Financial Coordinator

Overview

Residential Operations is part of Housing, Dining, and Auxiliary Enterprises (HDAE). Residential Operations maintains properties consisting of residence halls, single student apartments, family student apartments, and dining commons serving over 11,000 undergraduate and graduate students, faculty, and staff. In addition to providing service to residents, Residential Operations maintains facilities that include conference centers, office spaces, and short term lodging and housing facilities.

We welcome over 20,000 conference guests annually.

Brief Summary of

Job Duties:

Provides financial analysis and administrative support for Distribution & Logistical Services. Analyzes issues in relation to UCSB policy, regulations, initiatives, and assists Distribution & Logistical Services Management in determining procedures, methods, and implementation of policy applications that best serve the overall goals of the Furniture s Services department. Assists with Furniture and Mail Services monthly recharges, file retention, and financial reconciliations.

• 50% Accounting - Review, verify, and process Distribution & Logistical Services (DLS) invoices for accuracy, proper receipt, cost center allocation, and supporting documentation prior to managerial approval. Coordinate with Accounting to ensure invoices are paid accurately and on time. Review invoices and statements from on-campus service providers, ensure correctness, and process payments. Resolve invoice discrepancies, credits, and billing issues by working directly with vendors and internal partners.
  
  Process recharge billing to campus departments and organizations; verify and balance billing and prepare financial journals for Accounting. Reconcile journals using the online General Ledger system and process adjusting transactions as needed to ensure all charges and expenses are justified. Conduct audits of monthly recharges and analyze higher-dollar discrepancies. Maintain departmental Flex Card transactions, including accurate allocation of charges to correct CCOA chart strings.
  
  Code and review all purchases processed through Gate Way and Flex Card; audit invoices for all Gate Way payments. Process travel and reimbursements through Concur in accordance with University policy. Develop, implement, and maintain departmental computerized budget and billing systems to track monthly, quarterly, and annual recharges; maintain associated reports and provide billing documentation to campus departments upon request. Prepare special and ad-hoc financial and budget reports, including expense breakdowns, fund usage, transfers, and other analyses as requested by management.
  
  Record and maintain weekly surplus sales receipts, including payments and allocation of surplus sales, recycling, and high-ticket item sales. Reconcile surplus sales credit card purchases monthly and prepare financial journals to transfer revenue to the STOR revenue account. Credit departments appropriately for surplus sales revenue. Reconcile furniture services recharge expenses, identify errors, and process corrections as needed. Confirm, create, and review CCOA chart strings in the WebTMA work management system;
  
  research and resolve errors identified after journal processing. Responsible for record retention, including maintaining, deleting, destroying paper, and electronic records in compliance with University policy and retention schedules.

• 30% Unit Support - Provides back-up support for other functions within the unit. Help implement and maintain workflow. Serve as backup for Residential Operations Financial Coordinator in their absence. Assist in Gateway training. Special Projects:
  Gathering data from the General Ledger to back-track old transactions that need to be transferred. Collaborates with other departments to seek resolution on issues involving past equipment sales of surplus equipment.

• 20% Customer Service - Serves as point of contact for customers regarding Furniture Services & Surplus sales, DLS monthly billing statements, and other financial transactions. Responsible for communication with vendors when discrepancies on payment arise. Provide excellent customer service to both external and internal University customers. Responsible for communication between DLS and departments that are selling surplus inventory. Optimized the visibility of surplus inventory, creating engaging product listings for online marketplaces and internal platforms

Required Qualifications:

• At least 3 years of customer service experience
• 1-3 years experience in AP, AR, billing and collections, or equivalent combination of education, training and experience
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Excel, Word and Google Suite.
• Strong attention to detail & accuracy with financial data
• Experience analyzing & researching products, vendors, parts or equipment relating to facilities maintenance environment.
• Ability to work…