Financial Assistant

Position Number: 40077965

Payroll Title: Blank Assistant 3

Job Code: 004722

Job Open Date: 3/17/25

Application Review Begins: 4/1/25; open until filled

Department Code (Name): POLS (POLITICAL SCIENCE DEPT)

Percentage of Time: 100%

Union Code (Name): CX (Clerical)

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Pay Rate/Range: The budgeted hourly range that the University reasonably expects to pay for this position is $28.44 to $29.78/hour. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full hourly range for this position is $28.44 to $40.76/hour.

Work Location: Ellison 3831

Working Days and Hours: M-F, 8am-5pm

Benefits Eligibility: Full Benefits

Special Instructions: For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement:

For over half a century, the Department of Political Science at UC Santa Barbara has been home to top scholars engaged in cutting edge research. Housed in a world-class university widely known for its interdisciplinarity, the department is committed to rigorous quantitative and qualitative research, as well as to normative theory.

In addition to its commitment to research, the department prides itself on first-rate teaching at the undergraduate and graduate levels. Our research and teaching cover the traditional fields of International Relations, Comparative Politics, American Politics, Political Theory, and Research Methods. We are distinctive because of our additional emphasis on the Politics of Identity and Politics of the Environment.

Benefits of Belonging:

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC

Brief Summary of Job Duties:

Under the general supervision of the Business Officer is responsible for all department financial and budgetary activities. Monitors all department accounts, including several endowments that fund a faculty chair, department reading room, and graduate and undergraduate fellowship awards. Designs and updates departmental financial systems for intramural research, student aid, instructional, and donation accounts. Uses analytical and problem-solving skills, as the financial assistant works independently with only minimal supervision, and regularly makes decisions that require application and interpretation of University financial policies and procedures.

Required Qualifications:

• High School Diploma or GED.
• 1-3 years financial / accounting support experience.
• Experience using spreadsheets, Microsoft Suite and Google Suite.
• Ability to multi-task, and effectively use time-management skills.
• Good verbal and written communication skills.

Preferred Qualifications:

• Bachelor's Degree or equivalent experience and/or training.
• 3-5 years financial/accounting support experience.
• Thorough knowledge of basic accounting principles.
• Advanced skills in using spreadsheets, Microsoft Suite and Google Suite.

Special Conditions of Employment:

• Satisfactory conviction history background check
• UCSB is a Tobacco-Free environment

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegation or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy
UC Anti-Discrimination Policy
Abusive Conduct in the Workplace

Job Functions and Percentages of Time:

• 30% Financial Planning and Administration - Under the general supervision of the Business Officer, manages all aspects of departmental financial matters and financial reporting systems. Accesses financial systems through Espresso, online General Ledger, and the campus data warehouse, among others; monitors all fiscal activity within the Department in consultation with the Business Officer and Department Chair. Prepares cost projections and cost analyses, reviews monthly financial statements, and analyzes spending patterns. Devises information storage and retrieval systems for financial planning. Prepares and processes Entertainment Requests, Prior Approvals, Check Advance requests, Form "5" miscellaneous reimbursements, other expense Reimbursements, and department recharges. Processes and posts financial transactions into an accounting database including invoices, purchase orders, transfers of funds and expenses, gifts, campus recharges, and miscellaneous payments. Working with the UCSB Foundation, receives and processes gift funds from a variety of sources. Monitors the use of income from endowment funds, including funding for two endowed faculty chairs who travel extensively. Other uses of gift funds include maintenance of an endowed student reading room and the awarding of several graduate and undergraduate fellowships annually. Reconciles all department accounts with the campus general ledger on a monthly basis and prepares summary reports at least quarterly for review by the Business Officer and Department Chair. Monitors operational expenses and reports trends to the Business Officer and Department Chair. Maintains accurate records for department budget for Business Officer and Department Chair. Maintains knowledge regarding policies and procedures governing intramural research grants. Works with ISBER and the Academic Senate to track grant awards and expenditures, and keeps faculty recipients aware of their account balances. Coordinates fiscal closing and develops department's annual carryforward justification for various projects at the end of each fiscal year.

• 25% Payroll/ Personnel - Prepares and submits hiring documents for faculty, staff and student employment. Responsible for Payroll Personnel System (PPS) on-line entries for employees, including hourly student employees. Notifies faculty supervisors and hourly student employees of payroll deadlines. Tracks work study allocations and expenses, and informs Business Officer of the status of work-study employees.

• 20% Travel - Working with the Chair's Assistant, oversees all travel arrangements and preparation and processing of travel reimbursements. Handles travel and lodging for faculty, staff, and graduate student travel; conferences; colloquia co-sponsorships; and graduate student and faculty recruitment. Serves as the department's resource for regulations and procedures governing travel, per diem, entertainment, honoraria, payroll, and equipment funds. Acts as travel and conference coordinator for departmental conferences and colloquia.

• 10% Purchasing - Using the Gateway on-line procurement system, is responsible for purchasing, including low value and high value purchase orders. Responsible for reviewing and renewing existing standard or blanket orders. Places new blanket orders as appropriate. Responsible for all equipment service, repair, and inventory in the department, including maintenance contracts and insurance. Monitors departmental inventory.

• 5% DBR - Acts as department's health benefits representative, and provides colleagues with information about changes and updates to benefits programs.

• 10% Other Duties - Assists other department staff and faculty on special projects, e.g., graduate and faculty recruitment, office space renovations.

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs.
As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information, please visit:

* UC Santa Barbara COVID-19 Information - https://www.ucsb.edu/COVID-19-information
* University of California Policy on Vaccinations - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Opportunity/Affirmative Action Statement:

UC Santa Barbara 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, age or protected veteran status.
For the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/PPSM-20.
For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

Reasonable Accommodations:

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Privacy Notification Statement:

Privacy Notification Statement and Notice of Availability of the UCSB Annual Security & Fire Safety Report Disclosures; https://www.jobs.ucsb.edu/#privacy

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