Career Center

Administrative Specialist

Location: Santa Cruz
Job ID: 37518

JOB POSTING

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NOTIFICATIONS

UC Vaccination Policy: With limited exceptions, COVID-19 vaccinations are required for Covered Individuals under the Policy. Covered Individuals include all employees, students, or trainees who physically access a University facility or program in connection with their employment, appointment, or education/training.

Covered Individuals do NOT include employees who work 100% remotely with NO expectation that they will physically access any University location or program at ANY time. If 100% remote work ends, the employee is subject to policy.

 

INITIAL REVIEW DATE (IRD)

UC Santa Cruz staff jobs are posted until filled. Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. NOTE: Materials submitted after the IRD will be forwarded only at the request of the hiring unit. Submit your materials before the IRD to ensure consideration by the hiring unit.

The IRD for this job is: 07-05-2022

 

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

 

DEPARTMENT OVERVIEW

Risk and Safety Services (RSS) is a multi-operational unit within the Business and Administrative Services Division of the University of California, Santa Cruz. RSS delivers a wide variety of programs and services to support campus wide safety and emergency response for incident management.  Departments include;  Risk Services, Environmental Health and Safety, Office of Emergency Services, Transportation and Parking Services and University Police.

More information can be found here: police.ucsc.edu

 

JOB SUMMARY

Under the general supervision of the Administrative Manager, the Administrative Specialist provides administrative support in areas that are essential to the operations of the Police Department: purchasing, facilities, payroll/personnel, fiscal and provide general administrative assistance to departmental staff. 

The Administrative Specialist serves as the liaison with various campus departments, other units on campus, other campuses and outside agencies regarding purchasing, facilities, payroll/personnel, fiscal and administrative support. The incumbent is expected to independently initiate work, resolve problems, implement solutions and keep the Administrative Manager apprised of changes or problems.

This is a professional staff (non-sworn) position in the UC Santa Cruz Police Department. A high level of awareness, diplomacy and sensitivity is critical with this position. The ability to positively interact with Police Department employees, University officials, staff, faculty, students, community members, visitors, and professionals from other government agencies is required of incumbents to develop, maintain, and successfully perform in this customer service position.   This position plays a critical function in the criminal justice system, and is a very critical position within the UC Santa Cruz Police Department.  The position is considered an essential worker under the government code.

 

APPOINTMENT INFORMATION

Salary Information: Salary Range: $28.34 - $30.97. Salary commensurate with skills, qualifications and experience.

No. of Positions: 1

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri (Occasional weekends)
• Shift Includes: Day (Occasional evenings, nights, swing).

Employee Classification: This is a Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: CX

Job Code Classification:  004263 - ADMIN OFCR 2 CX

Travel:   Up to 25% of the time

 

JOB DUTIES

40% - Purchasing Administration

• Research technical and specialized equipment purchases; order equipment and supplies ensuring adequate stock.
• Purchase approved supplies and services.  
• Prepare BANNER forms (e.g. pre-requisitions, direct payment, purchase authorization, travel request, etc.) 
• Renew annual Purchase Orders 
• Close open encumbrances when purchase transactions are completed, or quarterly.
• Gather and analyze financial and other resource data; prepare reports or analyses of operational activities, evaluate current and proposed services. Resolve problems with vendors or campus units regarding purchases.  
• Function as a resource on issues such as researching complex financial discrepancies, escalated customer service problems and vendor concerns.
• Maintain departmental files related to general ledger transactions.  
• Assist with travel arrangements for employees; explain policies to employees and ensure adherence to travel policy.
• Prepare travel advances and post travel expense reports, verify expenses, provide the campus with all necessary/required back-up information and documentation.  
• Administer the Petty Cash fund, balancing and reporting expenses as required by campus regulations.

20% - Fiscal Support

• Maintain data bases used for tracking payroll, overtime, recharges, uniform allowances, and other departmental expenses. Conducts trend analysis and makes recommendations. 
• Process recharges and journal entries for planned and unplanned events ensuring that forms have been submitted; verify accuracy of charges and resolve problems associated with payment or billing. 
• Verify charges from other departments (e.g. Information Technology Services (ITS), Fleet Services, Physical Plant) and vendors. 
• Monitor the general ledgers ensuring expenditures are accurate, revenues are received, and proper account numbers and activity codes have been used. Resolve discrepancies in a timely manner.
• Adhere to campus financial and personnel policy and communicate with managers on options for action and compliance.
• Train staff on new procedures and policy implementation.
• Assist unit staff with understanding of and compliance with University policies and procedures.
• Assist with budget preparation, expenditure tracking, recharge proposal development and review.
• Assist with Fiscal Closing activities as assigned.
• Bill other agencies for mutual aid support, workshop charges, and other services performed by the department.
• Deposit funds into appropriate accounts adhering to campus and University of California Office of the President (UCOP) policies.
• Maintain departmental files and records in accordance with disposition guidelines. 

20% - Payroll / Personnel

• Accurately apply human resources policies and procedures, collective bargaining agreements and communicate to staff as needed to facilitate compliance in accurately applying time and attendance policies.
• Apply the unique time keeping requirements for sworn personnel using campus manuals, Police General Orders and University-wide Police Policies and Procedures manual and communicate to staff as needed to facilitate compliance in accurately applying time and attendance policies.
• Perform duties of the Time Sheet Coordinator, updating employee schedules within CruzPay, adhere to deadlines for submission of time sheets, leave records and supporting documentation. Collect and verify the accuracy of the documentation and then submit the information within campus deadlines. 
• Serve as a liaison with Staff Human Resources to reconcile employee time and attendance reporting by using the web-based enterprise time and attendance system (CruzPay) or other approved reporting systems. Research and resolve discrepancies, problems relating to proper completion, collection and retention of time records.
• Maintain and manage personnel files relating to department time reporting, and other fiscal matters.  
• Prepare forms for recruitment, separation, or promotion of personnel.  
• Prepare new hire packet for supervisors.  Ensure that all forms have been properly completed and forwarded to the Administrative Manager in a timely manner.
• Assesses and recommends changes to maintain compliance with federal and state requirements and internal policies.
• Compile data and records as requested during various audits. Ensures accuracy of records and financial file and that all appropriate documentation and authorizations are maintained for compliance with federal and state agencies and university regulations.

10% - Customer Service / Student Support / Communications 

• Provide administrative support to Administrative Manager, Chief and Lieutenant in the areas of correspondence, scheduling meetings, reserving meeting space, liaison and problem solving.   
• Ensure guests and visitors are routed to the appropriate department and issue visitor badges as required. 
• Lead and train student ambassadors/interns. 

5% - Facilities / Equipment Inventory / Space Planning 

• Administer facilities and space logistics and manage equipment needs. 
• Maintain equipment inventory list issued by Material Control, and perform yearly inventory.  
• Track maintenance schedules for specialized equipment; arrange for repairs and maintenance. Anticipate needs and delivery of services.  
• Surplus unused equipment working with Sales and Surplus to ensure the best price is received for specialized equipment.  
• Maintain a list of departmental equipment.   
• Work with supervisors within the department to issue equipment to employees; maintain a list of equipment issued to individual employees and ensure all equipment is turned in when an employee separates. 
• Develop systems for storage of equipment; ensuring proper care is taken of departmental goods.  
• Ensure the departmental vehicles are registered with the California Department of Motor Vehicles (DMV) on time. 
• Work with Fleet Services to resolve administrative type problems with the department vehicles. 
• Track keys issued to the Police Department and keys issued by the Police Department. 
• Prepare Physical Plant work orders as requested and follow up on work being done. 
• Train and provide Department Ergo Assessments for the ErgoCruz Program to all staff. 

5% - Other Duties

• Report to work during emergencies or critical incidents.
• Collect and maintain data required by the Federal Emergency Management Agency (FEMA), California Offices of Emergency Services, and the university.
• Locate and procure emergency supplies.
• Provide administrative and logistical support to the Administrative Manager and Chief of Police in the Emergency Operations Center (EOC).
• Provide administrative support for special events and critical incidents (e.g. Purchasing, Material Management, college CPSs and CAOs, Physical Plant, and Housing, etc.)
• Follow the UCSC Principles of Community.
• Travel for training and meetings within the State of California.
• Perform other duties as assigned by supervisor.

 

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training.
• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally. Demonstrated ability to communicate effectively orally. 
• Solid communication and interpersonal skills to communicate effectively with all levels of staff in writing. Demonstrated ability to communicate effectively writing; ability to produce memos, reports, and letters and email correspondence in a clear, concise, logical and grammatically correct manner. Proficiency in the use of English grammar, spelling and punctuation skills.
• Solid organizational skills and ability to multi-task with demanding timeframes.
• Ability to use discretion and maintain confidentiality.
• Ability to conduct complex financial transactions in fast-paced environment.
• Knowledge of standard accounting principles, practices and terminology.
• Substantial experience working in a customer service driven, dynamic environment with rapidly shifting priorities, heavy workload and frequent interruptions.
• Ability to interact in a professional, friendly, courteous manner with the campus community and public.
• Demonstrated filing, recordkeeping and forms processing skill, and the ability to develop and maintain accurate and legible records with strict attention to detail. Excellent record keeping skills with strong attention to detail and a high degree of accuracy.
• Excellent computer skills with the ability to learn new applications as needed. Expertise using spreadsheet applications, word processing software and database systems. Demonstrated experience using software such as Word, Excel, email, calendar, and other computer programs to produce documents, forms, reports, statistical information, and spreadsheets. Working knowledge of common organizational and other computer application programs.
• Demonstrated ability to effectively and tactfully interact with diverse groups of people and work effectively in a team situation.
• Ability to be impartial and objective with persons of various backgrounds and personalities.
• Demonstrated ability to read, and apply complex regulations, policies and control principles.
• Demonstrated ability to listen effectively and speak in a clear concise manner sufficient to obtain information, explain policies and procedures and provide instructions and directions.
• Demonstrated ability to solve problems and work independently, using good judgment.  Ability to use sound judgment in responding to issues and concerns.
• Demonstrated numerical, and problem-solving skills sufficient to research issues and develop and recommend solutions.
• Knowledge of standard office practices, procedures and methods including the operation of common office equipment.

 

PREFERRED QUALIFICATIONS

• Familiarity working for a public university.
• Experience with campus financial system (Banner/FIS), UC Path, Purchasing system (CruzBuy) and Campus Data Warehouse systems. 
• Experience working in a University law enforcement environment.
• Ability to complete Journal entries other financial transactions.

 

SPECIAL CONDITIONS OF EMPLOYMENT

• Employee will be a staff member of the UC Santa Cruz Police Department and therefore must pass a thorough background investigation of personal and work history, including a fingerprint check of criminal history, post-offer medical and psychological exam, and a credit check, and possess a valid California driver's license. As part of the background investigation process, you may be subjected to a detection of deception examination, such as a voice stress analysis to verify the truthfulness of information that applicants have provided on the PHS and to the background investigator directly.
• Must possess a valid high school diploma or GED.
• Must possess a valid license to drive in the State of California and participate in the Department of Motor Vehicles (DMV) Pull Notice.  
• Ability to operate a University vehicle safely and legally.
• Per the Dependent Adult Abuse Reporting Act, this position has been identified as a mandated reporter pursuant to the California Welfare and institutions Code, Section 15630 and 15632. 
• This position has been identified as a Campus Security Authority as mandated by the Clery Act.
• Ability to safely perform the physical requirements necessary in storing and moving materials. Lift light to moderate objects up to 40 lbs. with or without accommodation.
• Ability to regularly stand, walk and sit for extended periods of time.
• Must abide by the Police Department dress and grooming standards and policies.
• Ability to work overtime including evenings, nights, weekends and holidays to meet operational needs and work an alternate work schedule shift as required.
• Ability to report to work during emergencies or critical incidents.
• Ability to satisfactorily complete required training classes and courses to keep abreast of new laws and regulations, as well as keep skill set up to date.
• UCSC is a smoke and tobacco free campus effective January 1, 2014. Smoking, the use of smokeless tobacco products, and the use of unregulated nicotine products (e-cigarettes) will be strictly prohibited on any UCSC owned or leased property, indoors and outdoors, including parking lots and residential space.
• The University of California has implemented a COVID-19 Vaccination Policy covering all employees. To be compliant with the policy, covered employees must submit proof of vaccination or have an approved exception or deferral, eight (8) weeks from date of hire.
• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.

 

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

 

HOW TO APPLY

Attach your resume and cover letter when applying for this job opening. Do not attach any documents to 'My Activities'. Visit our How to Apply tutorial for detailed instructions on our applicant process.

 

EEO/AA

The University of California is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.



APPLICANTS ARE REQUIRED TO USE THE UCSC ON-LINE PROCESS
View full job description and access on-line application:
https://careerspub.universityofcalifornia.edu/psp/ucsc/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=11&JobOpeningId=37518&PostingSeq=1

To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; https://jobs.ucsc.edu. A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.





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