Fiscal Assistant

Details

Posted: 24-May-24

Location: La Jolla, California

Salary: Open

Categories:

Other Staff/Administrative
Staff/Administrative

Internal Number: 130046

UCSD Layoff from Career Appointment: Apply by 05/28/2024 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 06/05/2024. Eligible Special Selection clients should contact their Disability Counselor for assistance.

This position will work a hybrid schedule which includes a combination of working both onsite in La Jolla and remote. This is subject to change due to business needs.

DESCRIPTION

Responsible for fiscal activities for three departments including Center for Marine Biotechnology and Biomedicine (CMBB), Marine Biology Research Division (MBRD), and Integrative Oceanography Division (IOD). CMBB/MBRD/IOD are three distinct and diverse research units which are all under the Biology Section at SIO. Fiscal responsibilities include bookkeeping, procurement, travel, personal reimbursements, process new awards, allocate funding via a financial journal and coordinating with other departments. Prior to approval by Finance Manager, review expenditures for appropriateness, availability of funds, and applicable funding restrictions (OMB Uniform Guidance, 133, 110, CASB). Prepare and review cost transfers and other transfers as needed. Review transactions for allowable and available funding and approve up to designated level. Process Oracle Procurement requests, coding properly for account, tax, and commodity information. Process other procurement actions including procurement cards, Concur reimbursements, campus orders for goods and services. Coordinate travel for staff, including advising on proper procedures and guidelines, document review and approval, and UCSD Travel Card enrollment. As needed, provide back-up to help coordinate field safety research plans as required by policy, providing guidelines and submit to Risk Management/EH&S. Facilitate shipping and logistics arrangements for complex international research expeditions. Provide interpretation of UC, Federal and State policies in order to ensure compliance with all processes. Work with supervisor to ensure all fiscal deadlines are completed in a timely manner. As needed, assist with fiscal closing activities annually.

QUALIFICATIONS

• Demonstrated knowledge of financial accounting/bookkeeping principles, purchasing, inventory, and related fiscal functions. Knowledge of Federal (OMB A-21) and State rules and regulations, and agency guidelines, to ensure strict compliance with auditing and reporting requirements.

• Experience processing financial and purchasing transactions.

• Demonstrated ability to perform a variety of accurate financial calculations using basic arithmetic functions including addition, subtraction, multiplication, division, percentages, ratios, etc. Ability to analyze financial data.

• Strong, demonstrated ability to work independently with a variety of computer platforms and software programs. Demonstrated ability to use MS Word or similar word processing software. Intermediate to advanced level skills in Excel or similar spreadsheet software.

• Knowledge of standard filing systems. Ability to maintain and cross reference complex filing systems for rapid/easy retrieval by self or others.

• Familiarity with shipping procedures (FedEx, UPS, etc.)

• Strong skills in composing documents in English using correct grammar, spelling, and punctuation. Good and accurate typing skills, including proofreading ability.

• Strong interpersonal communication skills. Ability to interact on the phone and in person, using tact and diplomacy, with diverse personalities including academic, staff, student employees and other institutions/organizations.

• Must be punctual and reliable: report for work at scheduled time and work entire shift with standard schedule for lunch.

• Strict attention to detail and ability to accurately complete documents in a timely manner.

• Ability to prioritize tasks. Demonstrated ability to self-motivate, to independently follow tasks through to completion and to take ownership of work performance.

• Demonstrated ability to work within a team framework, participating in-group discussions regarding systems, procedures, and goals of the units. Proven strong teamwork attitude to independently and willingly assist in other areas of Business Office as needed. Ability to accept changing priorities regularly and to perform duties not normally assigned to this position as needed or directed.

SPECIAL CONDITIONS

• Must be willing to work overtime as required to fulfill position responsibilities, particularly during fiscal closing.

• Background check required. Valid California Driver's Li

  
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