Note: The job is a remote job and is open to candidates in USA. UC San Diego is hiring a Finance Assistant to support the department’s financial and administrative operations. The role performs accounting activities including payables, receivables, cash management, purchasing, reporting, reconciliations, and budget tracking, while also providing office, security administration, facilities, inventory, and vendor support.
Responsibilities
- Under general supervision of the Finance Manager, the Financial Assistant is responsible for performing day-to-day finance and accounting duties, including accounts payable, accounts receivable, cash management, deposit, purchasing, invoicing and collections, statement reporting, journal vouchers, general ledger reconciliation, and transaction sampling
- Generate various reports, including revenue, expense, and budget reports
- Creates Excel spreadsheets to monitor expenses and special financial projects as assigned
- Independently responsible for processing accounting and administrative documents for purchases, payments, gifts, budget adjustment journals, and cost transfers, ensuring compliance with University policies and procedures
- The Financial Assistant participates in short- and long-term budget planning and tracking processes
- The Financial Assistant provides the full scope of general office support, including maintaining original physical files and digital filing
- Serves as primary Departmental Security Administrator
- Provides onboarding support, coordinates departmental facilities management needs, serves as the contact person for maintenance services, troubleshoot problems, and maintains the department inventory database
- Manages blanket purchase orders for outside vendors for goods and services and acts as liaison for account matters and problem resolution
Skills
- Understanding of generally accepted accounting principles, fund accounting, internal control standards, and audit principles
- Experience implementing policies and procedures relating to accounting, budgeting, bookkeeping, reconciliation, auditing, purchasing, disbursements, and other fiscal matters. Ability to identify unusual circumstances or circumstances needing a supervisor's review and approval
- Demonstrated ability to accurately interpret, effectively communicate, and apply policies, procedures, and practices
- Experience with internal control standards with proven analytical ability to recognize discrepancies/errors and take corrective action
- Proven analytical ability and skill in independently researching, compiling, organizing, interpreting and selecting data and materials from various sources. Skill to organize data into forms that are easily understood and logical
- Demonstrated knowledge and ability to utilize word processing, spreadsheets and database applications such as Word, Excel and various software with a high degree of accuracy and speed, to develop, maintain and produce various reports, graphs and charts to explain financial issues to a broad audience
- Mathematical and computation abilities to complete calculations as necessary to prepare a variety of reports with a high degree of accuracy. Demonstrated accuracy with facts and figures. Demonstrated ability to proof and review own work and provide a quality product
- Ability to review and analyze financial statements and ledgers for balance of funds and appropriate expenditures. Ability to make fiscal projections
- Proven ability to exercise high level of independent judgment to provide problem solving/identification, analysis, prioritization and implementation used in highly consequential management and administration decisions
- Experience processing financial documents and checking for accuracy, including invoices, reimbursements, purchase orders, vendor contracts, gift forms, budgets, financial statements, etc
- Experience with cash management including merchant accounts, credit card payments, cash handling and check deposit
- Demonstrated experience reconciling and processing full range of invoices and expenses. Experience monitoring accounts payable and receivables data using spreadsheets, databases, and data analysis skills. Data entry skills
- Demonstrated ability to maintain accurate records. Ability to maintain computerized and paper records and filing systems for rapid retrieval while maintaining accuracy
- Superior organizational skills requiring extreme accuracy and attention to detail in all aspects of work. Demonstrated ability to prioritize, coordinate and manage a heavy workload with fluctuating or simultaneous deadlines
- Excellent interpersonal skills, including proven ability to exercise tact, poise, mature judgment, diplomacy, and flexibility to promote positive working relationships and job effectiveness
- Strong customer-service skills with experience in a busy, service-oriented office atmosphere with frequent interruptions, varied work assignments, and fluctuating priorities while meeting deadlines
- Demonstrated ability to learn and use various UCSD campus online tools
Benefits
- Hybrid work arrangement
- This position may be eligible for a flexible work arrangement, which could include a non-standard schedule, and/or the ability to work off-site.
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