Administrative Officer 2 CX

ADMIN OFCR 2 CX (004263)

UCPath Position ID: MI-DPT317000-JA004263-PD231872

Position Description History/Status

Approved Date:

11/6/2024 3:56:18 PM

Date Last Edited:

11/6/2024 3:56:14 PM

Last Action Effective Date:

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-JA004263-PD231872

Position Description ID

231872

UC Payroll Title:

ADMIN OFCR 2 CX (004263)

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:

40058341

Reports to Payroll Title:

ADMIN OFCR 4

UCPath Department Head Position Number:

40058377

Department Head Payroll Title:

FAC PROJECT MGR 2

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

POSITION SUMMARY

Reporting directly to the Assistant Director of Housing Maintenance Administration, the position will provide administrative support for Housing Maintenance and Project Management. Incumbent is responsible for providing support to properties managed by UCLA Housing & Hospitality Services. The position will manage all aspects of Administrative services, establish and evaluate processes and reports related to Training, Accounts Payable, and Human Resource Management. The incumbent previews all open positions with the corresponding management team for job description accuracy; and works with management to create parameters for posting, interviewing, and candidate selection, and fingerprinting, medical review, offer letter and welcome letter issuance for each new hire for the department. The position is responsible for management and maintenance of a customized database of employee information for Housing Maintenance & Project Management; management and maintenance of employee information and time cards in timekeeping system, Kronos. The incumbent will manage the WorkSafe training database including data entry of all employee training throughout the year, ensure Housing Maintenance & Project Management follows all University policies and procedures, updating departmental procedures as necessary. The position will also 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, Maximo, Essbase and QDB. Complete special projects as assigned.

Incumbent independently sets work priorities and timelines based upon Administration and Housing Maintenance calendar and fiscal year requirements to reach established goals and objectives. 

At UCLA Housing & Hospitality Services (H&HS), you become part of UCLA's tradition of excellence by providing quality housing, dining, and hospitality services to student-residents, faculty, staff, and campus visitors. We believe there's more to a job than simply being employed. In addition to competitive salaries and comprehensive benefits and retirement plans, H&HS team members enjoy significant opportunities for professional and personal growth in a supportive work environment. No matter what your role, you will join more than 2,600+ H&HS team members who understand that our motto Hospitality First! means that a warm, gracious attitude makes a difference in the lives of the people we serve.

ADMINISTRATIVE

Prepare all required forms for new hire or terminating employees. Schedule all appropriate appointments for new hires (ie. Fingerprinting, physical, etc.). Notify appropriate hiring manager regarding status of fingerprinting results. Use university database (People Admin) to post positions, track requisitions, and close out postings. Creating guest user accounts for the hiring manager and assisting with the hiring practice to make sure we follow H&HS guidelines. Oversee, track and update all spreadsheets, database, etc., with employee information such as evaluations, promotions, attendance in training classes, change in account number, emergency contact change, and other relevant data. Coordinate DMV Pull list for Housing Maintenance & Project Management with HR & Payroll Center North. Maintain files documenting all changes and reconcile the list quarterly. Oversee employee contact information updates in UC Parth. Maintain work environment consistent with the handling of confidential departmental and employee information. Generate monthly reports for managers meeting (ie. Staff turnover report, evaluation report, OT report, training report, etc.). Prepare monthly hire/termination report for distribution to Housing Maintenance. Process and/or review all payroll edits to ensure payroll is submitted timely. Submit job posting requests, collaborating with HRPCN and CHR.

25%

ORGANIZATIONAL MANAGEMENT

Monitor, update and ensure that job cards for all positions are reviewed and updated annually as well as submitting all employee evaluations. Maintain calendar of employee orientation and onboarding appointments to ensure employee's attendance. Annually review, edit, and update payroll/personnel procedures, guidelines, manual and all forms to ensure they are updated and in compliance with current personnel policies. Ensure time cards are reviewed, updated and approved by staff in Kronos. Respond to staff's personnel inquiries and maintain confidentiality. Analyze job duties to prepare job descriptions and reclassifications as requested. Produce corresponding justifications and all supporting documents for Management's review. Oversee management of attendance records for a department consisting of approximately 260 positions. Prepare and monitor department side documentation for Triage Now, Workers Comp, TRTW. Work with Housing Maintenance & Project Management team to keep compliant with HR policies and procedures. Reconcile monthly payroll ledgers against Kronos payroll reports and Kronos Correction Slips and communicate any discrepancies to the Assistant Director for budgetary follow up. Review payroll Correction Slips for accuracy and forward to Housing Administration Payroll/Personnel for processing.

20%

ACCOUNTING & PURCHASING

Process invoices for Housing Maintenance building accounts and utility bills. Identify expenditures and assign appropriate FAU for processing ensuring approval by Housing Maintenance Management. Responsible for monthly reconciliation of Housing Maintenance direct and indirect operating accounts, and Facilities charges (i.e. elevator, fire alarm testing, FSR tags, etc.) against expense general ledgers. Analyze and correct ledger errors by completing all necessary accounting documents to transfer expenses to the appropriate account. 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. 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. 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. Prepare all blanket purchase orders requests and monitor expenditures made against them. Consult with management when amounts near depletion. . Assists the Account Payable Manager with the auditing and approving all purchase orders for Housing Maintenance. Responsible for the tracking and logging of all elevator charges of all housing buildings. Generate monthly report for Senior Director. Responsible for processing all department recharges (i.e. Boulevard-Retail, Santa Monica, UV-Childcare, etc.)

45%

TRAINING/ADMINISTRATION

Responsible for coordinating training of Housing Maintenance management and staff to ensure that they are knowledgeable in proper utilization of the (i.e. UCPath, Bruin Buy, Maximo Mobile, Safety, etc.) As well as report any manager/employee who ignores such training. Assists the Assistant Director of Housing Maintenance Administration with researching new technology to constantly improve operations. Assists Assistant Director of Housing Maintenance Administration to establish and implement internal policies for control and audit as necessary. Foster an environment that promotes and maintains productive and positive working relationships with open channels of communication with all Housing Maintenance & Project Management staff and managers. Maintain active communication with various University offices, resident customers, student advisory committees, and the conference office in order to understand customer needs and expectations. Survey Housing Maintenance & Project Management leadership on a routine basis to understand evolving needs from training, or Human Resources. Adjust internal programs to accommodate needs. Other duties as assigned by Assistant Director of Housing Maintenance Administration.

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

Bachelor's Degree

Bachelor's degree in related areas and / or equivalent experience / training

Required

Or

2-4 years

Experience in HR/personnel, accounting and/or administration in a department of a hundred or more employees.

Required

California Driver's License

Current

Ability to understand and interpret Payroll and Personnel policies, procedures manual, and labor contracts and internal guidelines. Familiarity with Union contracts for Teamsters Skilled Trades, Teamsters Cue, and AFSCME, with regard to labor rules governing those unions and how they interrelate with UC policy.

Required

Skills to organize information, people, finances and other resources to develop effective programs and bring to closure a variety of project simultaneously while optimizing efficiency and minimizing duplication of effort.

Required

Demonstrated skills in accounting principles, material management and procedures and experience with automated accounts payable systems. Ability to process forms to accomplish various transactions (e.g., POs, financial journals, fund transfers, non-payroll expenditure adjustments, etc.). Demonstrated knowledge of the process of accruing expenses and ability to monitor expense against blanket purchase orders consistent with established policies.

Required

Working knowledge of Excel, Word, Adobe Acrobat, Kronos and PowerPoint, Access, WorkSafe, BruinBuy, Essbase, Maximo, UCLA Internet Websites, and QDB or equivalent software packages.

Preferred

Demonstrated skill and knowledge in data collection/ verification to ensure the accuracy of the reports generated from the system.

Required

Ability to handle confidential matters with tact and diplomacy. Working knowledge of management principles, trends, and practices as applicable to staff supervision and motivation.

Required

Ability to establish and maintain cooperative working relationships with staff, coworkers, and other university personnel and interact diplomatically with a diversified public.

Required

Skill in analyzing operating procedures and recommending necessary changes consistent with accepted practices.

Required

Ability to set goals and priorities which accurately reflect the relative importance of job responsibilities when faced with fluctuating workloads, deadlines and competing requirements. Ability to work independently and prioritize assignments when faced with fluctuating workload and following through on assignments under pressure with minimal direction. Ability adjust working hours, and if necessary work overtime to meet the needs of the Office and deadlines.

Required

Skill in working as a team member, collaborating with colleagues to accomplish the specific and overall goal of the division.

Required

Skill in analyzing information, problems, situations, practices or procedures to formulate logical and objective conclusions when problems encountered are complex, unusual, and non-routine. Demonstrated ability to read, write, and comprehend English sufficient to understand and interpret guidelines, documents, and pertinent policies and procedures.

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

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

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 2: Position in which required tasks normally do not involve exposure to blood, body fluids or tissues, but may require performing unplanned Classification 1 tasks. In these jobs the normal work performance involves no exposure to blood, body fluids, or tissues. However, exposure or potential exposure may be required as a condition of employment.