Financial Administrative Assistant

Position Number: 40035196

Working Title: Financial Administrative Assistant

Payroll Title: BLANK AST 3 (004722)

Job Code: 004722

Job Open Date: 7/8/25

Application Review Begins: 7/23/25

Department Code (Name): ASTD (ASSOCIATED STUDENTS)

Percentage of Time: 100

Union Code (Name): CX - Clerical/Admin

Employee Class (Appointment Type): Staff: Career

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $29.35/hr. to $31.38/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. The full salary range for this position is $29.35/hr. to $42.06/hr.

Work Location: UCEN, 2537C, Cubicle A

Working Days and Hours: M-F 8-5; not eligible for Remote or Hybrid Work Arrangement

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:

The Associated Students (AS) of the University of California, Santa Barbara is a non-profit organization and a department of the UCSB campus, funded by undergraduate student fees. Through elected student positions and appointments we voice student concerns and express student opinion to the UCSB administration, UC system, our community, and state and local governments. We have dozens of boards, committees, and commissions that are organized and funded through AS to enrich student life and give students services and opportunities not offered by the administration. Our mission is to help students uphold the high academic standards and give them leadership, employment, cultural and growth opportunities to serve the campus community.

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

Brief Summary of Job Duties:

The Financial Assistant plays a critical role in supporting the day-to-day financial operations of Associated Students (A.S.) at UC Santa Barbara. This position is responsible for processing payments, purchase orders, encumbrances, and account adjustments across all A.S. accounts using the university's fund accounting system. Serves as the primary requisitioner and receiver for A.S. departments and business units, determining appropriate procurement methods and managing transactions through UCSB's Procurement Gateway and FlexCard systems. Tracks vendor blankets and funding availability, ensures proper authorization and documentation of purchases, and maintains compliance with University and departmental policies. Supports a wide range of business functions, including billing, revenue tracking, credit card reconciliation, financial reporting, and income processing from student fees, ticket sales, retail operations, and service fees. Assists with the reconciliation and deposit of funds, and serves as a backup to the A.S. Cashiers and Ticket Office Manager, preparing daily deposits, performing cash audits, and maintaining change funds. Oversees and trains Financial Operations student staff, reviews their work for accuracy, and steps in to perform data entry when needed to maintain continuity of service. Maintains and updates the A.S. Accounting Procedures Manual, supports internal audits and financial reviews, and serves as a liaison with vendors, campus departments, and external partners. The Financial Assistant ensures that financial records are audit-ready, well-documented, and aligned with current compliance standards. This position requires strong attention to detail, excellent judgment, and the ability to manage multiple priorities while maintaining confidentiality in a fast-paced, student-centered environment.

Required Qualifications:

• Associate's Degree
• Financial and record keeping experience
• Experience as an A/R Clerk, assistant, or closely related role.
• Experience in accounting systems.
• Experience in all faucets of bookkeeping.
• Previous keyboarding experience utilizing a keyboard to enter, retrieve and manipulate data is required.
• Prior experience effectively identifying and addressing problems.
• Strong financial analysis skills including strong knowledge of policies pertaining to different funding types, expenditure allowability, and reporting techniques and requirements.
  

Preferred Qualifications:

• Bachelor's Degree
• Working knowledge in administrative procedures and processes including Microsoft applications, Google Drive and Google Applications.
• Requires verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.
• Solid Knowledge of UCSB financial processes, policies and procedures and how to apply them.

Special Conditions of Employment:

• UCSB Campus Security Authority under Clery Act
• Satisfactory criminal history background check
• UCSB is a Tobacco-Free environment

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegation or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"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:

UC Sexual Violence and Sexual Harassment Policy
UC Anti-Discrimination Policy
Abusive Conduct in the Workplace

Job Functions and Percentages of Time:

• 70% Accounts Payable/Accounts Receivable - The Financial Assistant is responsible for processing payments, encumbrances, receivables, and account adjustments across all Associated Students (A.S.) accounts using the university's fund accounting system. This position plays a key role in maintaining the accuracy and compliance of all financial transactions by reviewing invoices, verifying documentation, and ensuring proper coding and distribution of charges across department budgets. The Financial Assistant also processes purchase orders, generates checks, posts journal entries, and reconciles data to maintain balanced and auditable records. Responsible for posting annual budgets for all A.S. departments, enterprises, boards, committees, and student organizations, and prepares and produces detailed budget and audit reports as needed. This position supports the fiscal year-end close and opening processes, ensuring timely financial transitions and compliance with university deadlines. The Financial Assistant also prepares and submits required documentation for federal and state vendor reporting, including DE542 and related tax forms, and works closely with vendors to ensure accuracy of information and prompt resolution of discrepancies. Prepares and processes recharge journals and interdepartmental invoices, creates recharge packages, and provides monthly summaries of charges to internal A.S. units. The Financial Assistant regularly audits invoice processing to confirm accurate coding, proper documentation, and the receipt of goods or services. The role ensures that all A/P guidelines are followed and audit standards are met, and works directly with vendors to address pricing discrepancies and verify contract terms. Provides solutions to difficult problems using knowledge of University policies and procedures. Maintains the department's outstanding check list, posts the manual control log, and runs weekly financial reports for key stakeholders including the A.S. Executive Director, Associate Director for Budget & Finance, and the Finance Board Chair. The position maintains the A.S. Chart of Accounts, assigns account numbers to new A.S. groups, and submits requests for BARC perm numbers and Central Stores blanket numbers. The Financial Assistant inputs annual budget data into the accounting system and ensures accuracy across financial records and reports. In support of audit readiness and financial continuity, the Financial Assistant archives financial documents according to UC records retention policies and assists in backup and disaster recovery planning for financial data. The position designs and maintains spreadsheets, databases, and internal administrative forms to streamline financial operations. Additionally, the Financial Assistant conducts the annual inventory of A.S. furniture and equipment, reports inventory data to the A.S. Accountant, and ensures compliance with UC's theft prevention and space inventory requirements. Works under the general supervision of the Associate Director for Budget and Finance and collaborates with unit managers and other A.S. staff to support fiscal integrity and compliance across all financial transactions.

• 20% Procurement and Financial Operations - Responsible for procurement-related activities for Associated Students (A.S.), including FlexCard transactions and requisition processing through UCSB's Procurement Gateway system. Ensures that all purchases are properly authorized, funding is verified, and transactions comply with A.S. and university policies. Reviews supporting documentation for accuracy and completeness, follows up on missing or incorrect materials, and provides timely customer service to resolve billing and invoicing issues. Supports the end-to-end procurement process by entering and monitoring purchase orders and contracts through Gateway, ensuring data accuracy and proper routing for approvals. Communicates with staff, vendors, and university departments to address procurement issues and provide updates on transaction status. Maintains audit-ready documentation by ensuring required backup materials are on file and accessible. Communicates with vendors regarding supplies, equipment, service agreements, and special orders. Serves as a departmental liaison with Purchasing, Business Services, Equipment Management, Central Stores, and external vendors. Serves as the primary requisitioner and receiver for A.S. departments and business units. Determines the appropriate procurement method-such as purchase order, vendor blanket, or FlexCard-and tracks orders to ensure timely delivery and processing. Maintains strong working relationships with vendors and staff and advises on commonly purchased items, sustainable procurement options, and policy compliance. Tracks vendor blanket funding in collaboration with the Operations Procurement Unit. Reviews associated invoices and maintains a database of active vendor blankets, including available balances and funding status. Supports the Cashiers and Ticket Office Manager with daily cash-handling operations. Prepares daily bank deposits for A.S. receipts, audits register activity, reconciles sales summaries, and prepares and tracks change funds for A.S. retail locations, including the A.S. Bike Shop. Maintains internal controls and compliance with UC Policy on Campus Cashiering (Policy #7318), ensuring accurate records and secure handling of all funds. Supports financial operations for A.S. entities such as the A.S. Program Board, Bike Shop, KCSB Radio, IV Arts, and Recycling and Composting. Tracks and manages income from multiple revenue streams, including student fees, sales, membership and service fees, credit card transactions, ticket sales, and external donations. Reconciles credit card activity, verifies deposit accuracy, and ensures compliance with university policies related to income processing and reporting. Serves as a resource for financial tracking by maintaining cost centers and accounting structures used across A.S. operations. Establishes and monitors accounts, identifies and corrects errors, and recommends improvements to internal systems. Ensures all transactions are documented and recorded in accordance with audit and internal review requirements. Supports the A.S. Finance Office and departmental leadership in maintaining accuracy, compliance, and integrity in financial operations.

• 10% Administrative Support - Provides analytical and administrative support to senior management and other staff on special projects as assigned. Maintains a high level of confidentiality and demonstrates sound judgment, logic, tact, and diplomacy when applying current University and departmental policies and procedures. Assists in overseeing the Financial Operations student staff, including training on the fund accounting system, reviewing their work for accuracy, and correcting errors as needed. Performs data entry in the absence of student staff to ensure continuity of operations. Tracks account balances and generates billing for various A.S. departments, boards, and committees. Develops, maintains, and regularly updates the A.S. Accounting Procedures Manual to ensure alignment with current practices and compliance standards. Special projects and performs other duties as assigned.

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs.
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 University of California Policy on Vaccinations - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*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 Employment Opportunity:

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

Reasonable Accommodations:

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Privacy Notification Statement

Privacy Notification Statement and Notice of Availability of the UCSB Annual Security and Fire Safety Report Disclosures

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'.