Operations Budget Analyst - Aa/s Exempt I (5324)

California State University • Fresno, CA 93650

Posted 2 weeks ago

Job Description

5324 Job Title: Operations Budget Analyst - AA/S Exempt I Appointment Type: Probationary Time Base: Full-Time Date Posted: May 24, 2018 Closing Date: Open until filled Link to Apply Online: http://www.csueastbay.edu/jobs Campus Employment Homepage: http://www.csueastbay.edu/jobs Description: SALARY AND BENEFITS: Salary Range: $3,897.00/month to $6,647.00/month. PLEASE NOTE: The starting salary will be $5,000.00/month. CSUEB 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 CSU EAST BAY: 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 15,800 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 supervision of the Director of Business Operations, the incumbent has primary responsibility for monitoring budgets and expenditures for operations within the Facilities Development & Operations Department. RESPONSIBILITIES: Accounting Management * Process, monitor, and analyze finance report for each Manager to determine any expenditure and/or Chartfield problems. * Make any inquires necessary to ensure expenses are properly reported and tracked. * Process, monitor, and report Expense Transfer forms to the Accounting office on an as needed basis to ensure deficits are covered for all department budgets. Track them on the departments Shared drive so they are accessible and current for everyone to view at any time. * Process, monitor, and report operations overtime on a monthly basis to ensure campus departments/projects are charged appropriately. Procurement Management * Create annual facility management POs and well as individual POs for Director of Business Operations and Managers as requested. * Review with Managers the annual contracts/blanket purchase and task orders to determine specifications for new fiscal year. * Match invoices PO (individual line items) and consult with Managers on any discrepancies. * Submit Change Requests or contract vendor for corrected invoices as appropriate to ensure invoices can be paid by Account Technicians for payment. * Work with Storekeeper and contract staff to ensure accurate invoicing. * Liaison to vendors to request quotes, scopes of work, and current price lists. * Liaison to vendors to request New Vendor Data Record (VDR) form and Certificate of Insurance (COI) to be completed and returned to the University. * Coordinate with the appropriate administrator for the creation of internal scopes of work and special conditions documents for public works purchase orders. * Create requisitions or change requests for Purchasing to process. * Monitor open purchase orders monthly or as needed. * Meet with Managers to determine which POs (or PO lines) can be disencumbered and the specific amounts. * Submit Change Requests to disencumber all POs with balances that will not be spent in current fiscal year. Do so in a timely manner so that funds may be spent elsewhere and projects of year-end balance will be more accurate. Budget Management * Review all budgets under the 13900 DEPTID umbrella on a daily basis. Analyze for possible errors/problems, identifying opportunities and threats; present a recommendation(s) as to a course of action. * Make suggestions for changes to Chartfield strings and budget procedures necessary to ensure accurate budget tracking. * Assist with training managers on utilizing Finance Data Warehouse and other budgetary tools as necessary. * Submit Budget Transfer forms to the Budget office on an as needed basis to ensure deficits are covered for all department budgets. Track them on the departments Shared drive so they are accessible and current for everyone to view at any time. * Monitor finance reports closely and submit Budget Transfers to ensure all deficits are covered for clean Fiscal-Year-End Finance Reports. Office Support / Backup Storekeeper & Project Budget Analyst * When the Storekeeper/Project Budget Analyst is unavailable and a PO, PO Change Request, Invoice, or Project Number needs to be processed without delay; the Budget Analyst will process these and make copies for the Storekeeper/Project Budget Analyst. * Front office backup and support (accept and submit Work Requests, answer phones, and issue/receive keys). * Other tasks as assigned by Director of Business Operations. REQUIREMENTS: * Ability to use standard office equipment. * Ability to perform basic arithmetic functions. * Basic knowledge of and ability to apply standard theories, principles, practices, and techniques applicable to the departmental budgetary program. * Working knowledge of operational and fiscal analysis and techniques. * 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 where numerous and diverse demands are involved. * Ability to work with others and communicate verbally and in writing respectfully. * Ability to track status of assigned tasks and report the status of assignments to supervisor. * Ability to work independently. * Knowledge and understanding of all relevant policies and procedures regarding operation expenditures. * Superior communication and writing regularly with managers and directors, work on all aspects of the budgetary process, and provide financial analytical support for operation budgets and expenditures. * Excellent analytical skills. 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 CSUEB 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


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