Assistant to the University Controller (Administrative Support Coordinator I)/ Financial Services (2019-00596)

  • San Bernardino
  • San Bernardino, California
  • Apr 23, 2020
Full Time Accounting and Finance Administration and Management Clerical and Administrative Support

Job Description

Description:
Employment Status: Full-time, probationary "non-exempt" position.

Work Schedule: Monday through Friday 8:00 a.m. to 5:00 p.m.

First Review Deadline: This position will remain open until filled. Applications will be reviewed beginning September 11, 2019.

Position Summary: Positions in this classification are responsible for the full scope of project activities including initiation, execution, coordination, implementation, and evaluation. Incumbents may coordinate the office support for an entire academic, special program or administrative office, or for an administrative head to one of these offices. Incumbents are expected to use general office equipment and a full range of office support technology and systems including one or more word processing and spreadsheet packages; use of a mainframe computer and on-line systems to enter data and generate reports; maintenance of desktop databases; and use of electronic and voice mail. Some positions may require the use of desktop publishing packages with graphics capabilities.

Current employees will be given preferred consideration.

Under general supervision of the Controller and Leadership Team, the administrative support coordinator will perform a full range of moderate to complex work assignments involving the use of judgment and discretion in support of the Financial Services Office. The incumbent will provide the main administrative assistant support for the Director's Office including the Director and Assistant Director, Leadership Team and staff of the other units within Financial Services. The incumbent will be responsible for monitoring and reconciling the Financial Services general fund budget and trust accounts. The incumbent will be responsible for Financial Services timekeeping and reporting that will include data entry into Absence Management. The incumbent will be responsible for maintenance of the Financial Services website. The incumbent will coordinate meetings involving internal campus units as well as external groups such as the Chancellor's Office. The incumbent will make arrangements for auditing entrance and exit meetings. The incumbent will coordinate the arrangements for conferences, workshops, or off-campus business meetings including preparing any travel claims for such events. The incumbent will provide excellent customer service and will be expected to serve customers in situations which are unique to the individual or circumstance. The services provided must be addressed with care, sensitivity, professionalism, and effectiveness. The incumbent is the point of contact for Financial Services. The incumbent may set priorities for, plan and coordinate daily work activities, and provide leadership and/or training to the student assistants and interns. The incumbent is responsible for the coordination of hiring documentation and paperwork for the student staff in addition to tracking the time worked. The incumbent may perform assignments that are varied involving the regular use of judgment and discretion. The incumbent may take courses of action, which are guided by some interpretation of registration policies and procedures. The incumbent will perform reception duties, including the filing of documents, answering telephones, and the creation of forms, letters, and memos. The incumbent will be responsible for handling all purchases, equipment needs, storage and records retention. It is crucial for the incumbent to set own priorities regularly, manage multiple work assignments, meet necessary deadlines, and perform other duties as assigned.

Experience:
Applicants must possess the equivalent to three years of experience in general clerical work along with a thorough knowledge of office methods, procedures, and practices.
Abilities/Skills:
The applicant must have customer service skills at a higher level with the ability to handle effectively a broader range of interpersonal contacts and situations which may be sensitive in nature.
The ability to learn quickly, interpret independently, use professional judgment and apply a variety of complex policies and procedures is required along with the ability to identify deviations from applicable policies.
The ability to perform standard arithmetic functions of a transactional nature is required.
The ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions with active problem-solving skills are required.
Knowledge:
General knowledge of applicable university infrastructure, policies and procedures are necessary along with thorough knowledge of correct English, grammar, spelling, and punctuation.
Fluency in using standard office software such as the Microsoft Office suite is required.
Preferred Qualifications:
A proven record of exceptional customer service, excellent oral and written communication skills and experience working with a diverse community is desired.
Experience in utilizing software such as PeopleSoft and a document imaging system is desired.

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.

The person holding this position is considered a `mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

California State University, San Bernardino is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.

This position may be "Designated" under California State University's Conflict of Interest Code. This would require the filing of a Statement of Economic Interest on an annual basis and the completion of training within 6 months of assuming office and every 2 years thereafter. Visit the Human Resources Conflict of Interest webpage link for additional information: http://hrd.csusb.edu/conflictInterest.html

This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096)
Closing Date/Time: Open until filled

Job Address

San Bernardino, California 92407 United States View Map