Job Details
Position Title:
HR Fiscal Operations Specialist
Position Type:
Regular
Hiring Range:
$29.38 - $33.77; commensurate with experience
Pay Frequency:
Hourly
POSITION PURPOSE
Under the direction of the Senior Director, HR Operations, the HR Fiscal Operations Specialist provides accounting and HR transactional support for the Department of Human Resources. The HR Fiscal Operations Specialist is responsible for a wide range of duties which include, but are not limited to, accounting, account reconciliation, budgeting, bill paying, data analysis, planning, reporting, and developing internal procedures. The position also provides input on strategic planning and managing of University's benefit budget and departmental operating budget.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Budgeting and Planning
- Responsible for preparing and monitoring departmental and individual functional area budgets
- Monitor financial accounts, redistributing resources when appropriate
- Assist in developing strategic financial planning reports and recommendations
- Prepares and present monthly and quarterly HR functional area expense and budget reports
- Ensure all HR operational expenditures are classified and posted to GL properly and work with HR managers to reconcile discrepancies
- Track and maintain HR's restricted (salaries') budget
- Assist with the preparation and review of the annual University's benefit budget proposal and multi- year budget projections.
- Responsible for monitoring University's benefits budget and preparing quarterly reports
Invoice and Bill Review and Processing- Serves as the main HR point of contact for all inquiries related to benefits bills and vendor invoices
- Responsible for the review and timely payment of all benefits related bills and invoices
- Reconcile benefit related bills with HR records to ensure bills or invoices include proper charges, and work with benefits staff to resolve discrepancies and take corrective actions
- Responsible for timely preparation, submission, and tracking of all benefit wire fund transfers
- Process and track all operational related bills and payments, including utility bills, for the department
- Review and process employment tax related payments, including unemployment quarterly payments
- Develop and maintain bill processing procedure documentation
- Process and ensure timely delivery of all third party payroll related payments including garnishments
- Provide support to HR senior leadership team with expense reimbursement processing and related reports
Year-end and Account Reconciliation- Responsible for the monthly reconciliation of all benefit and payroll related GL accounts
- Works with University Finance Office to ensure account reconciliations are completed per General Accepted Accounting Principles and University guidelines
- Develop procedures and controls related to fiscal issues and keep Sr. Director, HR Operations abreast
- Prepare quarterly account reconciliation reports and coordinate quarterly meetings with University Finance Office
- Prepare year-end account reconciliation summary for University Finance Office and external auditors as needed
- Communicate and collaborate with Finance Office and other operations groups as needed to resolve issues and/or to increase efficiency of processes and operations.
- Assist with internal and external audits including, 401a and 403b, fiscal year-end, NCAA, and Worker's Comp audit as needed
Other duties as assigned.Perform other job related duties as assigned by HR senior leadership team.
PROVIDES WORK DIRECTION Provides work direction to student assistants as needed.
QUALIFICATIONSKnowledge, Skills and AbilitiesProficient working knowledge of double-entry accounting: debits , credits, accruals, etc., required
Advance knowledge and extensive experience with spreadsheets and word processing
General accounting principles and math proficiency
Demonstrated strong analytical and problem resolution skills with attention detail
Experience with automated financial system. Knowledge of Workday and reporting tools highly desirable.
Excellent organizational and communication skills.
Commitment to customer service both internal and external to the department
Ability to handle confidential information with discretion, and to exercise sound judgment in responding to the public
Education and/or Experience BS in Business Administration or equivalent required, BS in Accounting or Finance preferred.
Minimum of 3 years of progressive work experience in budgeting, fiscal operation or accounting. Experience working with automated financial system in higher education environment preferred.
PHYSICAL DEMANDSThe physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.
- Considerable time is spent at a desk using a computer terminal
- May be required to travel to other buildings on the campus
- May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations
- May be required to occasionally travel to outside customers or vendors.
- Ability to lift and move moderately heavy objects, up to 50 pounds safely
WORK ENVIRONMENTThe work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.
- Typical office and computer lab environment
- Mostly indoor office environment with windows
- Offices with equipment noise
- Offices with frequent interruptions
EEO StatementEqual Opportunity/Notice of NondiscriminationSanta Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Applications from members of historically underrepresented groups are especially encouraged. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, see
COVID-19 StatementThe health and safety of the University community is a top priority. The University strongly recommends that all employees are fully vaccinated for COVID-19 as the vaccination and boosters are safe, effective tools that significantly minimize the chances of serious illness and hospitalization. Please contact Human Resources if you have any questions.
TelecommuteSanta Clara University is registered to do business in the following states: California, Nevada, Oregon, Washington, Arizona, and Illinois. Employees approved to telecommute are required to perform their work within one of these states.
Title IX of the Education Amendments of 1972Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. Information about Title IX can be found at www.scu.edu/title-ix. Information about Section 504 and the ADA Coordinator can be found at (408) ###-####, ...@scu.edu. Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR).
Clery Notice of AvailabilitySanta Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website . To request a paper copy please call Campus Safety at (408) ###-####. The report includes the type of crime, venue, and number of occurrences.
Americans with Disabilities ActSanta Clara University affirms its commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources, and 408-###-#### and request to speak to Indu Ahluwalia by phone at 408-###-#### or by email at ...@scu.edu.