Payroll Title: Blank Assistant 3

Job Code: 004722

Job Open Date: 5/8/2023

Application Review Begins: 5/23/2023; open until filled

Department Code (Name): ECON (ECONOMICS 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

Hiring/Budgeted Hourly Range: $26.09 - $28.60/hr.

Full Salary Range: 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 salary range for this position is $26.09 to $37.40/hr. The budgeted hourly range that the University reasonably expects to pay for this position is $26.09 to $28.60/hr.

Work Location: North Hall - 2127

Working Days and Hours: Monday - Friday; 8am - 5pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations)

Special Instructions

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

Department Profile

The Department of Economics is committed to shaping policy and informing the public on critical economic issues. We have a distinguished and varied group of Economists researching a variety of specialized fields, and we are training the next generation of Economic leaders at both the undergraduate and graduate levels.

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

The Finance and Procurement Assistant is responsible providing administrative services to the department of Economics. Position is responsible for purchasing, receiving, and inventorying supplies for the Department of Economics. Acts as liaison between Business and Financial Services for routine matters related to procurement, receiving, and accounts payable. Maintains working knowledge of University procurement policies and procedures and applicable university financial policies. Organizes and prepares travel, entertainment, and reimbursements for 3 x weekly seminar series. Acts as liaison between department financial analyst and consortium directors to provided updated and accurate budget information. Utilizes UCPath and Kronos to hire all student employees and monitor payroll expenditures. Works with department manager and computing team to update and maintain accurate department webpages. Other duties include: coordinating facilities projects, front desk reception, textbook ordering and maintaining master key list and distribution access.

Required Qualifications

• Bachelor's Degree in related area and/or equivalent experience/training.
• Requires interpersonal and work leadership skills to provide guidance to other nonexempt personnel.
• Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
• Requires good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.

Preferred Qualifications

• 1-3 years of experience with UCSB or other business process systems such as payroll (e.g., Gateway and CONCUR), shadow financial systems (e.g., GUS), database systems (e.g., Data Warehouse).
• 1-3 years of knowledge of UC procurement, travel and entertainment policies and processes.
• 1-3 years of experience with UCPath.

Special Conditions of Employment

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

Job Functions/Percentage of Time/Duties

• 15% Office Administration - Acts as "first contact" for visitors to the department, directing them to the appropriate contact or desired information. Functions as front office receptionist. Picks up and distributes mail, and fields phone calls to the department general line. Contacts Facilities and/or the Building Manager to arrange for office maintenance needs. Prepares supply orders, and maintains organization of the supply cabinet. Responsible for submitting purchase requests on behalf of faculty and others, as assigned by the MSO. Responsible for organization, management and distribution of all department keys. This entails organizing and tracking over 800 keys to more than 85 rooms, including ordering, inventorying, distributing, and retrieving keys to offices and labs each quarter. Develop and maintain extensive key database. Responsible for retrieving keys when personnel leave department employment, including from approximately 200 casual employees, many visiting researchers and lecturers, and the regular 35 faculty in the department.
• 20% Payroll - Responsible for processing employment for more than 100 undergraduate students per year using UCPath and Kronos. Required to successfully complete UCPath/Kronos training in a timely manner. Uses a thorough knowledge and understanding of UC personnel and payroll policies, procedures, and systems while performing assigned duties. Explains personnel hiring forms and policies to students and faculty. Responsible for distributing and tracking student payroll and miscellaneous checks. Collects and processes monthly and hourly payroll using the on-line reporting system, and troubleshoot problems with this system. Instructs student employees on hiring procedures and policies, and uses I-9 tracker to ensure compliance.
• 20% Conference and Seminar Coordinator - In conjunction with consortium directors, organize and manages all aspects of weekly seminars. Contacts speakers to arrange travel, hotel, media needs, etc. Sest up computer and LCD projector, help load presentations onto computer, and instruct user (and others, if necessary) in the operation of equipment. Responsible for coordinating seminar receptions, including purchasing refreshments. When necessary, coordinates department sponsored conferences. Works with faculty and Business Officer to maintain budget, reserve rooms, order refreshments, make lunch and dinner plans. Adds event to department website. Coordinates hotel and flight reservations, transportation, computing needs, etc. Set up conference rooms, and be on hand to ensure smooth and trouble-free conference. Works closely with faculty in charge of conference to ensure the needs of the conference are adequately met. Responsible for processing travel requests for all seminar visitors using Concur. Prepares all associated and required forms for domestic and international travel.
• 5% Faculty & Student Support - Coordinates and order textbooks for 35+ faculty and over 150 courses per year. Contacts publishers, work closely with book reps, faculty, and graduate students. Liaison with the library, local printers, and bookstores.
• 10% Facilities Coordination - Acts as Space Management Monitor of office and classroom space. Schedules visitors', other faculty office space, and one-time room requests. Ensures that the administrative offices and classrooms are clean and well-maintained. Monitors cleaning supplies. Submits work orders to facilities for maintenance, cleaning, and repairs. Keeps common work areas tidy and organized.
• 5% Communications - Regularly updates information on the departmental website and the interactive touch screen in North Hall. Utilizes department droupal help guide to interact with LSCG to create and publish new webpages.
• 10% Receiving and Accounts Payable - Tracks order delivery dates and expedites overdue orders. Ensures requesters are notified when items are received. Maintains appropriate backup files on all purchases. Collaborates with the student assistants for receiving and invoice-matching functions in the Gateway system. Ensures receipt of goods and services is properly documented, and that invoices are audited against purchase orders and packing slips prior to payment approval. Receives all packages, interacting with external university delivery personnel to sign for packages and organize when pick-ups are needed for returned items.
• 15% Purchasing - Utilizes the Gateway procurement system, for purchase orders. Ensures accuracy and completeness of all data, and obtains additional approvals, as required, for restricted items. Maintains knowledge of campus restricted items list to ensure that all goods requiring additional review are properly routed for required approvals. Responsible for Flexcard credit card purchases. Accurately tracks purachses on department sheet, with accurate information and invoices. Responsible for retaining all Flexcard documentation and providing documentation to the Flexcard Manager for monthly and annual audits, as requested. Coordinates purachases with faculty members to limit reimbursements.

Vaccinations Programs – Including SARS-COV-2 (COVID-19)

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs – With Interim Amendments. 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 – With Interim Amendments https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy
• August 5, 2021 California Department of Public Health (CDPH) Order (Heath Care Worker Vaccine Requirement) https://www.cdph.ca.gov/Programs/CID/DCDC/Pages/COVID-19/Order-of-the-State-Public-Health-Officer-Health-Care-Worker-Vaccine-Requirement.aspx

• Covered Individuals: A Covered Individual includes anyone designated as Personnel, Students, or Trainees 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 and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Reasonable Accommodations

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