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CANDIDATES ELIGIBLE TO APPLY: THIS RECRUITMENT IS AVAILABLE TO CURRENT ON-CAMPUS EMPLOYEES ONLY.

CLASSIFICATION TITLE: Administrative Analyst/Specialist Exempt I

UNION CODE: R09

FT/PT: Full-time  

PAY PLAN: 12-month  

WORKPLACE TYPE: On-site (work in-person at business location)

ANTICIPATED HIRING RANGE: $4,598 - $6,115

• However, offer amount will be commensurate with candidate’s experience, education, skills, and training.

CSU CLASSIFICATION SALARY RANGE: $4,598 - $8,318

PAY BASIS: Monthly    

BENEFITS: CSUB offers a best-in-class benefit package for eligible employees that includes an array of medical plans, choice of dental plans, vision coverage, retirement participation in CalPERS, CSU tuition waiver, up to 24 vacation days per year, sick leave with unlimited accrual, 14 paid holidays per year and more!  See our benefits website for additional information.

POSITION PURPOSE: Under general supervision of the Associate Vice President (AVP) and Chief Information Officer (CIO), the Information Technology Services (ITS) Budget Analyst is a key financial and administrative resource within the Information Technology Services (ITS) division. This position is responsible for the comprehensive administration of department budgets, including monitoring, analyzing, and reporting on expenditures to ensure financial accuracy and compliance with budgetary constraints. 

Additionally, the position oversees the administration of various trust funds, collaborates with management on resource allocation, and ensures adherence to policies and procedures. The incumbent also supports position control processes, verifying staff transactions and assisting in the development of tracking systems for expenditures. This role is pivotal in achieving the short- and long-term financial objectives of the ITS division, thereby supporting the overall mission and goals of the organization.

DUTIES & RESPONSIBILITIES:

Divisional Budget Administration

1. Independently administer and track ITS department budgets using considerable judgement and discretion reflective of a thorough knowledge of campus budget policies and procedures.
2. Monitor all expenditures on a weekly basis to ensure that they are accurately recorded, appropriate, and to ensure they do not exceed budgeted amounts.
3. Meet monthly with individual managers to review expenditure trends and budget updates.
4. Reconcile budget at year-end to ensure all entries are appropriate, accurate, and posted in the correct accounts.
5. Conduct budget and financial analysis for all departments within Information Technology Services.
6. Administer ITS, Reprographics, and trust funds such as RunnerCard, Student Technology Fee, and the Telecom Fee Budget, which includes accounting, financial, and budgetary analysis.
7. Provide recommendations to management regarding the projection and allocation of resources to improve effectiveness and efficiency regarding policies and operational impact.
8. Prepare clear, concise, and complete reports and other written materials on a variety of financial, budgetary, and administrative issues.
9. Monitor budgets for short- and long-term objectives including trend analysis, reconciliation, report preparations, budget account review, and year-end closing.
10. Prepare variance analysis - (actuals vs prior year, actuals vs budget, actual vs projections).
11. Verify all ITS Campus and Cabinet Carry Forward Funding Requests before forwarding to appropriate BAS office for processing.
12. Coordinate with Business and Administrative Services Budget Analyst and Chief Budget Officer on annual budgets.
13. Attend and participate in ITS or BAS meetings that require budget knowledge.
14. Ensure spent funds are being allocated correctly and spent from appropriate funds.
15. Verify all ITS staff transaction forms including, new hires, terminations, reclassifications, IRP's, etc., in relation to position control before forwarding to HR. Work directly with University Budget and ITS Directors to verify position counts and funding sources.
16. Contribute to the development and maintenance of processes for tracking current year position control expenditures throughout the departments and prepare summary reports for management.

Departmental Fiscal Support

1. In coordination with the ITS Business Office Lead, contribute to preparing and processing departmental chargebacks, billing request forms, and work orders as needed.
2. Coordinate and process monthly reconciliation of departmental p-cards to meet and established deadlines.
3. Complete monthly departmental account reconciliations.
4. Process and track service agreements for annual chargeback purposes.
5. Assist with completing monthly bill payments for departments.
6. Assist with the auditing of billing, as requested.

REQUIRED QUALIFICATIONS:

EDUCATION & EXPERIENCE – Bachelor’s degree and/or equivalent training and three (3) years of recent administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

SKILLS, KNOWLEDGE & ABILITIES (SKA’s) –

• Regular and reliable attendance is required.
• General knowledge of operational and fiscal management.
• Familiarity with compliance requirements for financial transactions and reporting. Ability to anticipate financial issues and proactively develop solutions.
• Proficiency in using financial software and systems for budget monitoring, reconciliation, and reporting. Ability to verify and cross-check financial data to maintain integrity and compliance.
• Working knowledge of and ability to apply standard theories, principles, practices, and techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations.
• Thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable program and/or administrative specialty.
• Working knowledge of operational and fiscal analysis and techniques.
• Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
• Skill in the research, development and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations.
• Expertise in investigating and analyzing problems with a broad administrative impact and implications. Ability to anticipate problems and address them proactively.
• Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form. Ability to train others on new skills and procedures.
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
• Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Excellent communication skills; ability to effectively communicate information in a clear and understandable manner. Thorough knowledge of English grammar, spelling and punctuation.
• Ability to interpret, communicate and apply policies and procedures. Demonstrated ability to maintain a high degree of confidentiality.
• Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• Excellent computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
• Working knowledge of or ability to quickly learn University infrastructure, policies and procedures.
• Must be willing to travel and attend training programs off-site for occasional professional development.
• Must be able to work occasional holidays and adjust working hours to meet special jobs.  May be called back periodically to perform work as needed on an emergency basis.

PREFERRED QUALIFICATIONS:

• Bachelor’s degree in accounting.
• Advanced Excel proficiency.
• Experience working with budget in an information technology department.
• Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.

PHYSICAL DEMANDS: SEDENTARY WORK – involves mainly sitting; minimal walking and standing; lifting light weight objects limited to 15 pounds.

ENVIRONMENTAL FACTORS: N/A

SPECIAL CONDITIONS:

SCREENING: Only those applicants possessing experience most directly related to the immediate needs of the office will be invited to appear before a Qualifications Appraisal Board for the purpose of appraising training, experience, and interest in the position.

CALIFORNIA STATE UNIVERSITY EMPLOYEES UNION: It shall be the policy of the CSU in filling vacant CSUEU bargaining Units 2, 5, 7 & 9 positions to fill such vacancies from among qualified individuals currently employed on-campus except when it is determined that it is necessary to appoint outside applicants to meet campus workforce diversity goals or to provide specialized skills and abilities that are not available from current employees.

BACKGROUND CHECK: Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

SENSITIVE POSITION: Sensitive positions are designated by the CSU as requiring heightened scrutiny of individuals holding the position, based on potential for harm to children, concerns for the safety and security of the people, animals, or property, or heightened risk of financial loss to the CSU or individuals in the university community.

MANDATED REPORTER: Not Mandated

GENERAL INFORMATION: It is the policy of California State University, Bakersfield to hire only United States citizens and aliens lawfully authorized to work in the United States. All new employees will be required to present documentation verifying their right to accept employment. You will also be requested to present a social security card at the time of initial appointment in compliance with state payroll regulations.  State regulations require that every state employee sign the Oath of Allegiance prior to commencing the duties of his/her State employment, except legally employed non-citizens. These individuals are required to sign the Declaration of Permission to Work.

EEO STATEMENT: California State University, Bakersfield is committed to Equal Employment Opportunity.  Applicants will be considered without regard to gender, race, age, color, religion, national origin, sexual orientation, genetic information, marital status, disability or covered veteran status.