Assistant to the Financial & Administrative Analyst (ASC I)/CAL - Dean's Office (2019-00546)

  • San Bernardino
  • San Bernardino, California
  • Nov 28, 2019
Full Time

Job Description

Description:
Employment Status: Full-time, Non-Exempt, Probationary position.

Work Schedule: Monday through Friday, 8:00 am - 5:00 pm.

First Review Deadline: This position will remain open until filled. Applications will be reviewed beginning September 5, 2019.

Position Summary: Positions in this classification are distinguished by the administrative nature and scope of the support work performed, and often, ongoing work coordination and/or lead responsibilities with notable accountability for the work results of other support staff. The administrative work performed is usually operational and procedural in nature. Work is often project-oriented involving the full scope of activities and accountability from planning, initiation, execution, and coordination to implementation and evaluation. Interpersonal contacts are varied and often at a higher level and tend to involve a broad range of problem-solving activities.

Current employees will be given preferred consideration.

The incumbent will serve as the assistant to the Administrative Analyst Specialist. The primary work activities include office support, information gathering and analysis, and communication and interaction with others, administrative support, and academic program support. Under direct supervision of the Administrative Analyst Specialist, the incumbent's responsibilities include:

Faculty Workload
Assist in monitoring all commitments, which includes reassigned time.
Review Faculty Assignments by Department report for workload accuracy.
Generate 16th unit contracts for CAL departments.
Process substitutes and additional assignment pay into PeopleSoft.
Create new PeopleSoft record and ID for new instructors.
Budget
Assist in the reporting and reconciliation of all state IRA, Lottery, Trust and Auxiliary accounts within the college.
Prepare, submit and track all transfer of expenses. Help monitor expenditures charged to state and auxiliary accounts.
Reconcile Pay Detail report by recording and tracking the information monthly.
Reconcile ProCard statements monthly.
Prepare reimbursement paperwork for the analyst (i.e. Bank Credit Card Authorization Form, Disbursement Check Request, and Direct Expenditure Form).
Enter PT faculty workload details in tracking spreadsheets.
Create student to faculty ratio reports on a quarterly basis.
Program Support
Under the direction of the AA/S, provide administrative support to Coyote Radio and Advertising:
Review Memorandum's of Understanding and extracts data for billing purposes.
Record all billing information on a tracking spreadsheet.
Submit Requests for Invoices and Chargebacks.
Review, monitor the budget, and provide monthly financial statements to the department.
Assist with purchasing.
Create student salary projections on a quarterly and yearly basis.
Administrative Support
Primary contact to enter CIA access requests for CAL.
Assist, review, and process Student Assistant hiring paperwork for the college.
Record minutes quarterly for meetings with the department support coordinators.
Copy, file, archive, and shred documents.
Assist with quarterly lecturer contracts by sorting, alphabetizing, and stamping.
Order equipment and supplies for the College Office using a procard or entering requisition.
As needed, review inbox for the analyst to ensure the continuous flow of incoming and outgoing paperwork.
Provide front office support as needed.
May assist with other duties as assigned by the Deans and Analyst.

Experience:
The equivalent to three years of experience in general office clerical work is required along with a thorough knowledge of office methods, procedures and practices, and a thorough knowledge of correct English, grammar, spelling, and punctuation.
Knowledge:
Thorough, detailed knowledge of applicable university infrastructure, policies and procedures are required.
Thorough knowledge of office systems and the ability to use a broader range of technology, systems, and software packages is preferred.
Abilities/Skills:
The ability to independently handle multiple work unit priorities and projects is required. The ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist is required.
The ability to perform standard business math such as calculate ratios and percentages, track financial data and make simple projections is required.
The ability to draft and compose correspondence and standard reports is required.
Ability to work independently as well as in a team environment.
The ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those of sensitive nature is required along with the ability to work cooperatively with a diverse group of people.
Preferred Qualifications:
Experience with PeopleSoft and other campus-specific software or tools is preferred.
Experience in office administration in an academic environment.
Knowledge and experience with Microsoft Word, Access, and Excel.

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.

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 as a condition of employment.

California State University, San Bernardino is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.

This position may be "Designated" under California State University's Conflict of Interest Code. This would require the filing of a Statement of Economic Interest on an annual basis and the completion of training within 6 months of assuming office and every 2 years thereafter. Visit the Human Resources Conflict of Interest webpage link for additional information: http://hrd.csusb.edu/conflictInterest.html

This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096)
Closing Date/Time: Open until filled