Budget Analyst - Administrative Analyst/Specialist Exempt II (5806)

  • East Bay
  • Hayward, California
  • Jul 13, 2020
Full Time Accounting and Finance Administrative Analysis and Research Clerical and Administrative Support

Job Description

Description:
SALARY AND BENEFITS:

The starting salary will be between $4,693.00/month to $6,591.00/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, 13 paid holidays, one personal holiday and tuition fee waiver.

For more information on the benefits program, please visit http://www.csueastbay.edu/af/departments/hr/benefits/index.html

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). With an enrollment over 15,800 students, 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.

DEPARTMENT STATEMENT:

California State University, 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, California State University, East Bay is one of 23 universities of the California State University system (CSU). With an enrollment over 14,000 students, California State University, 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 general direction of the Executive Director for Student Health and Counseling Services, this position, performs and oversees a variety of complex medical administration functions for the Executive Director, medical providers and other departments within Student Health & Counseling Services. Components of this functions include but are not limited to the budgetary/accounting, procurement, and medical billing. The position provides expertise in business analysis, applies legal principles to sensitive and confidential records, provides lead work direction to other staff, and performs various administrative office services to assist the Executive Director in planning, organizing and administering an extensive health and counseling program at CSU East Bay.

RESPONSIBILITIES:

Oversees and Perform Budgetary and Billing Functions for SHCS
* Monitor, project, and reconcile departmental budget expenditures using the online Common Financial System (CFS), the Data Warehouse, and internal shadow accounts.
* Allocate, transfer and review unallocated base budget funds to accounts for salaries and operational expenditures. Modify operational and salary allocations as needed.
* Apprise Executive Director of department projected revenue and expenses throughout the year.
* Prepare & reconcile monthly departmental credit card report for Accounting.
* Develop, maintain and update centralized budget accounting tracking systems for general funds and grant funds.
* Monitor the day to day oversight of all financial recordkeeping and data for Student Health & Counseling Services.
* Provide financial analysis support, direction, training, oversight, consulting and assistance to department managers regarding budget, finance and procurement/purchasing duties and preparation of finance-related documentation.
* Provide administrative and analytical support for Student Health & Counseling Services.
* Review budget expenditures, transfers and reimbursements prior to Executive Director's review.
* Prepare or assists in preparing analytical studies for short and long term financial planning and purchasing policies.
* Coordinate budgetary functions with Accounting, Human Resources, Purchasing, and other departments as required.
* Conduct monthly account reconciliations using PeopleSoft and other shadow accounts.
* Coordinate and resolve account discrepancies, including but not limited to, purchase requisitions, purchase orders, payroll; updates and monitors expenditures.
* Maintain, review, and assess financial records to produce routine budget reports.
* Maintain a thorough knowledge and understanding of campus fiscal management methods and practice.
* Participate and coordinate departmental budget presentations.
* Oversee the processing and follow-up of various CSU East Bay Departmental chargebacks, i.e. Workers' Compensation, and Family PACT (state funded) billing and collection.
* Create and revise systems and procedures by analyzing operating practices, record keeping systems, forms control, and budgetary and personnel requirements; implementing changes when required.
* Serve as liaison between the department and fiscal offices at the University.

Perform and Oversee Supervisory Administrative Roles and Responsibilities
* Responsible for the administrative functions and supervise the administrative staff and their functions.
* Offer guidance and training while delegating work tasks, ensuring that day-to-day operations run smoothly and that tasks are completed in an effective and timely manner.
* Review and initiate eSAF's, eFAF and SEAF's for new hires, resignations, retirements, temporary assignments, and process separation clearances.
* Work with staff to determine the impact of revised policies and procedures or new procedure on clerical work load and ensure policies are thoroughly understood and adhered to.
* Provide schedule and oversee training for new clerical employees beyond the initial orientation period.
* Interpret scope and policies of Student Health and Counseling Services to students and all University personnel who make inquiries both in person and on the telephone.
* Interpret for students the effective use of all services offered in the Student Health and Counseling Services.
* Coordinate the purchase and maintenance of departmental inventory, supplies and equipment to completion.
* Coordinate the development of new programs, as applicable.
* Coordinate with appropriate SHCS team members in the preparation for accreditation.
* Review, update and provide feedback on the Administrative Support Services policies and procedures for SHCS.
* Participate as member of the SHCS Administrative Team and various other committees as assigned.
* Assist in promotional and marketing needs of SHCS.
* Assist in performing administrative functions for SHCS (and satellite clinic on Concord campus).
* Process and maintain SHCS employee travel requests within 30 days of employee's completion of travel.

Perform other duties as assigned.

REQUIREMENTS:

* Strong interpersonal skills with the ability to work in a diverse environment.
* Excellent verbal and written communication skills.
* Strong attention to detail.
* Ability to provide lead work direction to staff.
* Thorough knowledge of the principles and practices of office management, analysis and organization.
* Comprehensive knowledge of business practices in conjunction with customized medical software and specifics of all integrated IT platforms.
* Ability to plan, analyze, organize and implement a variety of programs; plan and maintain procedural control; analyze and revise operating procedures; independently interpret and apply a wide variety of complex policies often in circumstances that may include difficult situations; demonstrate effective problem solving skills; independently interpret and apply a wide variety of complex policies and procedures, along with legal guidelines in circumstances for which parameters may conflict; coordinate a variety of multiple tasks, determine the relevant importance of each, set respective deadlines and complete all projects in a timely manner.

MINIMUM QUALIFICATIONS:

Requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be obtained through 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.

HOW TO APPLY:

In addition to the standard Cal State East Bay application, please submit a:

1. Cover letter
2. Resume
3. List of three (3) or more professional references

Resumes alone will not be accepted in lieu of a completed online application.

To apply on-line, please go to www.csueastbay.edu/jobs. If you are a first time user, you must register, create a user ID and password, fill in your basic information, save and click on the position you are interested in, click on the "Apply Now" button to begin the online application.

This position will remain open until filled and may close without further notice.

Applicants will receive a confirmation of receipt via automatic email reply regarding their application materials. In addition, all applicants who were not selected will receive email notification at the conclusion of the recruitment process. Please be patient as this process may take several weeks.

CONDITION(S) OF EMPLOYMENT:

This is a position with supervisory/lead responsibilities, subject to completion of the University on-line Sexual Harassment training as a condition of employment.

Satisfactory completion of a background check 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.

OTHER INFORMATION:

All California State University campuses, including Cal State East Bay, are smoke and tobacco-free. For more information, please visit our website at http://www.csueastbay.edu/smokeandtobaccofree/

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 at: http://www.csueastbay.edu/upd/safety-and-security-reports.html

Special Circumstances: May have exposure to blood and bodily fluids for which there is risk for blood borne pathogens and other communicable (aerosol transmissible) diseases.

As a state disaster worker, all public employees may be called and assigned to perform work during a disaster.

MANDATED REPORTER:

The incumbent in this position may be considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and will be required to comply with requirements set forth in the CSU Executive Order 1083 as a condition of employment.

SPONSORSHIP:

Cal State East Bay is not a sponsoring agency for Staff or Management positions.

EEO STATEMENT:

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.

Closing Date/Time: Open until filled

Job Address

Hayward, California 94542 United States View Map