Accounts Manager

University of California, Santa Barbara - Santa Barbara, CA (30+ days ago)4.5


The Account Manager shares in the fiduciary responsibility of overseeing and managing a 21 million dollar annual budget. Applies professional concepts in providing support and guidance in both daily operation and future planning for all financial processes necessary to run a large complex fast-moving business operation with integrity. Independently solves problems requiring interpretation of a wide variety of campus, state and federal policies while ensuring that all guidelines, procedures and regulations are followed. Manages and oversees all accounts operations in the Central Business Office while overseeing the flow of data entry for over 18,000 processed invoices annually through three procurement systems originating from 8 large business units.
Responsible for data integrity, training, and resolution of end user issues, for three primary department procurement systems.
Ensures compliance with UC payment and accounting procedures for all invoices processed by all business units with approximately 1,500 per month.
Serves as Dining Service's key business-systems contact for multiple departments on campus, as well as numerous vendors for technical, as well as financial, questions or problems of moderate scope and complexity.
Utilizing financial concepts, creates, maintains, and analyzes periodic financial and historical trend reports.
Provides ad-hoc reports for real-time metrics in spending, cost trends, product volume, purchasing velocity, program participants, and many other reports as needed.
Serves as the subject matter expert and trainer for 11 medium to advanced database systems.
Monitors compliance to Terms & Conditions for approximately 60 Contract Agreements originating from local RFP's as well as UCOP RFP's.

Minimum Requirements

High school diploma or equivalent combination of education and experience working in an office setting. Able to independently solve problems requiring interpretation of a wide variety of campus, state and federal policies while ensuring that all guidelines, procedures and regulations are followed. Excellent verbal and written communication. Strong customer service skills. Analytical skills with demonstrated attention to detail. Ability to work with a large variety of computer systems. Knowledge of Microsoft Word and Excel. Ability to work with composure with frequent interruptions in an open office environment.

Desirable Requirements

College/University degree is preferred but not required.

Special Conditions of Employment
A little help? Go to Driver's License Requirements or Background Check Guidelines

Maintain a valid CA driver's license, a clean DMV record and enrollment in the DMV Employee Pull-Notice Program
Satisfactory completion of a fingerprint background check

Other Special Conditions of Employment

Other Recruitment Notes

Optional Applicant Documents

Other Document (1)
Other Document (2)
Other Document (3)

Required Applicant Documents

Resume
Cover Letter

Job Description

FLSA Exemption Status
A little help? Go to Exempt vs. Non-Exempt Employees

Non-exempt

CBU (Collective Bargaining Unit)

99 - Non-Represented (PPSM)

ERC (Employee Relations Code)

E

Grade Type

PSS

Grade Type

Finance

Grade Type

Financial Services

Grade Type

Intermediate

Grade Type

P2

Grade

19

End Date for Other Appointment Type (e.g., Contract or 18-month Career)

Provision Number

FDSR0349

Type of Supervision Received
A little help? Go to Degree of Supervision

Supervision

Knowledge, Skills and Abilities

Physical Requirements
Continuously=Activity occurs > 66%
Frequently=Activity occurs 33% to 66%
Occasionally=Activity occurs < 33%
Not Applicable=Activity does not exist

Stand

FREQ.

Walk

FREQ.

Sit

FREQ.

Bend

FREQ.

Crouch/Squat

OCCAS.

Kneel/Crawl

OCCAS.

Climb

OCCAS.

Reach above shoulder level

FREQ.

Use keyboard/mouse

FREQ.

Hand Activities: Fine dexterity

FREQ.

Hand Activities: Hand twisting

FREQ.

Hand Activities: Simple grasping

FREQ.

Hand Activities: Power grasping

OCCAS.

Other (please specify activity)

Frequency of Other Activity

No Response

Lifting Activities: Light lifting (< 20 lbs)

FREQ.

Lifting Activities: Moderate lifting (20-50 lbs)

OCCAS.

Lifting Activities: Heavy lifting (>50 lbs)

N/A

Push/Pull Activities: Light pushing/pulling (< 20 lbs of force)

FREQ.

Push/Pull Activities: Moderate pushing/pulling (20-50 lbs of force)

OCCAS.

Push/Pull Activities: Heavy pushing/pulling (>50 lbs of force)

N/A

Mental Requirements

Read/Comprehend

FREQ.

Write

FREQ.

Perform Calculations

FREQ.

Communicate Orally

FREQ.

Reason and Analyze

FREQ.

Other (please specify activity)

Frequency of Other Activity

No Response

Environmental Requirements

Is exposed to excessive noise

OCCAS.

Is around moving machinery

OCCAS.

Is exposed to marked changes in temperature and/or humidity

N/A

Is exposed to dust

OCCAS.

Is exposed to fumes

N/A

Is exposed to gases

N/A

Is exposed to radiation

N/A

Is exposed to microwave

N/A

Drives motorized equipment

OCCAS.

Works in confined quarters

OCCAS.

Other (please specify activity)

Frequency of Other Activity

No Response

Job Duties

Total Percentage of Duties: 100

4
Records

Order of
Imp

Essen
Duty

%

Freq.

Function

Duties

1

Yes

35

Daily

Accounts Management

Using skills as a seasoned, experienced professional with a comprehensive understanding of UC, State and Federal regulations and organizational policies and procedures monitors 8 million dollars in expenditures to ensure purchases of a wide variety are within contractual and authorized restrictions including existing Terms & Conditions for over 32 vendors.

Coordinates and reviews electronic data to campus accounting for approximately 1,500 pre-processed invoices per month from 8 different, fast paced business units within HDAE Dining Services. Functions as an expert resource for all business units regarding all purchasing systems such as FlexCard, Gateway Procurement System and CBORD Food Management Systems. Works on problems of diverse scope where analysis of data requires evaluation of identifiable factors. Demonstrates good judgment in selecting methods and techniques for obtaining solutions. Advises Dietitian, Purchasing & Systems Manager on actual and potential problems and provides recommendations for resolving issues.

Manages and reviews vendor statements to ensure invoices have been paid and resolves any outstanding issues.

Analyzes and researches spending data to establish new spending limits and encumbrances annually for all vendors.

Reviews, analyzes and tracks issues of vendor non-compliance in regards to Terms & Conditions and bid contracts. Consults with Dietitian, Purchasing & Systems Manager in recommending procedure changes and may lead efforts to ensure future compliance.

In accordance with retention policies, oversees the retention of all records for all business units and responds to internal and external audit requests. Processes and analyzes audit results for report creation, tracking and distribution.

Maintains internal RFD (Request for Delivery) system. Responsible for approving all department purchases under $250.

Analyzes and tracks annual savings from rebates. Pursues available discounts and rebates through vendors and external GPO's (Group Purchasing Organizations) such as CURA.

Manages the inventory process for Dining Services. Analyzes and audits the weekly Inventory Variance Report from each of the Dining Commons identifies errors and facilitates corrections with each unit as necessary. Communicates weekly with each of the Dining Commons to discuss and evaluate inventory costs and variances. Finalizes the inventories and creates a Weekly Cost of Goods Report for the department.

Ensures that Dining Commons' Managers observe bid and ordering compliance. Works collaboratively with unit managers when necessary to correct improper invoice processing and purchasing procedures or that proper justification is provided for any and all "other-than-bid" purchases. Responsibility for Coordinating the Bid Vendor price updates in CBORD and notification to the business units.

2

Yes

20

Daily

Systems Support and Training

Responsible for creating and providing new end user training as well as ongoing training for Gateway Procurement System, Campus FlexCard System and CBORD Food Management Database Systems.

Serves as a subject matter expert on all committees involving Dining Service's purchasing systems and software. Acts as the Dining Service's liaison to Purchasing, Accounting and Administrative & Residential IT and CBORD Systems to lead any changes or updates necessary to the APEX upload procedures and scripts.

Analyzes, troubleshoots and resolves APEX-CBORD problems independently or by working with a variety of internal and external representatives.

Supports the CBORD operators in Central Office during peak periods and absences by producing CBORD reports.

3

Yes

35

Daily

Financial Analysis

Analyzes expense details and reconciles expenses to the general ledger on a monthly basis. Independently researches and resolves a wide range of problems and makes adjustments in a timely manner. Identifies and analyzes trends from a variety of factors and prepares and summarizes findings including information necessary for fiscal closing.

Ensures that the appropriate internal controls are addressed and maintained for all business units.

Creates accounting shadow systems as necessary to monitor or capture a wide range of financial transactions between internal units, multiple databases, or with other HDAE or campus departments.

Analyzes and updates Dining Services' Supply and Expense budget and comparison reports, totaling over one million dollars annually.

Prepares financial journals for all raw food and Supply and Expense transfers to all dining units, market & dining administration.

Assists the Business Asst-Director in creating and maintaining a variety of departmental budget and financial reports. Extracts and reformats data from the campus General Ledger (Data Warehouse) using Crystal Reports for the GLAD Report and Brio for FlexCard spending analysis and TOE (Transfer of Expense).

Creates and analyzes custom CBORD and GL reports on an as-needed basis for Sr. Team members. Advises Dietitian, Purchasing & Systems Manager regarding cost-of-goods, purchasing groups, product groups, inventories, bid adherence strategies, and all other relevant CBORD purchasing data.

4

Yes

10

Daily

Administrative Services

Serves as an experienced analyst for all services and operations conducted by Dining Services. Contributes as a team member of the Dining Services Administrative staff to assure overall smooth operation of Central Office responsibilities by making recommendations in the development and revisions of standard operating procedures and guidelines.

Responsible for managing the Verizon/UC contract for cell phone usage/billing for Dining Services.

Assists and/or coordinates in periodic department student satisfaction surveys.

Provides temporary analytical support to all 7 units as needed during periods of emergency.

Other duties as assigned.