Senior Accounts Payable Coordinator

BLANK AST 3 (004722)

UCPath Position ID: MI-DPT317000-JC004722-PD168310

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

601245

Approved Date:

5/8/2024 7:24:09 PM

Date Last Edited:

5/8/2024 7:24:04 PM

Last Action Effective Date:

3/1/2018

Organization Details

Business Unit (Location):

LACMP

Organization Code:

5000O

Organization:

ADMINISTRATIVE VICE CHANCELLOR         

Division Code:

5901D

Division:

ADMINISTRATION                         

Department:

317000 - ON CAMPUS HOUSING

Position Details

UCPath Position Number:

MI-DPT317000-JC004722-PD168310

Position Description ID

168310

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:

40178479

Reports to Payroll Title:

FINANCIAL SVC SUPV 1

UCPath Department Head Position Number:

40058377

Department Head Payroll Title:

FAC PROJECT MGR 2

CLOSE SUPERVISION - Indicates that the incumbent is assigned duties according to specific procedures. Work is checked frequently, and in addition there may be formal training.

POSITION SUMMARY

Assist the Accounts Payable Manager in coordinating all aspects of the Housing Maintenance Accounts Payable Department. Execute and monitor accounting, purchasing, and payable tasks for all operating accounts managed by UCLA Housing Maintenance and all Housing Maintenance major maintenance accounts, as well as new accounts for all properties newly purchased or constructed using University and Administrative Service systems such as BruinBuy Plus, Maximo, Essbase and QDB. Resolve accounting errors and problems. Produce manifold accounts payable reports. Analyze in-house accounting systems and develop new applications using Access, Excel, QDB and Essbase. Work with the Accounts Payable Manager in planning and coordinating the accounting office workflow. Coordinate special projects as directed by Housing Maintenance Director. Assist in the ordering process of equipment and supplies.

Accounting Functions

A-1. Responsible for the processing of invoices for Housing Maintenance building accounts; also, process Utility bills (Master billing only). Identify expenditures and assign appropriate FAU for processing ensuring approval by Housing Maintenance Management. (E)  A-2. Monitor and analyze the Job Order Contracts (JOC) daily for Housing Maintenance operation accounts to ensure compliance with the Job Order Contract process (JOC). Monitor expenditures and consult with the Accounts Payable Manager when discrepancies arise. Work with contractors to ensure invoice submittal is in compliance with JOC process and confirming with Accounts Payable Manager. Responsible for the controlling and releasing of lien for Stop Notices. Review and analyze contract service expenditures after confirming that the numerical/procedural accuracy and description of work performed are within the scope of the authorized JOC. (E)  A-3. Responsible for monthly reconciliation of Housing Maintenance building operating accounts. (E)  A-4. Analyze and correct ledger errors by completing all necessary accounting documents to transfer expenses to the appropriate account. (E)  A-5. Responsible for reviewing Housing Maintenance building operating accounts data entry adjustments and outstanding expenditures which are converted into an in-house Excel spreadsheet to generate the monthly accrual reports. (E)  A-6. Assist the Accounts Payable Manager in analyzing the line items of the Housing Maintenance monthly operating statements to ensure correct usage of object codes and subs. (E)  A-7. Provide data for the Accounts Payable Manager in producing monthly variance reports of expenditures for Housing Maintenance. Collection of data for the variance reports requires reviewing and analyzing the general ledgers, accruals and operating budget. (E)  A-8. Maintain compliance with Internal Audit guidelines and procedures. Facilitate coordination of internal audits by providing general assistance to auditors including, but not limited to, record retrieval and photocopying. (E)  A-9. Troubleshoot problems with vendors regarding inquiries over billing discrepancies, delays in payment and other related issues. (E)  A-10. Prepare fiscal closing accrual reports to include current expenditures and projections to year end by reviewing data from the general ledger and consulting with the Housing Maintenance Accounts Payable Manager. (E)  A-11. Responsible for preliminary review and/or preparation of various financial transactions such as non-payroll expenditures adjustments and recharge documents for accuracy, obtaining proper authorization signatures and processing accordingly. (E)  A-12. Process various forms such as check requests, travel vouchers, petty cash reconciliation and reimbursements, staff and tenant reimbursements, FRS, Tars, RDAs, publications requests, etc. (M)  A-13. Assist in the training of new and part-time Accounts Payable staff. (M)  A-14. Act as liaison between Housing Maintenance Administrative Services and Campus Central Accounting office to ensure accounting procedures is proper and current. In addition, stay up to date on PAC system by attending classes, meetings and communicating with the Office of Financial Training. (E)  A-15. Define and analyze the accounting tasks with the Accounts Payable Manager for all accounts by researching and determining which manual applications can be converted to automated systems. (M)  A-16. Develop and maintain an organized and efficient filing system. (E)

60%

Special Project Management

B-1. Review and monitor Major Maintenance expenditures for Housing Maintenance to ensure that Financial Services policies and guidelines are met. The annual Major Maintenance budget is approximately $17.4 million. (E)  B-2. Prepare Major Maintenance purchase orders and assist in the preparation of contracts. Identify expenditures and assign appropriate project numbers for processing. Create and maintain accurate control systems of the expenditures by project. Provide feedback to the Assistant Directors when funds are near depletion. Maintain an accurate filing system. (E)  B-3. Reconcile monthly Major Maintenance. Prepare Major Maintenance Status and Summary Reports for presentation at the monthly Housing Maintenance Management meeting. Prioritize and monitor funds. Update Major Maintenance budget and reports as a result of meeting discussions. (E)  B-4. Provide analytical support to the Accounts Payable Manager in preparation of the $37.5 million annual and semi-annual budgets for all properties managed by Housing Maintenance. (E)  B-5. Other duties as assigned by Housing Maintenance Accounts Payable Manager or Assistant Director. (E)

25%

Departmental Purchasing Responsibility

C-1. Prepare and process necessary on-line purchase orders, requisitions, purchase order change requests, departmental repair authorizations and low value order releases, ensuring department remains consistent with Campus and Material Management policies and procedures. (E)  C-2. Preparation of all blanket purchase orders requests and monitor expenditures made against them. Consult with Assistant Directors when amounts near depletion. (E)  C-3. Conduct an on-going comparison of expenditures to Blanket Purchase Order dollar limits. Review the open commitment ledger to ensure that unexpended encumbrances are released. Submit Purchase Order Change Requests to the Purchasing Department when projected dollar amount differs from actual expenditure. (E)  C-4. Monitor Purchase Order encumbrances by periodically closing out or increasing dollar limits. Prepare necessary memos or forms for the Purchasing Department and ensure necessary adjustments are followed through. (E)  C-5. Process and monitor the purchase of furniture, fixtures and office equipment for the department. (E)  C-6. In coordination with Housing Maintenance Assistant Directors and Managers, prepare specifications, obtain bids and recommend contract service suppliers. Assist Purchasing and Capital Programs in the process of bidding documents. (E)

15%

•

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

Required

Bachelor's Degree

Preferred

3-5 years

Prior accounts payable experience using accounting principles, material management and procedures, and automated accounts payable systems. Ability to process forms to accomplish various transactions

Required

Demonstrated ability to analyze and interpret financial data sufficient to reconcile ledgers and generate financial reports. Ability to process forms to accomplish various transactions (e.g., POs, financial journals, fund transfers, non-payroll expenditure adjustments, etc.).

Required

Ability to prioritize tasks and coordinate workflow to comply with deadlines with a heavy workload. Analytical skills to anticipate potential problems or sensitive situations recognize relevant factors and present viable alternatives or solutions.

Required

Ability to work independently and follow through on assignments with minimal direction.

Required

Writing skills sufficient to compose clear, concise and grammatically correct business correspondence, analysis and financial reports.

Required

Demonstrated knowledge of the process of accruing expenses and ability to monitor expense against blanket purchase orders consistent with established policies. Skill in performing basic bookkeeping transactions.

Required

Proficient in Excel, Access, and Word and ability to operate a 10-Key calculator by touch.

Required

Ability to use BruinBuy, Essbase, Maximo, UCLA Internet Websites, and QDB.

Preferred

Skill in organizing material and information in a systematic way to optimize efficiency and minimize duplication of efforts with the use of computer technology. Adept in creating customized computer tracking reports, databases, and performing analysis using Microsoft Access and Excel.

Required

Excellent interpersonal skills to establish and maintain effective relationships with other staff, contractors, and suppliers. Ability to interact diplomatically with University personnel at various department levels and with accounting staff. Ability to work harmoniously and cooperatively as a team player.

Required

Demonstrated ability to read, write, and speak English. Ability to follow written and oral instructions and/or directions.

Required

Ability to maintain good attendance. Ability to arrive to work reliably and on time.

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.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Housing & Hospitality

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

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

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.