Job No: 535573
Work Type: Staff
Location: East Bay
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time
Salary and Benefits
PLEASE NOTE: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $3,518.00 per month to $6,791.00 per month.
Cal State East Bay offers a broad range of benefits that includes medical, dental, vision, retirement (CalPERS), 401k, 457, 403(b), dependent and health care reimbursement accounts, life insurance, vacation and sick, 14 paid holidays, one personal holiday and tuition fee waiver.
For more information on the benefits program, please visit our benefits website. The CSU Total Compensation Calculator demonstrates the significance of our benefits package.
This position may be eligible to participate in the Cal State East Bay hybrid telecommute program subject to management approval.
Administrative Analyst/Specialist - Exempt II
About Cal State East Bay
Cal State East Bay's beautiful main campus is located in the Hayward hills with panoramic views of the San Francisco Bay shoreline. Situated above the city of Hayward, the campus offers an ideal setting for teaching and learning and yet easy access to the many cities along the bay. The University has a satellite campus in Concord, a professional development center in Oakland and a significant presence online. Founded in 1957, Cal State East Bay is one of 23 universities of the California State University system (CSU). Cal State East Bay is recognized as a regionally engaged and globally oriented university with a strong commitment to academic innovation, student success, engaged and service learning, diversity, and sustainability.
About the Position
Under the supervision of the Director of Business Operations and Development, the Budget Analyst is responsible for technical and analytical budget analyses and related work required to administer the Facilities Development & Operations (FD&O) budget of over $11 million and the utility budget of $7 million. Responsibilities include but are not limited to: the development of annual and mid-year budgets and reporting, processing budget transfer requests, tracking purchase orders, and processing invoices and check requests. This position provides financial oversight and recommendations to the Director of Business Operations and FD&O Management regarding FD&O operational budgets and expenditures. The Budget Analyst coordinates the budgets to monitor, track, and verify funding sources and account numbers, validate expenses with project and service managers, and facilitate various budget logistics. This position provides complete monthly, quarterly, and yearly reports for budget review and customized reports as requested.
Department Budget and Expenditure Coordination:
- Monitor all expenditures on a weekly basis to ensure they are accurately recorded, appropriate, and to ensure they do not exceed budgeted amounts.
- Work collaboratively with Financial Services departments on reconciling budget and expense transfers.
- Participate in the monthly FD&O update meeting to review and provide an overview of budget and expenditures.
- Meet monthly with individual managers to review expenditure trends and budget updates.
- Reconcile budget at year-end to ensure all entries are appropriate, accurate, and posted in the correct accounts.
- Work with managers to coordinate, prepare, and update their respective service unit budgets for semi-annual and annual submissions.
- Provide recommendations on budget and forecasting to support management decisions and department needs.
- Coordinate the submissions of quarterly budget reports and presentations to Financial Services.
- Assist the Business Operations Director with budget analysis and forecasting reports.
- Assist Business Operations in coordinating quarterly budget review meetings with Financial Services.
- Work with general accounting during the fiscal year-end close process to ensure that actual expenditures and encumbered amounts are reflected appropriately.
- Regularly review and analyze open purchase orders and request fund transfers as necessary.
- Anticipate pending invoices and change requests, keeping funds on budget. Recommend necessary budget augmentation requests to ensure there is adequate project funding.
Invoice and Overtime Processing:
- Process the department's accounting transactions and payments to ensure transactions are posted accurately to account numbers, properly recorded, documented, and monitored throughout the fiscal budget year.
- Ensure labor and overtime hours from services, calls, and projects are accurately recorded and funds transferred accordingly.
- Process approved invoice payments to ensure the department complies with payment terms.
- Process budget and expense transfers and ensure transactions are completed within the fiscal budget year.
- Collaborate with Planning Design and Construction (PDC) and the WorkFlow to capture all labor overtime and ensure accurate expense transfer of charges.
- Process check requests as needed.
- Work with FD&O managers to compile and create requisitions for FD&O annual service contracts and coordinate with Procurement to ensure that purchase orders are in place before the start of the fiscal year.
- Collect all required scope of work, vendor data records, and certificate of insurance from assigned managers and submit requisitions.
- Work with vendors to ensure that all quotes, scopes, rate sheets, and certificates of insurance are accurate and up to date.
- Work with the Procurement Office to ensure requisitions, change order requests, contract change orders, and contract adjustments are properly prepared, approved, and processed with appropriate supporting documents.
- Provide direction and support to managers on financial reporting and data, control and manage their budgets and expenses, and fulfill budgetary requirements.
- Work cooperatively with managers, accounting staff, procurement personnel, and other university staff to provide information and to create reports for state agencies.
- Prepare monthly financial tracking reports for purchase orders and overtime expenditures.
- Provide a monthly review of operations and maintenance expenditures to ensure expenses are properly reported and charged to the correct account numbers and tracked.
Manage and Analyze Financial Data:
- Provide budget coordination support to Planning Design and Construction for capital and deferred maintenance projects.
- Assign appropriate project codes, prepare Chartfield Request Form, initiate and prepare project-related requisitions, and coordinate with the Procurement Office.
- Process invoices and change requests, keeping project funding budget availability on target.
- Work with the Procurement Office to ensure REQs, CR (Change Requests), CRO (Change Request Orders), CCO (Contract Change Orders), and contract adjustments are properly prepared, approved, and processed with appropriate supporting documents.
Other duties as assigned:
- Provide administrative support as needed to cover absences in Business Operations.
- A Bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
- General knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods.
- Extensive and in-depth knowledge of and ability to apply expertise in the advanced theories, principles, methods and practices associated with the functional specialty, program, and/or organizational unit, including applicable internal policies and procedures and pertinent laws and regulations. Laws and regulations are highly complex and require substantial judgment and discretion in interpreting and applying them to the specialty or program area. Incumbents at this level often may have certification in a specialty area.
- Substantial and broad knowledge of public and private entities including their organizational and operating structures, internal systems, and functional areas, as well as the impact of critical external entities on an organization.
- Ability to integrate and apply this knowledge to anticipate problems and assess the impact of proposed solutions on various organizational areas.
- Extensive and in-depth knowledge in project management including research and analytical methodologies.
- Ability to interpret and integrate complex data and information to formulate appropriate courses of action which have broad and far reaching impact.
- Ability to understand and analyze complex problems from a future-oriented and broad interactive perspective and readily develop proactive solutions that integrate strategic goals into tactical operations.
- Ability to effectively use applicable information systems and applications in analysis, research, and reporting activities and projects.
- Ability to effectively communicate with and influence high-level and diverse contacts inside and outside of the CSU system.
- Ability to effectively use all communication methods and formats and to use expertise, as well as persuasion and negotiation skills, to build consensus to achieve short- and long-term goals and objectives.
- Experience in the field of accounting, budgeting, and/or data management.
- Knowledge and understanding of applicable budgeting policies and procedures regarding department operating budget, funding sources, and expenditure tracking.
- Working knowledge of and ability to apply standard theories, principles, practices, and techniques to develop department budgets.
- Working knowledge of operational and fiscal analysis and techniques.
- Demonstrated sound analytical skills and the ability to work independently.
- Demonstrated verbal and written communication skills.
- Ability to interact and collaborate effectively and professionally within a diverse group of executives, managers, and subject matter experts.
- Ability to provide financial analytical support as needed to support decisions.
- Ability to perform advanced arithmetic functions.
- Ability to collect, evaluate, and interpret fiscal data from PeopleSoft and develop sound conclusions and recommendations.
- Ability to effectively interpret, organize, and present information and ideas in written or presentation form.
- Ability to train others on new skills and procedures and provide work direction.
- Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations involving numerous and diverse demands.
- Ability to track assigned task status and report the status of assignments to the supervisor.
- Ability to access and produce project-related financial reports from PeopleSoft.
- Ability to use standard office equipment.
- Some duties may require working after normal business, including weekends to meet the project schedule requirements.
- Some off-site travels to attend meetings, conferences and training programs.
Condition(s) of Employment
Satisfactory completion of a background check (including LiveScan, as appropriate), that may include, but is not limited to: criminal records check, verification of academic credentials, licenses, certificates, credit history, professional references and/or verification of work history is required for employment. Cal State East Bay will issue a conditional offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Unsatisfactory results may also affect the continued employment of current Cal State East Bay employees who were conditionally offered the position.
All background checks are conducted through the university's third party vendor, Accurate. LiveScan is conducted through the University Police Department.
As an Equal Opportunity Employer, Cal State East Bay does not discriminate on the basis of any protected categories: age, ancestry, citizenship, color, disability, gender, immigration status, marital status, national origin, race, religion, sexual orientation, or veteran's status. The University is committed to the principles of diversity in employment and to creating a stimulating learning environment for its diverse student body.
All California State University campuses, including Cal State East Bay, are smoke and tobacco-free. For more information, please visit our website here.
In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, the Cal State East Bay Annual Campus Security Report is available here.
Cal State East Bay is not a sponsoring agency for Staff or Management positions and we are not an E-Verify employer.
The person holding this position is considered a 'mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 Revised July 21, 2017 as a condition of employment.