AP/AR Assistant (4722C)About Berkeley
At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.
The University of California, Berkeley, is one of the world's leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.
We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles, our Principles of Community, and our Strategic Plan.
Application Review Date
The First Review Date for this job is: January 31, 2020
Departmental Overview
STUDENT AFFAIRS OVERVIEW:
The Division of Student Affairs at UC Berkeley is the gateway to all aspects of the student experience. From recruiting and enrolling? to feeding and housing? to leadership and development opportunities we put Berkeley's students first. We pride ourselves on our culture of care and the services we provide to students throughout their university journey. Our commitment to access, service, and engagement is helping to shape the lives of tomorrow's leaders. To learn more about the culture of UC Berkeley Student Affairs, please visit http://sa.berkeley.edu/gobig/staff
For more information about the Division, please visit http://sa.berkeley.edu/wearestudentaffairs
BUSINESS OPERATIONS DEPARTMENTAL OVERVIEW:
Our mission is We Serve those that Serve Students and we embody this mission by providing
administrative services that benefit our clients so they can spend their time in direct service to
students. We provide an extensive array of services including procurement, cashiering, accounts payable/receivable, event and travel management, facility services, safety, workstation ergonomics, imaging and mail services, project management and workforce planning for more than 3,300 employees. For more information about Business Operations, please visit http://sa.berkeley.edu/busops
We are looking for a dynamic team member who embodies our aspirational culture to join a great workplace where staff trust the people they work with, take pride in what they do, and feel a sense of community in support of the student experience.
Responsibilities
Accounts Receivables (Cashiering):
- Accountable and responsible for knowing, disclosing and adhering to Campus Cashiering Policy (BUS 49), FERPA (Federal Family Education Right and Privacy Act), Campus Petty Cash Disbursements C-173-61 and RSSP Cashiering Policy and Procedures.
- Ensure information is correctly disseminated to customers in all forms of communication (in-person, fax and email).
- Generate credit and/or debits for the Division through phases such as cancellation, adjustments, refunds and transfers. Utilizing Universe, CSGold, Cal Student Central, Campus Solutions, Cybersource, WPPS, Stripe, BFS (Business Financial Services), KinetcX, StarRez, Student Affairs AR Solution, Check Tracking System (FAO) and CashPro.
- Responsible for processing refunds for Cal Rentals, Summer Sessions, Application Fee, UVA (University Village Apartments) Recreation, Summer Visitor's Housing, Non-residence Meal Plans, Conference Service Accounts, Career Fair, Security Deposits and Cal 1 Card Debit utilizing multiple applications.
- Research and resolve complicated issues or problems, such as misapplied /incorrect billing and/or receivables.
- Create refunds for all RSSP internal and external customers; residence, conference services, UVA recreation, boarders, etc. and administer stop payment if necessary with Disbursements.
- Manage unclaimed refunds for family, faculty and single student housing to ensure all attempts are made to reimburse clients
- Void Universe and credit card transactions.
- Prepare CDS (Campus Depositing System) for daily office deposit using various departmental income and revenue chart-strings.
- Reconcile CDS transactions to General Ledgers to ensure deposits are posted to correct Chart-strings.
- Coordinate with Marketing and Information Technology to ensure cashier related information disseminated to customers is correct.
- Coordinate with RHA (Resident Hall Assembly) and Residential Director with Office of Student Development and when necessary, Budget; Manage Hall Association payment.
- Research and analyze data to determine appropriate amounts to distribute to 7 hall accounts utilizing reports generated from BAIRS, Universe and BFS.
- Coordinate returned checks from Bank of America with supervisor through verification processes.
- Prepare and review CDS (Campus Deposit System) for daily office deposits using various departmental income and revenue chart-strings.
- Reconcile CDS transactions to General Ledgers to ensure deposits are posted to correct Chart-strings.
- Ensure proper logging and processing of donor payments to the Financial Aid & Scholarships Office to the Check Tracking System (CTS).
- Independently identify and resolve payment issues and problems by performing complex research that can often span across multiple systems
- Serves as back-up to Billing and Collections specialist to perform collections duties for the Division as it relates to all non-student activities, ensuring aging balances are taken care of.
- Verify, receive, and issue receipts for deposits from Sproul Hall campus clients and serve as primary point of contact for Loomis pickup.
Accounts Payable:
- Works with all Procurement card holders in the Division to reconcile, approve and educate card holders on procurement card polices to ensure compliance with the following policies as related to Business & Finance Bulletin 43, 79, 50 29 and 2.
- Ensure that financial processing functions to pay vendors are performed with accuracy and that daily invoice processing runs smoothly.
- Reconcile Fleet, IS&T and other internal payables to ensure compliance to policy is adhered to and proper charges to the department are accurate.
- Work directly with campus partners (Campus Shared Services and Disbursements) to ensure timely payment to vendors so early payment discounts can be obtained for the Division.
- Work through complex reconciliations between as many as 4 systems while maintaining a positive relationship with vendors, business partners and clients while communicating with them to troubleshoot issues with either payment for goods/services, goods not delivered as described, services not delivered per contract agreements or departmental policy violations.
- Assist with complex and/or escalated department issues generally related to unintentional policy violations that require additional paperwork and weakened relationships with vendors for past due payments.
- Audit, research and process invoices for the Division of Student Affairs.
- Ensuring adequate and correct information is obtained from clients and vendors to process invoices.
- Process all Non Travel & Entertainment requests for the Division.
Super User:
- As Super User, oversee new and current internal systems
- Analyze processing procedures to ensure cashiers functions are in compliance to campus policies and procedures.
- Updating manuals to always reflect most current process
- Communicate and provide feedback to Supervisor on the status of workload and ability to meet deadlines.
- Act as Liaison between the committee(s), task force and cash unit at meetings.
- Act as the go to person for cash unit for problems and to provide recommendations for changes to cashier functionality.
- Responsible and accountable for reconciling cash can of $400 for each employee or student employee that worked the window.
- Reporting discrepancies to the Cashiers Supervisor.
- Reconcile CDS transactions to General Ledgers to ensure deposits are posted to correct Chart-strings.
- In the absence of the Supervisor, void cash and/or credit card transactions.
Managing Student Staff:
- Hiring process; list position, interview and hire.
- Train students on day-to-day transactional operations that need to be completed daily.
- Assign daily tasks from ticketing system and ensure coverage is maintained at all times for the front desk.
- Monitor Performance of Student Team to ensure deadlines are met.
- Ensure coverage is maintained at all times for customer service area.
- Create Student Schedules that ensure needed coverage.
Professional Development:
- Keep up to date with changes in Administrative and cashiering services.
- Participate in workshops, trainings and programs that update and hone employee's skills.
IIPP Statement:
- Works in safe and responsible manner while not putting self or others at risk. This includes complying with applicable policies and regulations, using personal safety gear, observing warning signs, learning about potential hazards, and reporting unsafe conditions.
Required Qualifications
- Proactively identify, resolve and/or educate clients through effective communication
- Intermediate Accounting and Computer Skills
- Strong analytical and problem-solving skills sufficient to resolve and reconcile complex billing and payments activity
- Ability to deal with and respond to challenging customer interactions.
- Ability to work with diverse clientele at all levels of an organization
- Strong communication and interpersonal skills to effectively respond to customers
- Solid interpersonal skills, both verbally and written that demonstrates critical thinking, active listening, persuasiveness, advising and counseling skills to communicate effectively with all levels of staff.
- Knowledge and ability to execute cash-handling practices and control.
- Ability to independently exercise appropriate judgement in exceptional circumstances, and address priorities that constantly change
- Ability to provide leadership in manager's absence
- Experience with MS Suite, data entry, reports and statistical data
- Must be well-organized, detail-oriented and dedicated to completing work timely especially with frequent interruptions
- Experienced project management skills, including the ability to independently research; review and assess a range of variables to define key issues; evaluate reasonable alternatives, and make logical recommendations and decisions.
- Ability to prioritize workload and meet deadlines
- Experience analyzing information and synthesize large amounts of data with strong attention to detail.
- Possess skills necessary to establish excellent working relationship with students, staff and co-workers.
Preferred Qualifications
- Courses and or training in basic accounting preferred.
Salary & Benefits
This position is a non-exempt, bi-weekly paid position. Hourly pay for this role is commensurate with experience within the range of $24.17 - $25.88, Steps 1.0 - 4.0.
For information on the comprehensive benefits package offered by the University visit:
http://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html
How to Apply
Please submit your cover letter and resume as a single attachment when applying.
Other Information
This is a full-time (40-hours per week), career position.
This position is governed by the terms and conditions in the agreement for the Clerical & Allied Services Unit (CX) between the University of California and Teamsters Local 2010. The current bargaining agreement manual can be found at: http://ucnet.universityofcalifornia.edu/labor/bargaining-units/cx/index.html
Conviction History Background
This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.
Equal Employment Opportunity
The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status. For more information about your rights as an applicant see: http://www.eeoc.gov/employers/upload/poster_screen_reader_optimized.pdf
For the complete University of California nondiscrimination and affirmative action policy see:
http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct
To apply, visit https://careerspub.universityofcalifornia.edu/psp/ucb/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=21&JobOpeningId=4995&PostingSeq=1
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