Finance Specialist - Cal Performances (004722) 2023 - 2023
The University of California, Berkeley, is one of the world's most iconic teaching and research institutions. Since 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world. Berkeley's culture of openness, freedom and acceptanceacademic and artistic, political and culturalmake it a very special place for students, faculty and staff.
Berkeley is committed to hiring and developing staff who want to work in a high performing culture that supports the outstanding work of our faculty and students. In deciding whether to apply for a staff position at Berkeley, candidates are strongly encouraged to consider the alignment of the Berkeley Workplace Culture with their potential for success at http://jobs.berkeley.edu/why-berkeley.html.
Application Review Date
The First Review Date for this job is: October 22, 2019.
Cal Performances presents and produces outstanding artists from the Bay Area, the United States, and around the world in performances and community programs which promote excellence, innovation, diversity, education, and community involvement, with the fundamental belief that the arts are vital to our society locally, nationally, and internationally. In support of these goals, Cal Performances is committed to maintaining top-quality programs and facilities for our artists, audiences, the University and community.
Student Musical Activities (SMA) has been an integral part of Cal Performances since 1987. For over one hundred years, the various units that comprise SMA (The Cal Marching Band, The UC Jazz Ensembles, and the UC Choral Ensembles) have served the University through the many contributions of its student members. This organization offers its students many extra-curricular opportunities ranging from performance to musical instruction and training, as well as experience in student leadership and arts administration.
The Finance Department of Cal Performances and Student Musical Activities is responsible for fiscal management and budgetary oversight for these two organizations, representing a combined annual operating budget of over $19 million. Funds are derived from a variety of sources, including earned income, individual and corporate gifts and grants, federal, state and local grants, endowment income and a variety of university-based funding sources. The finance department provides key financial and analytical support for Cal Performances departments, including artistic programming, education and community programs, development, marketing, and communications, box office, operations, facilities, information systems, human resources and administration.
In this capacity, incumbent is responsible for timely and accurate processing of all earned and contributed income for Cal Performances and Student Musical Activities. Income transactions include ticket sales, on-line credits, gift certificates, donations, merchandise and concession sales, and refunds.
Incumbent will review, verify and reconcile daily income batch from the box office and development offices consistent with University and department policies and procedures. Identify discrepancies and notify Chief Financial Officer of significant differences or internal control weaknesses. Assist with research of bad checks and credit card chargeback transactions.
Develop and maintain Cal Performances and Student Musical Activities Department Income Procedures Manual, with particular emphasis on documentation of cash controls. Develop and deliver training to box office cashiers regarding cash handling, check and credit card verification procedures.
This is a mission critical function for Cal Performances. Reviews executed performance agreements and ensure that artist payments are timely and accurate. Confirm income tax withholding at source with California State Franchise Tax Board. As required, calculate final settlement amounts for split deals or other non-standard payment arrangements. Research tax deposit discrepancies as requested by artist agents or accountants.
Rental/Recharge Event Billing
In conjunction with the Operations department, prepare campus and 3rd party event billing statements. Review event files to ensure accuracy and completeness of all income and expense line items and prepare settlement checks, or department recharge journal entries as required.
Procurement & Payment Processing, Department Back-Up Provide back-up coverage for the other Finance Department job duties in the case of vacations, illnesses, leaves, vacant positions, or during peak transaction volume periods such as month end, fiscal year end or when multiple events are scheduled at Cal Performance's venues.
Specific duties include:
Provide full procurement and payment processing services including preparing/processing requests for purchase orders (LVPO, blanket, business contract, membership, entertainment, and general reimbursement), requisitions, procurement card transactions, interoffice charges, travel voucher reimbursements, invoice approval/voucher payment processing and lien closure requests in a timely and efficient manner consistent with University and department policies and procedures.
Work closely with department managers, staff, external vendors, and central campus support units to ensure that requested good and services are received timely in order to meet critical event-driven timelines. In this regard, incumbent is expected to possess strong problem solving, negotiation, persuasion and communication skills as a key partner to the assigned department manager.
In conjunction with other Finance department staff, develop and maintain Finance Department Procedures Manual, with particular emphasis on documentation of financial controls. Develop and deliver department training to department managers regarding University purchasing policy and departmental procedures.
Independently conduct cash audits of Cal Performances and Student Musical Activities box offices. Develop audit report on key discrepancies for Chief Financial Officer and Box Office Manager and identify any internal control weaknesses.
Provides assistance and support as required to the Chief Financial Officer on special projects.
Demonstrated working knowledge of financial applications, including BFS general ledger, CalAnswers reporting, Glacier, and Cal Performances management and financial reporting tools or similar systems in a different context. Demonstrated skills with personal computer/office productivity software applications, including Microsoft Excel, Word, PowerPoint, Project and Adobe Acrobat or equivalent. 'Familiarity with Tessitura and/or ArtsVision or other Arts management systems strongly preferred.
Accuracy and careful attention to detail in a high volume, interrupt-driven environment is required. Ability to perform multiple assignments simultaneously, prioritizing tasks with competing deadlines, and under minimal supervision.
Demonstrated cash handling skills and knowledge of financial controls, including Payment Card Industry (PCI) compliance is required.
Working knowledge of international and domestic entertainer/performer non-resident withholding tax regulations is preferred.
Demonstrated working knowledge of University fund accounting policies and procedures or equivalent work experience in a non-profit or public sector work environment or equivalent education.
Demonstrated ability in providing excellent customer relations, using quality service techniques, including negotiation and persuasion skills is required in order to interact successfully with arts-focused department managers and staff, external vendors, and central campus support staff. Perform research regarding best practices of similarly situated organizations (both within the Berkeley campus, other UC campuses, and other major university art presenting organizations) and analyze/recommend changes to existing processes.
Initiative and ability to work independently and as part of the Cal Performances Finance Team to achieve overall University and organizational objectives.
Analytical and investigative skills to collect data/information, analyze and interpret, and prepare conclusions and recommendations.
Prior exposure to or willingness to learn about budgeting/forecasting techniques.
Excellent interpersonal and oral and written communication skills.
Experience, appreciation, or familiarity with performing artists and art forms preferred.
Occasional overtime required.
Salary & Benefits
For information on the comprehensive benefits package offered by the University visit:
This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.
The University of California was chartered in 1868 and its flagship campus - envisioned as a "City of Learning" - was established at Berkeley, on San Francisco Bay. Today the world's premier public university and a wellspring of innovation, UC Berkeley occupies a 1,232 acre campus with a sylvan 178-acre central core. From this home its academic community makes key contributions to the economic and social well-being of the Bay Area, California, and the nation.