Finance Support Specialist

POSITION CODE: 7480

DEPARTMENT/ADMINISTRATION: Business & Finance

POSITION: Staff, Non-Exempt, Full-time (40 Hours)

SALARY RANGE: $20.65 Per Hour

INTRODUCTORY PERIOD: Six (6) Months 

AVAILABLE: Immediately

BENEFITS OVERVIEW: BROCHURE

POSTING DATE: February 6 2025

APPLICATION DEADLINE: Open Until Filled, Apply Immediately.

Definition of Classification:

The Projects Specialist provides comprehensive administrative, technical, and logistic support within the Office of Business & Finance serving the Controller, Budget Officer, Accounting Services, and Financial Analysts.

Reporting to the Controller, this position serves as a confidential assistant and functions as the key support person in coordinating and implementing the department’s day-to-day office operations.

Duties and Responsibilities:

The duties and responsibilities include, but are not limited to, the following:

• Provides general office support including answering department phones, ordering supplies, dropping off and picking up mail daily, sorting and distributing mail, greeting, and assisting visitors, and organizing department functions.
• Maintains MyRedlands Office of Business and Finance web page and expense management system updates.
• Provides administrative support to the Controller, Associate Controller, Budget Officer and Budget Analyst team.
• Assists office with file organization and maintenance.
• Assists in scheduling and coordinating conference calls and meetings including preparing meeting materials.
• Orders and sets up university credit cards, upon direction, utilizing automated workflow and online bank system.
• Responds to questions and inquiries for help regarding the online expense management system; assists with inquiries regarding login, expense report creation, documentation, receipts, account coding, approval, and troubleshooting.
• Trains employees, individually or in a group setting, both in person and via Teams or Zoom, on the university’s credit card online expense management system.
• Maintains expense management system department, object codes, and related processing rules.
• Monitors expense management system to ensure that employees are submitting transactions timely for department approval; follows-up with delinquent employees and their supervisor on submissions.
• Performs monthly expense management reconciliation of credit card transactions to General Ledger. Initiate correcting transactions, as needed.
• Performs quarterly and end of fiscal year reviews and procedures to ensure that all expenses have been submitted and approved.
• Assist, as needed, in reviewing supporting documents for all expense management transactions to ensure supporting documents are adequate and fully documented.
• Prepares officer expense documentation report for the review of transactions.
• Assist in the preparation of the annual Conflict of Interest summary for the Fall Audit Committee meeting.
• Assists with Board of Trustees’ Committee materials for Finance and Audit Committees.
• Prepares monthly accounting entries for Life Income assets.
• Coordinates mailings for quarterly and annual Life Income statements.
• Supports various accounting functions including, but not limited to, journal entry input in General Ledger, account reconciliations, Accounts Payable vendor coding and/or vouchering, and TIN Matching of W9 forms for vendors.
• Assists with Accounts Payable check review and distribution, as needed.
• Maintains Fixed Asset records and scanned invoice copies throughout the year for quarter-end audit work.
• Provides back-up and support for Accounting department, including cashiering backup, as needed.
• Assists with an annual 1099 review, as needed, and coordinates 1099 mailing including ordering 1099 envelopes and necessary forms.
• Coordinates preparation of property tax exemption filings and 571-L property statement filings.
• Performs other duties as assigned.

Qualification Guidelines

Any combination equivalent to, but not limited to, the following:

Experience/Training/Education:

Required

• High school diploma or equivalent supplemented with two years of additional college-level coursework or specialized training in business administration or a related field.

• Three years progressively responsible experience in clerical or administrative support including experience using Microsoft Office. Proficiency with spreadsheets, technical support, expense management, and word processing software applications preferred.

Knowledge and Skills:

• Knowledge of applicable federal and state laws and regulations.
• Standard office practices and procedures, including recordkeeping and filing.
• Customer service practices and telephone etiquette.
• Prepare clear and accurate reports, documents, data entries and files.
• Ability to use sound judgment in the application of policies and procedures.
• Communicate effectively, both orally and in writing. 
• Understand and follow written and oral instructions.
• Excellent technical, analytical, and problem-solving skills.
• Excellent organizational skills.
• Ability to work independently and with minimal supervision in a fast-paced environment with changing priorities.
• Ability to operate standard office equipment.
• Proficiency in Microsoft Office software including Excel, Word, PowerPoint, and Outlook.
• Aptitude to learn new and evolving technology.
• Ability to recommend appropriate courses of action within established guidelines.
• Ability to foster strong, positive relationships and align both internal and external resources to achieve university objectives.
• Ability to work effectively with confidential information.
• Must be able to competently interact with a culturally and ethnically diverse population of students, faculty, and staff. 

Physical Requirements/Working Conditions:

Working Conditions:

Standard office and field setting. Duties performed are primarily in an office environment while sitting at a desk or computer workstation or in meetings. At least minimal environmental controls to assure health and comfort.

Physical Demands:

Incumbents regularly sit for long periods; walk short distances on a regular basis; may travel to various locations to attend meetings and conduct work; use hands and fingers to operate an electronic keyboard or other office machines; reach with hands and arms; stoop or kneel or crouch to file; speak clearly and distinctly to answer telephones and to provide information; see to read fine print and operate computer; hear and understand voices over telephone and in person; and lift, carry and/or move objects weighing up to 10 pounds.

TO APPLY: A resume/CV and cover letter are required. In compliance with The Americans with Disabilities Act, if selected for the interview process and accommodations are needed, please call (909) 748-8040. If you are unable to complete an application due to a disability, contact us at (909) 748-8040 to ask for accommodation or an alternative application process.

HIRING RANGE: Anticipated hiring range is near or at the minimum of the classification, commensurate with candidate's education, experience, skills, and training. The University of Redlands is required to provide a reasonable estimate of the compensation range for this role. This range considers the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The full salary range for this position is defined as the Full Pay Range. The budgeted salary or hourly range that the University reasonably expects to pay for this position is defined as the Hiring Range. Placement within the Hiring Range is determined by internal equity, and relevant qualifications.

BACKGROUND CHECK: Satisfactory completion of a background check (including a criminal records check) is required for employment. The University will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current employee who was conditionally offered the position.

DRIVER'S LICENSE CHECK: Possession of a valid Driver's License is required for certain positions. Employees in positions that require a valid Driver’s License will be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice Program which confirms possession of a valid driver's license and reflects driving record.

PHYSICAL AND PSYCHOLOGICAL EXAMS: For certain positions typically in Public Safety, Facilities, Athletics and Information Technology Services departments, employment is contingent upon a candidate passing a pre-employment physical exam with the ability to lift in excess of 50 lbs. Public Safety Officers, in addition to a pre-employment physical exam, will also be required to pass a psychological evaluation.

FOR MORE INFORMATION VISIT

Human Resources (redlands.edu)

SUBMISSION OF A RESUME OR APPLICATION INDICATES AGREEMENT THAT THE UNIVERSITY MAY VERIFY ANY AND ALL INFORMATION CONTAINED THEREIN.

MEMBERS OF UNDERREPRESENTED GROUPS ARE ENCOURAGED TO APPLY.

AN EQUAL OPPORTUNITY EMPLOYER

Salary : $21