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Finance: Accounts Payable/Accounts Receivable
Procurement & Accounting Specialist - University of California, Berkeley (Berkeley, CA)

The Department of Intercollegiate Athletics consists of more than 275 staff members and coaches and sponsors 30 varsity sports programs.  These 30 programs include more than 850 student-athletes who participate in the various sports programs annually within the National Collegiate Athletics Association (NCAA).  We are currently seeking a Procurement & Accounting Specialist who will work within the department’s Business Office.

Description of Position: 

This position involves the oversight, servicing and some processing of a variety of operational and financial transactions. These include: procurement, accounts payable, reconciliation, data collection, analysis, review and control, customer servicing, cashiering, accounts receivable, and reporting.  This position ensures timely procurement request review and processing, receipt and payment of all invoices, and resolves issues with other campus departments (disbursements, procurement, etc).  They manage moderately complex issues with vendors, correct accounting errors, and reconcile monthly charges from campus entities. They also work with campus stakeholders to streamline information processing and with department end users to follow agreed-upon procedures. 

Responsibilities:

  • Reviews procurement requests to ensure all requisition information is accurate, complete and complies with policy and funding requirements. Submits procurement requests to Campus Shared Services and follows up to answer questions and get additional information if needed.
  • Collects invoices, invoice approvals, reviews, and matches up all invoices to ensure processing and payment. Provides approvals on all invoices that will be sent to Disbursements for processing. For larger accounts, tracks payments, collects open invoices and keeps in regular contact with these vendors. Performs internal checks to ensure timeliness of such payments.
  • Serves as primary point of contact with Campus Shared Services on work questions, transfer of work, receipt of work, coding questions and work process issues.
  • Serves as Department point of contact on payment issues with internal and external clients.
  • Develops, documents, and implements procedures for financial activities to ensure that the unit is running as efficiently and effectively as possible. Assists with year-end and month-end reconciliation and in tracking year-end expenses and revenues. Assists with year-end audits.
  • Assists with month-end reconciliation of campus recharges, Corporate Card charges, advanced travel checks and charge backs as needed.
  • Reviews work from Campus Shared Services (purchase requisition, travel and entertainment) and serves as approver for BluCard transactions where needed. Ensures all items are fully completed, including the addition of coding, and documentation for timely payments.
  • Assists with the processing of various urgent payables and also collects and provides chart string information for miscellaneous cash and checks. Facilitates payment from 3rd party vendors. Performs correction journals on an as-needed basis.

Required Qualifications:  

  • Bachelor’s degree in related area and/or equivalent experience/training.
  • Thorough knowledge of financial processes, policies and procedures.
  • Knowledge of financial data management and reporting systems and understanding of general procurement requisition process.
  • Must be proficient in use of Microsoft Office and common desktop/web applications.
  • Strong interpersonal skills, analytical skills, service orientation, active listening, critical thinking, attention to detail, ability to multi-task in a high volume environment, organizational skills, effective verbal and written communication skills, sound judgment and decision-making; ability to develop original ideas to solve problems.
  • Proactive with vendors and end users to maintain efficient payable schedules.

Preferred Qualifications:

  • Current knowledge of applicable rules and standards of the Pac-12 Conference, the National Collegiate Athletic Association (NCAA), as well as other associations and agencies to which the Berkeley campus of the University of California adheres.
  • Experience with Berkeley Financial System (BFS) and BearBuy, Berkeley’s “Procure to Pay” system.
  • Experience in an Intercollegiate Athletics environment.

For more information on our department, please visit www.calbears.comThe University of California, Berkeley is an Equal Opportunity/Affirmative Action Employer. This position has been designated as sensitive and may require a Criminal Background Check. We reserve the right to make employment contingent upon successful completion of a Criminal Background Check. 

It is mandatory that you apply for this position on the Berkeley Jobs Website, the job number for this position is #23647.  If you click “Apply Now” at the bottom of this listing, you will be asked to sign in through Teamwork Online. Once you have logged in to their site, you will be rerouted to Berkeley Jobs to submit your application. Please include a cover letter, resume, and three references submitted as a single attachment with your application. 


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Finance: Accounts Payable/Accounts Receivable
Business Office Intern - University of California, Berkeley (Berkeley, CA)

The Department of Intercollegiate Athletics consists of more than 275 staff members and coaches and sponsors 30 varsity sports programs.  These 30 programs include more than 850 student-athletes who participate in the various sports programs annually within the National Collegiate Athletics Association (NCAA).  We are currently seeking a Business Office Intern.

Description of Position: The Business Office Intern position will assist in the processing of all Athletics’ procurement requests, reconciliation of the Department’s corporate card statements and preparing travel and entertainment reimbursements. The Business Office Intern will develop skills in navigating the purchasing and reimbursement request process as well as learn about and help to enforce cost containment strategies, aid coaches and staff in maintaining their operating budgets, and reconcile all expenses and invoices associated with business travel & entertainment.  

Responsibilities:

  • Review all Athletics’ travel and entertainment reimbursement requests - verify receipts submitted, obtain necessary signatures, attach receipts, photocopy, submit to Campus, and follow up to answer questions and get additional information, if needed.
  • Aid in monthly corporate card reconciliation process, including reviewing all transactions, verifying all receipts are turned in, obtaining any additional documentation or approvals, and conducting follow-up as needed.
  • Assist with reviewing Athletics’ procurement requests – confirms all requisition information is accurate, complete and complies with policy and funding requirements. Submits to Campus, and follow up to answer questions and get additional information if needed.
  • Learn and enforce proper purchasing and travel & entertainment policies. 
  • Assist with monitoring the return and reporting of advances in compliance with NCAA, Pac-12, Department, and UC policy. 
  • Maintain accurate records/files of all reimbursement requests, corporate card receipts and purchase requests.
  • Communicate effectively with department staff, outside vendors, and other units on Campus to solicit required information.
  • Other administrative duties as assigned.

Required Qualifications:

  • Excellent computer skills.  Must be proficient in use of Microsoft Office and common desktop/web applications.
  • Exceptional communication skills, both written and verbal. 
  • Self-motivated to work effectively and efficiently.
  • High level of confidentiality.
  • The ability to problem solve, multi-task, handle and prioritize a heavy workload, and perform under pressure. 
  • Organized and detail oriented. 
  • Must maintain current knowledge of applicable rules and standards of the Pacific-12 Conference, the National Collegiate Athletic Association (NCAA), as well as other associations and agencies to which the Berkeley campus of the University of California adheres, and, at all times avoid any and all violations of these rules and standards.

Preferred Qualifications:

  • Completed Bachelor’s degree or fulfilling final credits required to complete Bachelor’s degree. 
  • Master’s degree candidate preferred. 
  • Understanding of procurement request software and requisition workflow.
  • Working knowledge of financial processes, policies, and procedures.

For more information on our department, please visit www.calbears.comThe University of California, Berkeley is an Equal Opportunity/Affirmative Action Employer. This position has been designated as sensitive and may require a Criminal Background Check. We reserve the right to make employment contingent upon successful completion of a Criminal Background Check. 

It is mandatory that you apply for this position on the Berkeley Jobs Website, the job number for this position is #23600.  If you click “Apply Now” at the bottom of this listing, you will be asked to sign in through Teamwork Online. Once you have logged in to their site, you will be rerouted to Berkeley Jobs to submit your application. Please include a cover letter, resume, and three references submitted as a single attachment with your application. 


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