Finance Specialist - Cal Performances (004722) - 6338
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Application Review Date
The First Review Date for this job is: March 14, 2020.
Cal Performances of University of California, Berkeley is recruiting a Finance Specialist.
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 $20 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 fine arts programming, education and community programs, public relations, publications, development, marketing, box office, operations, facilities, information systems, human resources and administration.
This position is a key member of the Finance Department for Cal Performances and Student Musical Activities and is primarily responsible for procurement and payment processing for the departments. In this capacity, the incumbent acts as a first line resource for department managers regarding university purchasing, travel & entertainment, professional services contracts, risk management and insurance, and real estate policy and procedures. The incumbent also assists with key reconciliation/financial control and related activities, and will assist to the Chief Financial Officer with budget, quarterly forecasts, and monthly reports and analysis as required.
*Denotes essential functions
Procurement & Payment Processing
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 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.
*Responsible for execution of back end financial controls for Cal Performances. Independently review and reconcile the following key accounts on a monthly basis:
BFS income accounts v. Cal Performance's ticketing/donor management system;
Pending gift accounts for Cal Performances and Student Musical Activities;
Journal transfers from UC Berkeley Foundation;
BFS ledger activity for payroll related expenditures;
Interoffice charges by recharge vendor;
Postage stamp inventory; and
Other accounts identified as high risk by the Chief Financial Officer.
*For each of the above, research key discrepancies as appropriate and report any identified control weaknesses to the Chief Financial Officer.
*Manages Cal Performances and Student Musical Activities department-specific BFS ledger codes. These codes are used internally to track event profitability (Chartfield 1) and provide functional income and expense detail (Chartfield 2) unique to a performing arts organization.
Budget, Forecast & Reporting Assistance
*Assist the Chief Financial Officer with development of Cal Performances and Student Musical Activities annual operating budgets and quarterly forecasts and distribute monthly ledger spending reports. Assist the Chief Financial Officer with developing grant proposal project budgets and interim and/or final financial reports to grant making agencies.
*Assist with implementation of a new management reporting process, design for which is currently underway. Implementation is targeted for the 2021 - 2022 fiscal year.
*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 in Cal Performances venues.
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 working knowledge of financial applications. Working knowledge of campus systems such as BFS general ledger, CalAnswers, and other campus financial applications, preferred. Demonstrated skills with office productivity software applications, including Microsoft Office and Google G-Suite applications;
Demonstrated working knowledge of specific campus requirements for professional services and consultant agreements, vendor purchasing contracts, insurance requirements, and transportation service contracts;
Knowledge of current customer relations and quality service techniques, including negotiation, persuasion and strong communications skills is required in order to interact successfully with arts-focused department managers and staff, external vendors, and central campus support staff;
Ability to develop and deliver brief training sessions for staff and managers regarding campus financial and administrative systems procedures and internal Cal Performances and Student Musical Activities-specific processes;
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;
Initiative and ability to work independently and as part of the Cal Performances Finance Team to achieve overall University and organizational objectives;
Knowledge of financial controls framework, both theory and practice, in a university setting;
Analytical, investigative and problem-solving 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 artists and art forms strongly preferred;
Ability to successfully pass background investigation and be fingerprinted; and
Occasional overtime required.
Salary & Benefits
For information on the comprehensive benefits package offered by the University visit:
Please submit your cover letter and resume as a single attachment when applying.
Conviction History Background
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.