AP Coordinator

BLANK AST 3 (004722)

UCPath Position ID: 40096662

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

601669

Approved Date:

5/14/2024 1:42:21 PM

Date Last Edited:

5/14/2024 1:42:18 PM

Last Action Effective Date:

2/25/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1140O

Organization:

SCHOOL OF LAW                          

Division Code:

1141D

Division:

LAW DIV                                

Department:

025000 - LAW

Position Details

UCPath Position Number:

40096662

Position Description ID

164712

UC Payroll Title:

BLANK AST 3 (004722)

Business Title:

AP Coordinator

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:

40087803

Reports to Payroll Title:

FINANCIAL ANL 3

UCPath Department Head Position Number:

40040696

Department Head Payroll Title:

DEAN

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

POSITION SUMMARY

Under the general supervision of the Manager of Business and Finance, provide accounting, financial and administrative support. Responsible for accounts payable transactions including purchases and reimbursements for assigned departments using BruinBuy and Travel Express systems. Responsible for accounts receivables utilizing the ACS web deposit system. Produce regular and ad hoc financial reports using Excel and Access compiling data from CDW and OFSR for external and internal use. Manage assigned accounts by processing TOF's, MTF's and NPEAR's as needed. Provide back-up support of office coworkers as needed.

Accounts Receivable/Accounts Payable

1. Act as the primary contact for providing accounts payable support to assigned departments. Work in collaboration with UCLA Accounts Payable and UCLA Purchasing to coordinate departmental activities. (E)  2. Provide accounts payable, accounts receivable, and reimbursement support to Law School faculty and assigned departments. (E)  3. Advise assigned departments on what purchases are permissible under University policy, offer alternatives when department is seeking services that are beyond what University policy provides. (E)  4. Responsible for processing and completing department-generated purchases including invoices, ProCard purchases, purchase order requisitions, blanket requests and other related transactions using the BruinBuy system. (E)  5. Provide order and billing information to vendors. (E)  6. Troubleshoot billing problems or discrepancies as indicated by Accounts Payable personnel, reports such as the H&I report. Proactively create and implement procedures and solutions to ensure similar issues are avoided in the future. (E)  7. Compose and submit exceptions on behalf of Department Managers and Faculty for transactions that are beyond the parameters that University policy allows. (E)  8. Deposit cash & checks and process credit card transactions using the CASHNet system distinguishing income from reimbursements. Determine appropriate account to allocate incoming funding. (E)  9. Bill students using the BAR student billing system for charges such as lost keys, class materials, Yearbook purchases, etc. (E)  10. Process reimbursements, pre-payments and similar transactions through the Pre-Travel Authorization and Travel Express Systems. Interpret, apply and enforce travel & entertainment policies and procedures. (E)

50%

Financial Management

1. Review ledgers on a regular basis. Ensure funds are balanced and used in accordance with official and internal fund restrictions. (E)  2. Review expenditures on a regular basis and prepare NPEAR's (Non-payroll Expenditure Adjustment Request), and payroll expense adjustments, as needed to correct project codes, expense usage, balance overdrafts, etc. (E)  3. Generate regular reports utilizing CDW (Query Database) and OFSR (On-Line Financial Systems Reports) to provide department mangers status updates on all their funding sources. (E)  4. Work directly with Department Managers to track specific activities based on their annual projected budget and events planned. (E)  5. Review monthly metrics for measure of workload and for opportunities for improvement. (E) 

15%

Departmental Operations

1. Serve as a back-up preparer for accounting-related duties assigned to other staff members. (E)  2. Create and maintain external reference guides and internal instruction guides. (E)  3. Maintain documentation for historical and reference purposes for the appropriate time frame. (E)  4. Process facilities requests using the FSR system and follow-up with campus Facilities as necessary. (E)  5. Participate in department team development exercises and goal setting. (E)  6. Attend classes offered through the Campus Human Resources Staff Development program to remain up-to-date on policies & procedures and new or enhanced systems. (E)  7. Meet with managers on a regular and ongoing basis to educate and advise on policies and procedures. (E)  8. Determine the best course of action when planning events and other department activities. Offer solutions when department goals do not conform to policy. (E)  9. Assist with the content, maintenance and functionality of Accounting Office interactive website and workshops. (E) 

25%

Student Supervision

1. Manage recruitment process of new student employees by screening resumes, interviewing candidates, and making recommendations to the Manager of Business & Finance. (E)  2. Train new student employees on the University's financial policies and procedures, and departmental guidelines and protocols. (E)  3. Organize standard performance reviews and provide feedback on job performance. (E) 

10%

•

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

High School Diploma

or equivalent combination of education and experience.

Required

Experience operating a computer in a Windows environment, including MS Word, Excel and Outlook applications. As well as proficiency with internet navigation using Internet Explorer as a web

Required

Practical accounting experience to create financial statements, including income statements and balance sheets.

Required

Working knowledge of UCLA accounting and financial systems; including OFSR and Transfer of funds (TOF) strongly preferred.

Preferred

Working knowledge of various UCLA financial departments policies, procedures and reporting requirements.

Preferred

Working knowledge of the SQL environment for financial and other data assembly, manipulation, format and analysis using the CDW database.

Preferred

Ability to read, analyze and reconcile monthly ledgers (i.e. payroll, open commitments, expenditure overdrafts, detail general ledgers and recharge reports).

Required

Demonstrated mathematical and quantitative skills to calculate formulas and produce accurate financial reports and projections.

Required

Ability to work independently and collaboratively to anticipate needs in areas of responsibility.

Required

Demonstrated strong administrative and organizational skills.

Required

Ability to prioritize, handle numerous tasks simultaneously and adjust heavy workload to meet various deadlines.

Required

Excellent interpersonal skills to interact and communicate effectively with faculty, staff, students and other campus departments.  Ability to establish and maintain cooperative working relationships with other University offices and the public.

Required

Ability to design and maintain spreadsheets that analyzes various financial information

Required

Ability to supervise, train and coordinate the work of subordinates as necessary.

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.

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

Ability to maintain strict confidentiality of information related to financial and personnel matters.

Required

Demonstrated skill in training, organizing and establishing a harmonious and productive work environment.

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

385 Charles E. Young Dr. East. Los Angeles, CA 90095

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.