areas during the influenza season.

* Any HIPAA or FERPA violation is subject to disciplinary action.

* Student Health is closed between the Christmas and New Year's Day holidays.

Job Functions and Percentages of Time:

Accounts Payable and Invoice Database (60%)

• Coordinates all purchase orders, vendor blankets, packing slips and any back-up paperwork used to warrant payment approval of invoices and statements.
• Enters and maintains data into the department purchasing system.
• Researches and corrects all price discrepancies.
• Procures all missing or corrected documents.
• Reconciles expenses in the General Ledger.
• Maintains all records ensuring accuracy in accordance to Student Health, UCSB, and UC-wide policies.
• Prepares all payment paperwork for final approval by the Financial Operations Manager.
• Submits approved payment paperwork to Accounting in a timely manner, especially in order to receive time-based discounts.
• Complete student stipend payments as needed.
• Complete BARC postings as needed.

Travel/Entertainment (10%)

• Educates staff about the campus and Student Health policies and procedures regarding travel and entertainment.
• Processes all required documents for pre-approval by Student Health Director and Student Affairs Control Point.
• Processes all documents for travel and entertainment reimbursement.
  

Flexcard Program (10%)

• Receives all source documents and monthly bank statements from departmental cardholders. Ensures each purchase has been allocated to the correct account/fund and processes transfers of expense when necessary.

Other Duties (10%)

• Complete monthly office supply orders for department administrative services.
• Performs other duties as assigned.
• Works on special projects on as needed basis.
• Backup to Payroll and Financial Assistant.

Credit Card Transaction Audit (5%)

• Collects all department daily credit card receipt batches and verifies all Student Health credit card transactions for accuracy. Issue credit card refunds when appropriate.
• Makes recommendations to credit card terminal users on proper training and procedures based on Student Health and campus policies.

Campus Recharges (5%)

• Retrieves information from Student Health systems to process campus department recharges.
• Serves as the primary liaison for the procurement of missing or corrected information from campus departments.
• Initiates financial journals for monthly and quarterly recharges to campus departments.

UC Vaccination Programs Policy - With Interim Revisions

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs - With Interim Revisions.*

As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals** must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information, please visit:

* UC Santa Barbara COVID-19 Information https://www.ucsb.edu/COVID-19-information

* University of California Policy on Vaccinations - With Interim Amendments https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*Note: The Policy on Vaccination Programs - With Interim Revisions was updated effective August 16, 2023. A systemwide review of this policy will take place in Fall 2023 with an expected issuance/effective date in early 2024.

** Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Opportunity/Affirmative Action Statement
UC Santa Barbara is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Reasonable Accommodations

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Application Status

If you would like to check the status of your application, please log into the Candidate Gateway where you applied and click on 'my activities'.