Personnel Records Clerk jobs in Santa Barbara, CA

Payroll Title: Financial & Personnel Assistant; BLANK AST 3

Job Code: 4722

Job Open Date: 2/8/24

Application Review Begins: 2/26/24

Department Code (Name): CSUS (CAMPUS SUSTAINABILITY PROGRAMS)

Percentage of Time: 100

Union Code (Name): CX

Employee Class (Appointment Type): Staff: Career

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Hiring/Budgeted Salary or Hourly Range: The budgeted salary range that the University reasonably expects to pay for this position is $27.29 - $29.92/hr.

Full Salary Range: The full salary range for this position is $27.29 - $39.12/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: 1101 SAASB, Cubicle 2

Working Days and Hours: M-F, 8 am - 5 pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement if applicable: N/A

Special Instructions

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

Department Marketing Statement

UCSB Sustainability is committed to fostering a culture of sustainability through campus-wide sustainability efforts, program development, and promoting the sustainability work of staff, faculty, and students - our greatest renewable resource. UCSB strives to ensure that all students understand the interconnectedness of environmental, economic, and social systems and to communicate that we each have a role to play in developing and implementing solutions. We believe that these solutions must be centered in Diversity, Equity and Inclusion, please see our statement here: https://sustainability.ucsb.edu/diversity-equity-and-inclusion-statement-uc-sustainability-offices-and-staff UCSB Sustainability is also a programmatic and administrative partner of the UCSB Food Security and Basic Needs Taskforce which works to address food and housing insecurity of our students and to help support our students to thrive. The department itself is a small, dynamic, and fast-paced department with a big impact. We partner with many stakeholders on and off campus and our work shifts regularly based on needs of the community and available funding streams. Our program is also student-centered with a small professional staff team and a large student internship program.

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 Financial & Personnel Assistant (Assistant) under the general supervision of both the Director of Campus Sustainability and the Director of Budget, Analysis, & Administration, supports the Sustainability Department in the Enrollment Services Cluster in the areas of administration, financial and travel processing, personnel/payroll support, reconciliation, and preparation of basic financial and resource reports. The Financial Analyst will primarily serve the Campus Sustainability Department (CSUS) including the Basic Needs accounts managed by CSUS, but will also be cross-trained on all administrative and financial functions and duties within the cluster and will provide back-up to all other departments in the cluster as assignments and workloads may vary. This position also provides direct administrative support to the Department Heads in Enrollment Services. The functions of this position require a comprehensive knowledge of relevant policies and procedures, strong organizational skills, excellent verbal and written communication skills, exceptional interpersonal skills working in team situations, ability to pay attention to detail and an ability to work within a multicultural environment. Must be able to work with a significant degree of independence and initiative while maintaining appropriate levels of consultation with Directors as well as with campus and systemwide personnel. The position requires a high degree of professionalism, ability to analyze situations and/or information quickly, exercise sound judgment, and to work under the pressure of deadlines and a fast-paced environment.

Required Qualifications

• High School Diploma or equivalent experience
• 1-3 years of Administrative or Payroll experience

Preferred Qualifications

• Working knowledge of sustainability.
• Ability to analyze problems and issues as they arise and reach quick positive solutions.
• Demonstrated knowledge of financial management, accounting, tracking, troubleshooting, and reconciliation.
• Possesses analytical abilities and a strong understanding of system-wide goals for UCSB's Sustainability philosophy, program, computing environment, policies, and project activities.

Special Conditions of Employment

• Satisfactory conviction history background check
• UCSB is a Tobacco-Free environment

Job Functions and Percentages of Time:

30% Reconciliation and Maintenance of Financial Records

Responsible for reconciliation of general ledgers and maintaining accuracy of information recorded in the accounting systems. Gathers supporting documentation for general ledger entries for all accounts in CSUS on a monthly basis. Identifies financial transaction discrepancies and errors on general ledgers and researches and resolves related issues with PIs and applicable staff members. Prepares transfers of expenses as required. Verifies that all related documentation is in order and audit requirements are met. Assists Director of Sustainability with updating GUS to reflect financial transactions and payroll until the launch of the FMM system. Manages the administrative, personnel, and financial files for Sustainability and the Basic Needs Program. Assures that files are indexed, maintained, and purged in accordance with University and office practices. Assist the Director of Sustainability in the development of an Annual Budget by developing reports on past spend and assisting with projections. May be asked to assist in the preparation of other basic financial and resource reports and/or projections throughout the year.

30% Personnel Support and Payroll Processing

Serves as preparer for the payroll and online time reporting systems. Responsible for initial data entry and subsequent updates to both systems for approximately 3-6 career staff records, and 80 student employees in Sustainability. Requires a comprehensive understanding and application of UC and campus policies, as they relate to individual personnel situations, and establishing and maintaining employee records. Must maintain confidentiality and continually demonstrate ethical standards in the performance of his/her duties. Provides administrative support to the unit supervisors for recruiting, hiring, and scheduling career, casual, and student employees. Serves as a resource on the current policies and practices of the Student Affairs Division and Human Resources Office related to these activities and prepares the appropriate paper and online forms. Prepares and submits new hire paperwork such as the Oath Patent, W 4, I-9, and BELI forms, payroll forms, and separation paperwork to the Accounting Office for all new employees. Performs a monthly review of staff attendance records and reports compensatory time and vacation and sick leave usage online. Incumbent must interpret and apply appropriate University policies regarding use of holiday, vacation, and sick leave, and complete payroll deduction/adjustments where appropriate. Assists the Director for Budget and Administration as the departmental contact for questions from staff pertaining to personnel matters with regards to benefits and payroll check distribution. Audits work hours for casual employees to ensure that monthly maximums and student workstudy allocations are not exceeded. Prepares and submits online payroll forms to accounting office for career and casual employees. Facilitates the workstudy program for students: Completes work study referral paperwork, maintains records of work study usage throughout the year, updates position IDs, and completes payroll transactions. Coordinates the continuous hire of workstudy and non-work study students throughout the year. Maintains personnel records for all employees; complete confidentiality required, assures that probationary and merit evaluations and related reports are completed as required. Provide high quality customer service to all employees of CSUS. This will require meeting with students to answer personnel or payroll questions or assisting students with learning Kronos and UC Path.

30% Financial Processing

Processes Accounts Payable (A/P) transactions including travel, entertainment, memberships, vendor invoices, reimbursements, recharges, work orders, and other payments. Enters A/P transactions for managed accounts utilizing online campus databases and payment systems as appropriate. Monitors all fiscal activity to ensure appropriate expenditures and accurate reporting. Initiates purchase order requisitions and vendor blankets and monitors usage. Reconciles expenses and income to the general ledger on a monthly basis, researching and resolving problems. Reviews and reconciles ledger and assesses data for problems and trends. Using online General Ledger and Transfer of Expense System, prepares necessary documentation to transfer expense to correct accounts and submits to Financial Analyst for approval. Compiles and analyzes expenditure data as needed. Assists with budget preparation, financial reporting, and determining trends in Revenue and Expenses. Maintains databases, binders, and files to facilitate financial reporting and record-keeping. Processes separate cash deposits as needed by ensuring that cash and check deposits are made daily with the central cashier and verifies receipts as necessary. Ensures that cash receipts and ledger entries follow approved audit guidelines. Responsible for assisting with the inventory of office supplies. Conducts comparative pricing studies when making purchases, utilizing UC strategic sourcing initiatives. Prepares, executes, and tracks departmental purchase orders and lien releases. Performs annual inventory of departmental equipment and manages the maintenance schedule for office equipment such as printers, fax machines, and copiers. Monitors usage, provides technical assistance and training to staff on use and features, and reports any malfunctions/repairs required to vendors for repairs. Receives stock, supplies, and equipment shipments and oversees delivery to appropriate units and several storage locations on campus. Supervises 1 - 2 student interns that will assist with financial processing and filing.

5% Travel Processing

Coordinates all business travel processing for the Sustainability and Basic Needs Programs in the Enrollment Services cluster, from initial travel request through final payment, ensuring that required prior approvals are obtained and that all travel arrangements including transportation, lodging, registrations, meals, and other miscellaneous expenses are compliant with University travel policies. Advises staff of travel policies and makes appropriate arrangements for travel advances or payments to Corporate Card accounts. Ensures that travel expense vouchers are completed accurately and processed in a timely manner. Provides program support for receptions and all other major department events hosted by Sustainability and Basic Needs, acting as coordinator and liaison for all travel and hotel reservations. Train staff on using Concur and support staff in reporting their travel expenses through Concur.

5% Periodic Duties & Responsibilities

Maintains familiarity with system wide and campus policy. Completes required campus trainings. Responds to campus surveys as needed. Serves as back-up to all administrative and financial duties and assignments in the absence of any of the Administrative and Financial Assistants in the Administrative Unit that supports departments in the Enrollment Services cluster. Maintains an understanding of other departments and units within the Enrollment Services cluster and assists in those areas as needed. Provides program support for major departmental events and other projects and duties as assigned. Special assignments as assigned by the Director of Budget, Analysis, & Administration and/or the Director of Campus Sustainability.

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.

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