What are the responsibilities and job description for the Purchasing/AP Analyst position at UCLA?
As a member of the Events & Transportation (E&T) Accounts Payable/Purchasing Unit, and under the general supervision of the Accounting Manager, provide purchasing, accounts payable, financial, and business support to facilitate the day-to-day operations of E&T, while maintaining high quality customer service and implementation of best internal business processes. Major duties include: determining the appropriate procurement methodology and expediting purchase requests for goods and services; identifying appropriate fund source for processing payables; analyzing expenditures to determine spending patterns/trends and variances related to budget and financial statement preparation; performing analytical and technical tasks to complete special and ongoing projects/assignments requiring research, data collection and analysis, following University and departmental policies, procedures and guidelines; providing consultative support to staff regarding policy application and interpretation. Exercise judgment to independently troubleshoot and resolve issues or to inform the Accounting Manager of urgent or evolving issues requiring an immediate or timely response by a higher authority. The incumbent partners with the Accounting Manager to ensure that operational needs are met without interruption.
Percentage of Time:
100
Shift Start:
8:00 am
Shift End:
5:00 pm
Qualifications for Position
21
Records
Qualifications
Required/Preferred
1. Ability to learn and use University purchasing system to accurately and efficiently process purchase requisitions, research and resolve issues, pull and synthesize data for analysis, etc.
Required
2. Demonstrated ability to audit financial records (ledgers, reports and spreadsheets) to identify and correct errors, discrepancies or issues. Demonstrated skill in performing basic bookkeeping transactions-debiting, crediting, ledger reconciliation.
Required
3. Demonstrated ability to take complex ideas and concepts and create spreadsheets incorporating these concepts. Train student employees as needed.
Required
4. Ability to examine current processes, systems, spreadsheets and forms, and provide suggestions for improvement and/or streamlining. Ability to work with team members to implement improvements.
Required
5. Ability to exchange ideas, information and opinions with others to formulate policies and programs and/or arrive jointly at decisions, conclusions or solutions.
Required
6. Demonstrated skill in analyzing expenditure patterns, monitoring and tracking expenses, and needs analysis.
Required
7. Ability to organize and coordinate multiple complex projects and assignments and establish priorities which accurately reflect the importance of the job and accomplish departmental goals and objectives.
Required
8. Ability to think through the consequences of proposed actions prior to implementing the action. Skill in making appropriate decisions using standard departmental and University policies and past precedent as guidelines.
Required
9. Demonstrated organizational, problem-solving, decision making and action planning skills which include analyzing information, practices, procedures, problems, and situations to recognize alternatives and consequences, formulate logical and objective conclusions, and make recommendations appropriate to the situation.
Required
10. Skill in listening perceptively, conveying awareness, grasping concepts and comprehending procedures and instructions to carry out assignments.
Required
11. Interpersonal skills to establish and maintain professional and effective working relationships with co-workers, subordinates, managers, customers, and internal/external contacts at all levels, interacting diplomatically with a diversified public.
Required
12.Skill in working independently and following through on assignments with minimal direction under hybrid or remote schedule while using applications such as zoom, box, teams etc.
Required
13. Ability to maintain confidentiality of information and documents to ensure the rights of individuals and the University.
Required
14. Demonstrated thorough knowledge of PCs and computer applications, including Microsoft Suite sufficient to generate standard and ad-hoc reports from available data, and ability to apply this knowledge to other databases.
Required
15. Demonstrated oral and written communication skills to explain operational procedures and update procedure manuals, conveying information clearly, concisely and accurately. Skill in writing sufficient to prepare accurate, understandable and grammatically correct procedure documentation, database training/user tools, reports, analyses and correspondence.
Required
16. Working knowledge of accounting principles, practices and terminology.
Required
17. Skill in performing financial analyses. Demonstrated math proficiency sufficient to calculate billing totals, ratios and percentages.
Required
18. Knowledge of chart, graph and table design and formatting using computer applications such as MS Suite and Adobe
Required
19. Bachelor's Degree or higher in Business, Accounting, or a related field and/or applicable work experience of at least 5 years.
Required
20. Demonstrated knowledge and experience with EBMS, QDB, PAC/Bruinbuy, OASIS, and Essbase.
Can be trained
21. Demonstrated knowledge of the use of University purchasing, accounting, financial, payroll and budgetary systems, policies, processes and procedures.
Preferred
Additional Posting Information
Bargaining Unit:
99-Policy Covered
Application Deadline:
10-14-2022
External Posting Date:
Percentage of Time:
100
Shift Start:
8:00 am
Shift End:
5:00 pm
Qualifications for Position
21
Records
Qualifications
Required/Preferred
1. Ability to learn and use University purchasing system to accurately and efficiently process purchase requisitions, research and resolve issues, pull and synthesize data for analysis, etc.
Required
2. Demonstrated ability to audit financial records (ledgers, reports and spreadsheets) to identify and correct errors, discrepancies or issues. Demonstrated skill in performing basic bookkeeping transactions-debiting, crediting, ledger reconciliation.
Required
3. Demonstrated ability to take complex ideas and concepts and create spreadsheets incorporating these concepts. Train student employees as needed.
Required
4. Ability to examine current processes, systems, spreadsheets and forms, and provide suggestions for improvement and/or streamlining. Ability to work with team members to implement improvements.
Required
5. Ability to exchange ideas, information and opinions with others to formulate policies and programs and/or arrive jointly at decisions, conclusions or solutions.
Required
6. Demonstrated skill in analyzing expenditure patterns, monitoring and tracking expenses, and needs analysis.
Required
7. Ability to organize and coordinate multiple complex projects and assignments and establish priorities which accurately reflect the importance of the job and accomplish departmental goals and objectives.
Required
8. Ability to think through the consequences of proposed actions prior to implementing the action. Skill in making appropriate decisions using standard departmental and University policies and past precedent as guidelines.
Required
9. Demonstrated organizational, problem-solving, decision making and action planning skills which include analyzing information, practices, procedures, problems, and situations to recognize alternatives and consequences, formulate logical and objective conclusions, and make recommendations appropriate to the situation.
Required
10. Skill in listening perceptively, conveying awareness, grasping concepts and comprehending procedures and instructions to carry out assignments.
Required
11. Interpersonal skills to establish and maintain professional and effective working relationships with co-workers, subordinates, managers, customers, and internal/external contacts at all levels, interacting diplomatically with a diversified public.
Required
12.Skill in working independently and following through on assignments with minimal direction under hybrid or remote schedule while using applications such as zoom, box, teams etc.
Required
13. Ability to maintain confidentiality of information and documents to ensure the rights of individuals and the University.
Required
14. Demonstrated thorough knowledge of PCs and computer applications, including Microsoft Suite sufficient to generate standard and ad-hoc reports from available data, and ability to apply this knowledge to other databases.
Required
15. Demonstrated oral and written communication skills to explain operational procedures and update procedure manuals, conveying information clearly, concisely and accurately. Skill in writing sufficient to prepare accurate, understandable and grammatically correct procedure documentation, database training/user tools, reports, analyses and correspondence.
Required
16. Working knowledge of accounting principles, practices and terminology.
Required
17. Skill in performing financial analyses. Demonstrated math proficiency sufficient to calculate billing totals, ratios and percentages.
Required
18. Knowledge of chart, graph and table design and formatting using computer applications such as MS Suite and Adobe
Required
19. Bachelor's Degree or higher in Business, Accounting, or a related field and/or applicable work experience of at least 5 years.
Required
20. Demonstrated knowledge and experience with EBMS, QDB, PAC/Bruinbuy, OASIS, and Essbase.
Can be trained
21. Demonstrated knowledge of the use of University purchasing, accounting, financial, payroll and budgetary systems, policies, processes and procedures.
Preferred
Additional Posting Information
Bargaining Unit:
99-Policy Covered
Application Deadline:
10-14-2022
External Posting Date:
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