Reporting to Assistant Director, Library Business Services, (LBS), the Business Operations Analyst (BOA) provides oversight and policy guidance to Library staff who generate or request accounting transactions. The oversight includes serving as the primary LBS reviewer of Library financial transactions. The BOA performs a key leadership role in the training, education of Library staff in the financial general ledger system, the UC/UCLA/Library business policies and procedures, and travel and entertainment policy. Using independent judgment, the BOA serves as an internal consultant to Library managers and staff to help identify solutions to Library business needs. The BOA prepares a wide variety of accounting and budget transactions including travel and entertainment, other expense reimbursement requests and BruinBuy, Procurement Card orders, expense transfers, recharges and various kinds of transfers of funds for University Library (Org. 8300). The BOA works with other library staff and central campus accounting and purchasing personnel to identify, research & resolve problems and correct errors in purchasing, accounts payable, travel and entertainment and other financial transactions on the general ledger for LBS and other Library clients. Assist in the identification, development and implementation of transaction process improvements and implementation of new campus transaction processing systems for travel, entertainment, air fare commitment, check and credit card management, or any other financial transaction and reporting systems in the Library or the University. Manages Library Business Services (LBS) Cash Room operations, including receipt, payment, processing, deposit preparation, and hand off to armored car service personnel. Under the direction of the Assistant Director, the BOA also helps LBS to perform a leadership role in assisting with the internal controls of the Library, including assisting with the review and granting of access/reviewer requests and related documentation and reporting, record retention and assisting with audit responses. Library Business Services is a support unit of 8 career FTE and .75 FTE student assistants responsible for the UCLA Library's budget planning and analysis, accounting oversight, audit response coordination, insurance and risk management, purchasing, billing and accounts receivable, and funds management of state general funds, sales and service, contracts and grants, gifts and endowments, and library materials funds. The unit is also responsible for internal controls and systems access for business operations, and for reviewing and applying University policies and generally accepted accounting principles in library business practices.
Percentage of Time:
100
Shift Start:
8:00 am
Shift End:
5:00 pm
Qualifications for Position
25
Records
Qualifications
Required/Preferred
1. Demonstrated knowledge of Generally Accepted Accounting Principles (especially SAS 114) and their application to purchasing, cash equivalent handling, and interdepartmental recharges.
Required
2. Demonstrated ability to work in a team-oriented work environment that is geared towards excellent customer service, authoritative knowledge, and accurate implementation of policies, regulations, and other fiscal requirements. Demonstrated skill in delivering responsive, professional, and helpful customer service and problem solving to all levels of employees.
Required
3. Working knowledge of multi-fund accounting, including knowledge of restrictions applicable to general funds and an understanding of fund restrictions on other fund groups (sales and service, gift and endowment, contract and grant).
Required
4. Excellent oral and written communication skills to solicit and respond to information and other requests clearly, accurately and concisely including the ability to research and thoroughly comprehend business policies and procedures.
Required
5. Excellent interpersonal skills to establish and maintain cooperative working relationships with other campus departments, library staff and off-campus vendors and customers.
Required
6. Demonstrated ability to hire, train, schedule and supervise a dedicated student employee who will assist with access/reviewing documentation and travel/entertainment and other transactions and documentation.
Required
7. Skill in analyzing problems, finding solutions, and explaining problems and solutions.
Required
8. Demonstrated ability to use sound judgment in decision-making.
Required
9. Demonstrated ability to meet deadlines, set priorities, and follow through on multiple tasks with attention to detail. Skill in managing responsibilities and demands to reflect the relative and sometimes shifting importance of job responsibilities, and to work in a fast-paced environment with multiple projects and demands simultaneously.
Required
10. Skill in working accurately with arithmetic, including addition, subtraction, multiplication, division, and simple percentages, using various tools (calculator, spreadsheets). Skill in working accurately with figures and details.
Required
11. Demonstrated ability to manage and organize a high volume workload; demonstrated ability to work effectively under conditions of frequent distractions and interruptions.
Required
12. Demonstrated advanced working knowledge of Microsoft Office Suite: EXCEL (including pivot tables), WORD, ACCESS (including ad hoc queries) and PowerPoint, and web based transaction/inquiry systems to generate transactions, to research/analyze data and generate reports.
Required
13. Ability to get to work reliably and on time and to be present in the workplace during normal hours.
Required
14. Ability to initiate and maintain cooperative working relationships with co-workers, supervisors, and managers. Ability to work harmoniously as a team player, thrive in a team-based environment, and skill in fostering teamwork among others.
Required
15. Ability to follow directions from supervisors and to provide clear directions to staff and student employees.
Required
16. Skill in preparing for and responding to audit requests.
Required
17. Demonstrated ability to assist customers with air fare commitments (Pre-Trip Authorizations), travel and entertainment, general accounting, relocation requests while remaining in compliance with UC/UCLA/UCLA Library applicable policies and procedures.
Required
18. Working knowledge of UCLA or other university accounting and budgeting policies and procedures; working knowledge of UCLA or other university purchasing, accounts payable and travel/entertainment policies and procedures.
Required
19. Working knowledge of UCLA or other university general and subsidiary ledger system, the web based transaction systems that feed the general ledger, e. g., Financial Journal, Intercampus Transfer s of Funds, Online Transfers of Funds (TOF), BruinBuy Plus, Non-Payroll Expenditure Adjustment Request (NPEAR), Recharge Order Request (ROR), Interdepartmental Recharge, SQDB, Online Monetary Transfers of Funds (MTF), Travel Express and other web-based transaction and report systems.
Required
20. Working knowledge of the UC and UCLA policies and procedures pertaining to cash equivalent handling of checks, credit cards, payment card industry (PCI) standards and compliance, credit card companies, armored car vendors, and banks.
Required
21.Bachelor's degree with a major in business administration, economics, statistics, educational administration, political science or an allied field, and four years of experience in administrative analysis or operations research; or an equivalent combination of education and experience.
Required
22. In-depth knowledge of UCLA BruinBuy Plus, policies and procedures, including those pertaining to requisitions independent contractors, travel, equipment, entertainment, PCard, and relocation.
Preferred
23. Working knowledge of the UC and UCLA policies and procedures pertaining to cash equivalent handling of checks, credit cards, payment card industry (PCI) standards and compliance, credit card companies, armored car vendors, and banks.
Preferred
24. Knowledge of the Library's internal billing systems for recording invoices and payments: Alma, the integrated library system circulation client for payment of replacement fees and past due fines, and LibBill for other products and services.
Preferred
25 General knowledge of UCLA schools and departments and working knowledge of UCLA Corporate Financial Services.
Preferred
Additional Posting Information
Bargaining Unit:
99-Policy Covered
Application Deadline:
03-15-2024
External Posting Date: