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#92093 Purchasing and Fiscal Assistant

Filing Deadline: Mon 2/26/2018

UCSD Layoff from Career Appointment: Apply by 02/14/18 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor. Eligible Disability Counseling and Consulting services (DCC) or Special Selection clients should contact their Vocational Rehabilitation Counselor for assistance.


Under the general supervision of the Administrative Support Team Supervisor for the UC San Diego Library, the candidate will purchase supplies and equipment and maintain documents and reference materials for Library Programs. The Administrative Assistant may monitor the Enterprise Service Program budgets and maintain accurate and complete records of program financial activities; reconcile records with FinancialLink reports; monitor balances, analyze trends, review encumbrance ledgers, drop liens as necessary, project expenditures, prepare periodic status reports and participate in fiscal closing activities.

Independently responsible for submitting Express Card and Marketplace orders and analyzing and verifying the appropriateness of purchases, ensuring receipt of all supporting documentation and interpreting vendor issues/problems. Provide ongoing recommendations and solutions. Verify appropriate tax is charged and make changes as needed. Independently research, verify and reconcile all purchasing and travel expenses for the Library, ensuring compliance with agency requirements and campus policies. Serve as back-up to the Express Card tool.

The successful candidate must be able to review departmental invoices, initiate and maintain all purchasing accounts and records, prepare interim reports and perform final closeout of purchasing accounts. Initiate iRequests and track program inventory controls. Maintain filing systems (both physical and electronic); answer phones; order department supplies as needed. Pick up, sort and distribute incoming/outgoing university mail and assist with on-campus event planning and management.


  • Demonstrated experience processing purchasing orders, communicating with vendors and verifying invoices for accuracy and payment.

  • Proven experience monitoring and reconciling budgets and expenditures; knowledge of standard accounting principles.

  • Expert knowledge of email, calendaring, databases, word processing, spreadsheets, presentation, and HTML composition software.

  • Excellent interpersonal skills.

  • Ability to work as part of a team, to independently and willingly assist in other areas as needed, and to perform non-routine duties.


  • Skills in web design and editing skills and knowledge of content management systems.

  • Working knowledge of web authoring tools and graphics applications.

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, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

Payroll Title:
UC San Diego Library
Hiring Salary Range
$16.24 - $22.52 /hour
Appointment Type:
Appointment Percent:
CX Contract
Total Openings:
Work Schedule:
Days, 8 hrs/day, Mon-Fri