Accounts Payable Coordinator

BLANK AST 3 (004722)

UCPath Position ID: MI-DPT319200-JC004722-PD168514

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1115565

Approved Date:

12/4/2024 10:34:59 AM

Date Last Edited:

12/4/2024 10:34:55 AM

Last Action Effective Date:

11/30/2017

Organization Details

Business Unit (Location):

LACMP

Organization Code:

5000O

Organization:

ADMINISTRATIVE VICE CHANCELLOR

Division Code:

5901D

Division:

ADMINISTRATION

Department:

319200 - LUSKIN CONFERENCE CENTER

Position Details

UCPath Position Number:

MI-DPT319200-JC004722-PD168514

Position Description ID

168514

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:

40069488

Reports to Payroll Title:

ACCOUNTING SUPV 1

UCPath Department Head Position Number:

40040346

Department Head Payroll Title:

ADMIN MGR 2

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

The Accounts Payable Coordinator assists the Senior Accounting Manager in coordinating all aspects of the Luskin Accounts Payable Department. The incumbent executes and monitors accounting, purchasing, and payable tasks for the Luskin Conference Center operating accounts using University and Administrative Service systems such as BruinBuy, Maximo, Food Inventory System, Essbase, and QDB. The Accounts Payable Coordinator also performs cashiering duties when needed.

The Luskin Conference Center (LCC) is a 300,000-square-foot, 7-story property on the UCLA campus. The LCC is comprised of 254 guest rooms, approximately 25,000 square feet of meeting space, a 160-seat restaurant, a fitness center, and a business center. The LCC is an academic meeting and conference destination supporting UCLA's education and research mission.

The Luskin Conference Center is a no-tipping environment.

Financial & Data Management

 • Process invoices for the Luskin Conference Center. Identify expenditures and assign appropriate FAU and cost centers for processing ensuring approval by Luskin Management

 • Monitor and analyze the Construction Work Order Contracts (CWOC) daily for the Luskin operation accounts and Major Maintenance Account to ensure compliance with the Contractor Work Order Agreement (CWOA). Monitor expenditures against each CWOC and consult with the Accounting Manager when CWOC amounts are nearing depletion or expiration. Update WEB-based JOC system

 • Reconcile Luskin Center operating accounts monthly and update the ACCESS A/P system with general ledger monthly transactions

 • Analyze and correct ledger errors by completing all necessary accounting documents to transfer expenses to the appropriate account or cost centers

 • Review the Luskin Conference Center 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 Senior Accounting Manager in analyzing the line items of the Luskin Center monthly operating statement to ensure the correct usage of object codes, subs, and cost center numbers

 • Provide data to the Senior Accounting Manager to produce monthly variance reports of expenditures for the Luskin Center. Collection of data for the variance reports requires reviewing and analyzing the general ledgers, accruals, and operating budget

 • 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

 • Troubleshoot problems with vendors regarding inquiries over billing discrepancies, delays in payment, and other related issues. Track and reconcile H&I department report

 • 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 Accounting Manager

 • Conduct the preliminary review and preparation of various financial transactions such as non-payroll expenditures adjustments documents for accuracy, obtaining proper authorization signatures, and processing accordingly

 • Process various forms such as check requests, travel vouchers, petty cash reconciliation, reimbursements, and On-Campus Departments' Service Requests, including FSRs, Telecom, and parking requests

 • Assist in the training of new and part-time LCC Accounting staff

 • Act as liaison between the Luskin Accounting department and Campus Central Accounting office to ensure proper and current accounting procedures. Additionally, stay up to date on the BruinBuy system by attending classes, and meetings, and communicating with the Office of Financial Training

 • Define and analyze the accounting tasks with the Senior Accounting Manager for all accounts by researching and determining which manual applications can be converted to automated systems

 • Develop and maintain an organized and efficient filing system

65%

Purchasing

 • Prepare and process online purchase orders, requisitions, purchase order change requests, departmental repair authorizations, and low-value order releases, ensuring the department remains consistent with Campus and Material Management policies and procedures

 • Prepare blanket purchase order requests and monitor expenditures made against them. Consult with operations managers when amounts near depletion

 • Conduct an ongoing 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 the projected dollar amount differs from the actual expenditure

 • Monitor Purchase Order encumbrances by periodically closing out or increasing dollar limits. Prepare necessary memos or forms for the Purchasing Department and ensure adjustments are followed through 

 • Process and monitor the purchase of furniture, fixtures, and office equipment for the department

 • Prepare monthly reports to ensure that blankets and agreements are being utilized correctly

 • Track and monitor all Purchases on the ACCESS database system

20%

Cashiering

 • Receive, verify, and post all payments from customers at the LCC

 • Research and respond to returned items

 • Responsible for the ordering of coin and currency as required to ensure that adequate levels are maintained to accommodate daily operational requirements

 • Research all payment inquires

10%

Major Maintenance

 • Establish an effective working relationship with LCC team members, H&H colleagues, and campus partners responsible for purchasing and accounts payable issues

 • Review and monitor Major Maintenance expenditures for the Luskin Conference Center and prepare Major Maintenance requisitions for Luskin managers. Responsible for adhering to guidelines as established by the Housing Business Office

 • Update Luskin managers on the Major Maintenance budget and expenditures

 • Provide analytical support to the Senior Accounting Manager in preparation of the annual and semi-annual budgets for the Luskin Center

 • Establish an effective working relationship with LCC team members, H&H colleagues, and campus partners responsible for purchasing and accounts payable issues

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

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, FRS, financial journals, fund transfers, non-payroll expenditure adjustments forms, etc.) 

Required

Demonstrated ability to analyze and interpret financial data sufficient to reconcile ledgers and generate financial reports 

Required

Highly developed interpersonal communication skills including political acumen, social perceptiveness, and the ability to engage with diverse populations in a respectful and culturally responsive manner 

Required

Ability to prioritize daily operational responsibilities and tasks on a tight schedule and with conflicting deadlines, while maintaining the ability to respond quickly and appropriately to unexpected situations and emergencies 

Required

Analytical skills to anticipate potential problems or sensitive situations, recognize relevant factors and present viable alternatives or solutions 

Required

Skill in writing grammatically correct business English, such as reports, memos, and other routine correspondence 

Required

Skill in performing basic bookkeeping transactions 

Required

Demonstrated knowledge of the process of accruing expenses and ability to monitor expenses against blanket purchase orders consistent with established policies 

Required

Proficient skills using standard business software (e.g. Microsoft Office Suite), property management software, hospitality sales software, business analytics tools (e.g. Essbase/SmartView), and accounting and finance systems

Required

Adept in creating customized computer tracking reports, and databases, and performing analysis using Microsoft Access and Excel. 

Required

Skills in operating a 10-Key calculator by touch 

Required

Skill organizing material and information in a systematic way to optimize efficiency and minimize duplication of efforts with the use of computer technology 

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.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Luskin Conference Center

•

General office equipment

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.