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Updated: Apr 21, 2023
Department: Accounting & Fiscal Services
Job Opening ID: 49860
Reports To: Assistant Manager
Working Title: Administrative Assistant III
Department: Accounting & Fiscal Services
Bargaining Unit: CX
Payroll Job Code: 004722
Job Location: UCI Campus- Irvine
Percent of Time: 100%
Work Schedule: M-F, 8am-5pm/ Hybrid
Employee Class: Career
The Division of Finance and Administration (DFA) provides services and support to over 50,000 students, faculty, and staff with the mission of advancing UCI’s brilliant future and the vision of becoming world-class campus partners. DFA serves the university as planning partners, problem solvers, and solution providers—striving to make it as easy as possible for people to get the services they need, when they need them. Working closely with campus financial management, the UCI Controller’s Office is a trusted strategic partner divided into three core teams: Accounting & Fiscal Services, Procurement Services, and Financial Services. The Accounting & Fiscal Services team ensures the integrity of UCI's financial reporting, enables effective and efficient campus financial processes and controls, manages contracts and grants funding at the post-award stage, and champions compliance with policies, laws, and regulations. The Procurement Services team leads through best practices in the acquisition of quality goods and services by implementing processes and procedures that deliver high quality expertise, significant value, and excellent customer service. Finally, the Financial Services team provides support and resources to campus in the areas of billing, collections, payments, disbursements, loan administration, and student tax information. In all these areas, the Controller’s Office is always dedicated to providing effective and efficient customer service in support of UCI’s mission and goals.
The incumbent performs the daily functions of the Accounts Payable section of the Disbursements Division of the Accounting Office. Responsibilities include processing a high volume of invoices in an on-line, real time, multi-screen computerized system with minimal errors; problem analysis and resolution; interpretation and application of various local, state and federal regulations; interpretation and application of policy and procedures; and providing advice and assistance to vendors and campus personnel. Performance at this level requires strong communication and negotiating abilities; and a working knowledge of a wide range of concepts, including generally accepted accounting principles; purchasing/accounts payable procedures and practices; and state and federal tax laws and regulations. The incumbent reviews invoices for appropriateness prior to entering into financial system for payment, reviews the validity of an invoice by matching against the purchase order, application of correct sales tax, proper receiving information, freight charges and proper application of university policy and procedures relating to payment of invoices. Coordinate with departments and vendors to resolve discrepancies relating to invoices. Respond professionally and in a timely manner to vendor inquiries. Reviews vendor statements to ensure invoices and credit memos are paid in a timely manner. Review and approve specific Disbursement Voucher reason codes as determined by the Assistant Manager.
In addition to the salary range listed below, we offer a wealth of benefits to make working at UCI even more rewarding. These benefits may include medical insurance, sick and vacation time, retirement savings plans, and access to a number of discounts and perks. Please utilize the links listed here to learn more about our compensation practices
$26.14 - $37.46 (hourly)
2-3 years of experience with Accounts Payable Data entry
Must have a valid CA Driver’s license and participate in the DMV Pull Notice Program
use tax Strong attention to detail Problem solving Strong time management and organization skills Strong communication skills Proficient Microsoft Office knowledge and skills Ability to work independently and prioritize tasks. Purchasing/Accounts Payable procedures and practices Knowledge of sales
Knowledge and experience using a personal computer with Word and Excel for Windows. Knowledge of UCI policies and procedures and the ability to interpret and apply them.
Conditions of Employment
The University of California, Irvine (UCI) seeks to provide a safe and healthy environment for the entire UCI community. As part of this commitment, all applicants who accept an offer of employment must comply with the following conditions of employment:
Background Check and Live Scan
Legal Right to work in the United States
Smoking and Tobacco Policy
Drug Free Environment
The following additional conditions may apply, some of which are dependent upon business unit or job specific requirements.
Details of each policy may be reviewed by visiting the following page - https://hr.uci.edu/new-hire/conditions-of-employment.phpClosing Statement
The University of California, Irvine is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC nondiscrimination policy
We are committed to attracting and retaining a diverse workforce along with honoring unique experiences, perspectives, and identities. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable, and welcoming.
UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-0500 or [email protected]