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 - $5,834

• 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.

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

POSITION PURPOSE: Under the general supervision of the Dean of University Libraries, the Budget Analyst performs a variety of technical functions in support of the operations for the University Libraries and the Office of the Dean. The Budget Analyst serves as the primary budget contact for the Library, responsible for reviewing and analyzing complex budgetary functions. The position supports the Libraries’ financial planning through detailed reporting, research, and analysis, ensuring compliance with CSU regulations and university policies.

The role includes providing financial guidance to the Dean and department leaders, preparing budget requests, and producing various reports to optimize budget utilization. Additionally, the position offers lead direction to administrative staff in the Dean’s Office, supports training on new policies and procedures, and ensures effective coordination of day-to-day administrative operations.

DUTIES & RESPONSIBILITIES:

Budget & Fiscal Support

• Serve as the primary contact for library budget matters, representing the department on relevant committees as needed.
• Develop and allocate 25 State operating, revenue, and foundation fund budgets for 10 departments, special projects, and Dean's Office support activities, as well as monitor all expenditures and revenue within the Libraries.
• Process appropriate paperwork for creation of new funds and revision of existing funds and authorized signers as required by Library changes, the university Controller, and Chancellor's Office.
• Present budget allocations, regulations, and budget campus updates to the Dean, Department Chair, and Libraries' faculty and staff, providing guidance and answers to inquires using research and policy interpretation.
• Review monthly departmental general fund budgets to ensure appropriate fund utilization, compliance and spending rate using PeopleSoft and CFS. Review forms submitted to campus departments including, but not limited to ProCard reconciliations, Direct Pay, and Requisition forms for accuracy.
• Resolve budget discrepancies through journal entries, expenditure transfers, and other available methods.
• Create projection and budget status templates, data tracking logs, declining balance sheets, and procedures to support ongoing administrative processes.
• Assist the Dean, Operating Systems Analyst, and Administrative Support Coordinator in evaluating budgetary considerations for purchasing furniture, computers, contractual services, and other equipment.
• Track each department's additional funding budgets, including student billing revenue for lost or damaged books, equipment fees, and other non-student revenue sources, recruitment allocations, faculty professional development and travel allocations, material resource acquisitions funding, technical equipment allocations, trust funds, lottery allocations, special projects, and Foundation endowments/spending funds. Ensure compliance with CSU regulations,
• CSU threshold and the funding variances, and trust fund agreement requirements, while monitoring the spending rates and availability of funds.
• Review position control monthly against labor cost distribution using research techniques to track employee salaries and benefits per position number. Includes permanent faculty, lecturers, staff, project staff, lecturer pools, student assistants, and special consultants.
• Support hiring processes and complete forms as needed for faculty, staff, adjunct, and FERPs using knowledge in appropriate coding, calculating of salaries, and balancing to position control, ensuring compliance with laws, CSU regulations, employee handbooks and collective bargaining agreements.
• Provide budget related input for reclassifications and in range progressions.
• Assist Dean in preparation of budget requests with supporting documentation.
• Attend Academic Affairs Budget Group meetings.

Reporting

• Monitor and report expenditure variances for general funds, carry forward, lottery, student fee and non-student revenue funds, donation funds, and interlibrary loan ensuring alignment with CSU system audit requirements.
• Produce and update annual faculty, staff, and lecturer and student assistant salaries projection to actual reports.
• Monitor Absence Management System entries for compliance, approvals, and payroll reporting.
• Create workload reports and budget reports to identify opportunities for improvement.
• Produce a mid-year budget report for Provost's Office and special reports as requested.
• Research and provide financial and personnel data for the Libraries' Association of College & Research Libraries
• (ACRL) and Integrated Postsecondary Education Data System (IPEDS) annual reporting.
• Generate reports for the Dean on an ad hoc basis, depending on need.

Dean’s Office Operational Support

• Present policy updates and address budget-related concerns at monthly library meetings.
• Train administrative library staff on policy updates and new campus software, providing training materials as needed.
• Review accounting forms produced by the departments for accuracy, funding availability, and allowable expenditures prior to submission to the Dean for approval.
• Support the Dean’s Office by maintaining compliance with CSU policies for administrative and operational processes.
• Provide lead direction to administrative support staff by assigning and monitoring daily tasks, serving as a resource for questions on operational policies and procedures, providing input to Dean for annual evaluations, etc.
• Oversee administrative day-to-day work against the overall objective and goals of university Libraries. Review all budget related documentation processed in the Libraries prior to submission to campus departments.
• Assist in maintaining office operations including answering phones, answering student and community questions, and scheduling Dean appointments, as needed in absence of Administrative Support Coordinator. Assist any staff, faculty, students, or external guest in the Dean's Office.
• Participate on staff and MPP position recruitment search committees as requested. May assist with faculty recruitment by generating forms, placing ads, organizing application packages, making travel arrangements, etc.
• Oversee Administration office file organization, including Level 1 folders which contain highly confidential documentation. Ensure documents are filed and logged in a timely manner using appropriate naming conventions.

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. Work experience should demonstrate complex budget analyst competency.

LICENSES – N/A.

SKILLS, KNOWLEDGE & ABILITIES (SKA’s) –

• Regular and reliable attendance is required.
• 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 and provide lead work direction.
• Ability to interact well with students, faculty, staff, and to work cooperatively with others.
• Ability to independently interpret and apply the code of rules, regulations, procedures, precedents, and policies related to the professional operation of an academic and community environment.
• Ability to operate office equipment, including scanners, copiers, and fax machines: ability to drive golf cart and learn new specific machines, programs, and/or equipment through training.
• 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.
• 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, online systems, Internet as well as online calendaring and email.
• Working knowledge of or ability to quickly learn University infrastructure.

PREFERRED QUALIFICATIONS:

• Master's degree in accounting, business administration, or a related field from an accredited four-year college or university.
• Experience with Oracle, PeopleSoft, and CFS Finance Data Warehouse.
• Knowledge of California and CSU policy, procedures, and regulations.
• Public or academic library budget experience. Previous CSU experience.
• 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.

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.