Business Assistant

BLANK AST 3 (004722)

UCPath Position ID: 40094249

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

500416

Approved Date:

7/31/2026 1:16:33 PM

Date Last Edited:

7/31/2026 1:16:30 PM

Last Action Effective Date:

3/5/2024

Organization Details

Business Unit (Location):

LACMP

Organization Code:

5000O

Organization:

ADMINISTRATIVE VICE CHANCELLOR         

Division Code:

5405D

Division:

POLICE DEPARTMENT                      

Department:

336500 - POLICE DEPARTMENT

Position Details

UCPath Position Number:

40094249

Position Description ID

164603

UC Payroll Title:

BLANK AST 3 (004722)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

CX: Clerical & Allied Services

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40050150

Reports to Payroll Title:

FINANCIAL ANL SUPV 1

UCPath Department Head Position Number:

40958550

Department Head Payroll Title:

POLICE Chief MGR 4

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

POSITION SUMMARY

Under the supervision of the Business and Finance Manager, the business assistant completes business transactions related to the day-to-day operation of the Police Department and provides clerical support.  Major duties include financial transactions, research and analysis, coordination of assigned projects, compiling and editing documents, developing and implementing standardized systems of filing and recordkeeping, and general office management. Minor duties include oversight of business maintenance and station infrastructure.

Financial Operations and Procurement

Serves as the department's primary processor for BruinBuy Plus procurement activities, completing the majority of purchase requests, purchase orders, receipts, change orders, and invoice processing in accordance with University procurement policies and procedures.

Reviews, researches, and processes complex invoices requiring detailed analysis, multiple funding sources, exception handling, and coordination with vendors, campus departments, and Procurement Services to ensure timely and accurate payment.

Initiates and processes purchase requests for departmental goods and services, ensuring appropriate approvals, supporting documentation, funding verification, and policy compliance.

Processes employee Concur travel and business expense reimbursements, reviews documentation for policy compliance, resolves reimbursement issues, and ensures timely reimbursement processing.

Coordinates and processes mutual aid billing for services provided to outside agencies, prepares invoices, maintains supporting documentation, tracks outstanding payments, and reconciles accounts to ensure timely cost recovery.

Monitors procurement transactions from initiation through payment, researches discrepancies, resolves invoice and payment issues, and coordinates with Accounts Payable, Procurement, vendors, and departmental personnel to ensure accurate financial processing.

Reconciles procurement records, verifies expenditures against departmental funding sources, maintains accurate financial documentation, and prepares reports as requested by management.

Assists department staff with procurement procedures, purchasing requirements, reimbursement processes, and University financial policies by providing guidance and resolving routine questions.

Maintains organized procurement and financial records in accordance with University record retention requirements and departmental procedures.

Performs other financial and procurement-related duties as assigned.

55%

Facilities and Infrastructure Coordination

Serves as the department's primary point of contact for building maintenance, facility operations, and station infrastructure projects.

Coordinates maintenance requests, facility repairs, renovations, and infrastructure improvement projects with Facilities Management, Capital Programs, Telecommunications, Fleet Services, vendors, and contractors.

Monitors project schedules, communicates status updates to department leadership, coordinates access to facilities, and follows projects through completion to ensure operational continuity.

Initiates, tracks, and manages Facilities Service Requests (FSRs), Telephone Service Requests (TSRs), and other campus service requests to ensure timely completion and appropriate follow-up.

Coordinates furniture, office equipment, building access, space modifications, and other facility-related needs in support of departmental operations.

Maintains records related to facility maintenance, infrastructure improvements, equipment installations, warranties, and service agreements.

Serves as liaison between the department and campus service providers regarding maintenance issues, utility interruptions, construction activities, and facility-related operational concerns.

Assists with planning and coordinating facility improvements to minimize disruption to department operations.

Performs other facilities and infrastructure coordination duties as assigned.

25%

Administrative Support and Business Operations

Provides administrative support to department management by preparing correspondence, reports, spreadsheets, presentations, and other business documents.

Coordinates meetings, schedules conference rooms, prepares meeting materials, and maintains records of departmental activities as assigned.

Maintains departmental files, records, and electronic documents in accordance with University policies and departmental procedures.

Responds to inquiries from department personnel, campus departments, vendors, and external agencies regarding business operations and administrative processes.

Assists with special projects, data collection, research, and preparation of reports supporting departmental business operations.

Develops and maintains standard operating procedures, templates, and reference materials to improve workflow efficiency and consistency.

Provides backup administrative support for other business office functions as operational needs require.

Performs other administrative duties as assigned.

15%

Personnel and Business Office Support

Assists with personnel and payroll administrative activities, including maintaining records, preparing documentation, and supporting onboarding and offboarding activities.

Assists in maintaining personnel files and ensuring business office records remain accurate, complete, and current.

Provides support for department audits, financial reviews, and compliance activities by assembling requested documentation and responding to information requests.

Performs other business office support duties as assigned.

5%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Working knowledge of UCLA procurement, accounting, and financial policies and procedures, including BruinBuy Plus, Concur, and related financial systems.

Preferred

Demonstrated ability to process complex financial transactions, research discrepancies, reconcile accounts, and resolve procurement and payment issues with accuracy and attention to detail.

Required

Knowledge of purchasing, accounts payable, reimbursement, and invoice processing principles, including interpretation and application of University policies and procedures.

Required

Ability to coordinate multiple projects simultaneously, establish priorities, meet deadlines, and adapt to changing operational needs with minimal supervision.

Required

Skill in analyzing information, identifying problems, evaluating alternatives, and exercising sound judgment to develop appropriate solutions.

Required

Ability to coordinate facilities maintenance, infrastructure projects, and service requests while collaborating with multiple campus departments, contractors, and external vendors.

Required

Demonstrated organizational skills with the ability to maintain accurate financial records, documentation, and tracking systems while ensuring compliance with record retention requirements.

Required

Strong interpersonal and customer service skills to establish and maintain effective working relationships with department personnel, campus partners, vendors, and outside agencies.

Required

Excellent written and verbal communication skills sufficient to prepare business correspondence, reports, and procedural documentation and to communicate policies and procedures clearly.

Required

Advanced proficiency using Microsoft Office applications, including Excel, Word, Outlook, and other business software to prepare reports, analyze data, and manage information.

Required

Ability to maintain confidentiality and exercise discretion when handling sensitive financial, personnel, and operational information.

Required

Ability to work independently while exercising initiative, sound judgment, and accountability in managing assigned responsibilities and business operations.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

Driving Record: The position is subject to the California DMV "Pull Notice System" and continued employment is contingent upon proof of a satisfactory driving record.

CANRA: The position is designated as a mandatory reporter under CANRA. The employee must sign the "Statement Acknowledging Requirement to Report Child Abuse".

Clery Act: The position is a designated CSA (Campus Security Authority) under Clery Act requirements.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Police Department

Standing/Walking

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.