Housing Billing Assistant

Job Code: 4722

Job Open Date: 3/14/2023

Application Review Begins: Open until filled

Department Code (Name): CTLR – Business & Financial Services

Percentage of Time: 100%

Union Code (Name): CX (Clerical)

Employee Class (Appointment Type): Career

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Hiring/Budgeted Salary or Hourly Range: The budgeted salary or hourly range that the University reasonably expects to pay for this position is $26.09/hr - $27.32/hr.

Full Salary Range: $26.09-$37.40/hr.

Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University.

Work Location: Student Affairs & Admin Services - 1212

Working Days and Hours: Monday-Friday, 8am-5pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement if applicable: Hybrid

Special Instructions

For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement

In support of the UCSB Mission and UC Statement of Ethical Values, Business & Financial Services is an integral campus and community partner, providing sustainable value-added services and solutions to ensure responsible compliance and stewardship.

Benefits of Belonging

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC

Brief Summary of Job Duties

Using a computerized receivable system known as BARC, provides customer service to students and parents. Assists in financial tasks, such as daily balancing and preparation of financial journals, reconciliation, Registration Payment Processing, Withdrawal/Cancellation of Registration, ARID Setup, Daily Balancing, Account Blocks, Payment Plan Audits, Ad-Hoc Reports, BARC Usage, Private/Agency Loan & Scholarships, Refund Checks, and Financial Aid File review.

Required Qualifications

• High School Diploma or GED.
• 1-3 years of experience in an administrative, clerical, or operations role.
• Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
• Requires good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.

Preferred Qualifications

• UC Experience and/or experience working at an institute of higher learning.
• 1-3 years prior experience working with University Housing preferred.

Special Conditions of Employment

• Satisfactory conviction history background check
• UCSB is a Tobacco-Free environment

Job Functions/Percentage of Time/Duties

• 40% BARC Assistant - Under general supervision, assists with various financial tasks such as preparation of financial journals, reconciliation, Registration Payment Processing, Withdrawal/Cancellation of Registration, ARID Setup, Daily Balancing, Account Blocks, Payment Plan Audits, Ad-Hoc Reports, BARC Usage, Private/Agency Loan & Scholarships, Refund Checks, and Financial Aid File review. Regularly works on tasks that require the exercise of considerable discretion and judgment within defined guidelines and practices to determine appropriate action. Works closely with Office of the Registrar and other campus departments to resolve issues. Applies organization policies and procedures to ensure accuracy and that daily operations run smoothly. Performs analysis and research by gathering information from a variety of sources to troubleshoot and complete projects, assignments, and tasks of moderate scope and complexity. Applies somewhat complex spreadsheet formulas, pivot tables, and similar functions. Compiles and arrays spreadsheets using subject-matter knowledge of the material to ensure data results are consistent with the nature of the data. May analyze trends. Works on sensitive issues, priorities, protocol, etc. Requires thorough knowledge of UC Policy, UCSB registration and person index policies, external regulations, and internal policies.
• 40% Customer Service - Campus Department Support: Responds to inquiries from departments regarding transaction processing on BARC system, including submission of electronic batches &/or on line transaction entry and rejected transactions. Determines problem and provides solution and training. Requires thorough knowledge of UCSB registration policies, FERPA/HIPA policies, UC receivable policies, and in-depth knowledge of BARC system transaction processing. Primary customer service representative for student questions. Assures prompt, courteous, and professional service. Ensures time lines and accuracy of information provided. Researches and evaluates trends and opportunities for improvements to customer service. Volume increases during peak periods of registration deadlines.
• 15% Residence Billing - Informs the Housing Administrative offices of billing deadlines for statement and general ledger processing. Acts as a liaison for billing inquiries in regard to housing transactions, requiring analytical skills to evaluate an account and assist customers. Works with Housing and Residential Services to identify delinquent accounts and assesses late fees based on the analysis of . Acts as a liaison for students with Housing regarding late fees. Requires knowledge, monitoring, and complete and thorough review of BARC accounts to determine appropriate payment application and system processing.
• 5% Student Employee Supervisor - Trains and supervises 4-10 student employees depending on time of year. Develops weekly schedule for students, ensuring adequate coverage during peak processing times. In conjunction with Customer Service Supervisor, hires and evaluates student employees. Delegates work as appropriate and performs follow up to ensure work is completed in appropriate manner. Students are often the first point of contact with the public, therefore supervisor is required to maintain good communication with employees and provide ongoing training as necessary.

Vaccinations Programs – Including SARS-COV-2 (COVID-19)

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs – With Interim Amendments. As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information, please visit:

• UC Santa Barbara COVID-19 Information https://www.ucsb.edu/COVID-19-information
• University of California Policy on Vaccinations – With Interim Amendments https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy
• August 5, 2021 California Department of Public Health (CDPH) Order (Heath Care Worker Vaccine Requirement) https://www.cdph.ca.gov/Programs/CID/DCDC/Pages/COVID-19/Order-of-the-State-Public-Health-Officer-Health-Care-Worker-Vaccine-Requirement.aspx

• Covered Individuals: A Covered Individual includes anyone designated as Personnel, Students, or Trainees under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Opportunity/Affirmative Action Statement

UC Santa Barbara is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Reasonable Accommodations

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