Job Description

Reporting to the Assistant Director, Housing Maintenance Administration, provide administrative analyses and project support for Housing Maintenance & Project Management. Incumbent is responsible for providing support to properties managed by UCLA Housing & Hospitality Services and will be required to travel to offsite locations.

Primary daily and monthly responsibilities include a variety of operational reconciliations, processing of invoices, monitoring of accounts payable’s productivity, compilation and analyses of data for accounts payable and supplies, participation in organizational planning efforts as well as reconciling and verifying Housing Maintenance & Project Management operating expenses, reconciling the Facilities projects (Job Order Contracts, Brief Form contracts, and Capital Program accounts with expenses and payments), training and supervision of Accounts Payable Coordinators. Duties include departmental development of new policies and procedures relating to accounts payable/receivable and the budget, supervision of accounts payable. Responsible for the administrative coordination of reconciling supply orders placed with receipt of goods through payment of invoices. Responsible for primary budgeting for the entire department which consists of 5 different budgets spread over dozens of FAU’s.

The target salary for this position is between the posted minimum and $6,667 monthly, based on experience and qualifications.

 

Job Qualifications

1. Skill in utilizing personal computer, spreadsheet, word processing, presentation, database, and electronic mail applications to prepare analyses and communicate effectively with others. Required

2. Working knowledge of Bruin Buy and UC Path etc. Preferred

3. Demonstrated skill and knowledge in data collection/ verification to ensure the accuracy of the reports generated from the system. Required

4. Skill in supervising diverse staff including organization of workflow, delegating responsibility, training, evaluating, motivating, hiring and counseling. Required

5. Working knowledge of management principles, trends, and practices as applicable to staff supervision and motivation. Preferred

6. Ability to establish and maintain cooperative working relationships with staff, coworkers, and other university personnel and interact diplomatically with a diversified public.
Required

7. Skill in analyzing operating procedures and recommending necessary changes consistent with accepted accounting practices.
Required

8. Ability to set goals and priorities which accurately reflect the relative importance of job responsibilities when faced with fluctuating workloads, deadlines and competing requirements.
Required

9. Ability to work independently and prioritize assignments when faced with fluctuating workload and following through on assignments under pressure with minimal direction.
Required

10. Skill in operating a 10-key pad by touch with speed and accuracy.
Required

11. Mathematical skills sufficient to compute figures and check accuracy of invoices and reports. Ability to analyze invoices and corresponding documentation to determine if the transactions are within applicable policies and procedures. Ability to identify with adjustments need to be made and seek approval as required.
Required

12. Demonstrated advanced knowledge and related experience in accounting practices and procedures, and the ability to apply these to Accounts Payable activities.
Required

13. Skills to organize information, people, finances and other resources to develop effective programs and bring to closure a variety of project simultaneously while optimizing efficiency and minimizing duplication of effort.
Required

14. Skill in analyzing information, problems, situations, practices or procedures to formulate logical and objective conclusions when problems encountered are complex, unusual, and non-routine
Required

15. Skill in speaking concisely and logically, using grammatically correct language to convey information and explain policies and procedures.
Required

16. Skill in analyzing operating procedures and recommending necessary changes consistent with accepted accounting practices.
Required

17. Skill in working as a team member, collaborating with colleagues to accomplish the specific and overall goal of the division.
Required

18. Demonstrated ability to read, write, and comprehend English sufficient to understand and interpret guidelines, documents, and pertinent policies and procedures.
Required

19. Ability to travel to various offsite work locations.
Required