CLASSIFICATION TITLE: Administrator II

UNION CODE: M80

FT/PT: Full-time     

PAY PLAN: 12-month    

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

ANTICIPATED HIRING RANGE: $9,167 - $10,834

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

CSU CLASSIFICATION SALARY RANGE: $4,812 - $15,449

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: Open to all qualified applicants

SPECIAL INSTRUCTIONS TO APPLICANT:

FOR PRIORITY CONSIDERATION, applications must be received by November 13, 2024; however, the position will remain open until filled.

POSITION PURPOSE: Reporting to the Associate Vice President for Business and Financial Services (AVP), the Director of Payment Services (DPS) provides leadership and accountability for the department of Payment Services, which includes Accounts Payable, Travel, Procure-To-Pay (P2P) Data Analytics, and Procurement Card (ProCard). The DPS is responsible for providing leadership for a best-in-class payment services operation that includes a customer centric mindset while ensuring the safeguarding of assets (i.e., being alert to phishing scams and maximizing ProCard rebates), and the timely, efficient, and accurate processing and data reporting of payment services activities. The DPS reviews and analyzes current and proposed payment services policies, procedures, and processes and makes recommendations to the AVP. The DPS is also responsible for ensuring the successful campuswide implementation of the California State University (CSU) P2P system (CSU Buy) and the Concur Travel system including the initial setup and ongoing development of policies, procedures, processing, spend analytics, reporting, and campuswide staff training as appropriate.

The position requires strong initiative and consistently dependable judgement to assure compliance with government laws and regulations, and CSU and CSU Bakersfield (University) policies governing payment services activities.

DUTIES & RESPONSIBILITIES:

Payment Services Leadership & Accountability

1. Oversee and implement comprehensive payment services programs for the University. Serve as the University subject matter expert for CSU Buy and Concur Travel, and other new systems, to ensure systems are successfully implemented and effectively and efficiently adapted campuswide. 
2. Oversee disbursement processes and ensure accurate and timely payments including wire transfers, procurement cards, travel cards, checks and electronic payments. Support the management of efficient payment services operations and regularly communicate with the department staff to be aware of any problems or delays.
3. Ensure all payment services processes are completed by month-end/year end, and that deadlines are met.
4. Provide oversight of the University travel, travel credit card program, and ProCard operations ensuring campuswide compliance, efficiency, and maximizing of ProCard rebates
5. Interpret government laws and regulations, and CSU and University policies and procedures and ensure compliance while communicating updates and important information to the department staff and campuswide stakeholders.
6. Annually review department policies and procedures for accuracy and revise as needed including monitoring CSU Chancellor’s Office (CO) communications and ensuring the department policies and procedures match the CO. Notify and train the department staff on any changes/updates to applicable government laws and regulations, and/or CSU and University policies and procedures.
7. Annually review and recommend updates of all department forms to the AVP. Work with Information Technology Services and campuswide stakeholders to ensure they satisfy customer needs and meet audit requirements.
8. Establish organizational change management services, processes, and standards and develop a method of monitoring payment services projects and attend CSU systemwide trainings, as needed.
9. Oversee the development of new trainings to ensure campuswide knowledge and compliance with Payment Services policies and procedures, including CSU Buy and Concur Travel.
10. Collaborate with ITS to create and implement new forms and workflows correlated to current and new system adoption.
11. Monitor and manage discrepancies by performing remediation and root cause analysis on pervasive issues, while coordinating remediation to enforce accountability.
12. Oversee campuswide data analytics as prepared by the P2P Data and Budget Analyst to identify campuswide spending patterns and provide reports and make recommendations to the AVP as appropriate.
13. Review financial statements, establish Key Performance Indicators and other key metrics in support of the CSU Buy and Concur Travel programs, and consider and recommend options for improvement.  
14. Responsible for performing and ensuring that all legal and Generally Accepted Accounting Principles (GAAP) year-end accounting functions related to Payment Services are complete.
15. Participate in the CSU Accounts Payable affinity group as the University principal representative.
16. Perform special projects as directed by the AVP. 

Payment Services Staff Supervision/Management

1. Directly supervise staff through selecting, training, and disciplining as needed.
2. Provide day-to-day operational leadership for staff through planning, organizing, and directing others in their work while providing leadership and encouragement of staff growth, cross-curricular experiences, and increased responsibilities as needed.
3. Regularly meet with staff to mentor, coach, and train as needed.
4. Promote open communication and transparency that builds relationships and trust.   

Disaster Service Worker

1. All MPP employees are considered Disaster Service Workers, (CA Gov. Code Section 3100), and are required to attend trainings and possibly hold a position in the CSUB Emergency Operations Center (EOC), as assigned.        

REQUIRED QUALIFICATIONS:

EDUCATION & EXPERIENCE – Equivalent to a bachelor’s degree from an accredited college or university with major course work in Accounting, Finance, Purchasing, Business Administration, Public Administration, or a related field and six (6) years or more of recent progressively responsible payment services or accounts payable experience in the private or public sector, or a university administrative environment, with at least two (2) years in a leadership role providing direct supervision to a team of staff.

SKILLS, KNOWLEDGE & ABILITIES (SKA’s) –

• Regular and reliable attendance is required.
• Intermediate to Advanced knowledge of Excel.
• Ability to delegate effectively to plan and direct the work of subordinates while maintaining a spirit of teamwork and positive working relationships.
• Ability to improve productivity by efficiently and effectively utilizing resources in a strategic manner.  
• Familiarity or ability to learn bargaining unit contracts and apply regulations appropriately.
• In depth knowledge of Enterprise Resource Planning (ERP) systems and ability to lead implementation of systems.
• Strong knowledge of Generally Accepted Accounting Principles (GAAP).
• Strong knowledge of tax reporting (sales tax, 1099’s) and ability to perform expense forecasting.
• Ability to lead a team through audits and produce appropriate responses timely.
• Ability to develop training programs and adjust as needed. 
• Strong knowledge in budget development and maintenance.
• Ability to determine areas of improvement and evaluate to increase efficiencies.
• Experience with Microsoft Office software, especially PowerPoint.
• 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, on-line systems, Internet as well as online calendaring and email.
• Working knowledge of or ability to quickly learn University infrastructure.
• 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:

• Certified Public Accountant (CPA).
• Master’s degree in Accounting, Business Administration, or Finance.
• Enterprise Resource Planning system implementation and/or experience such as PeopleSoft.
• Experience in public accounting.
• Experience with financial statement audits and/or other compliance audits.
• Previous management experience at an institution of higher education.
• GAAP accounting experience.
• Experience using PeopleSoft, Questica, and/or similar or related reporting tools.
• Experience implementing new systems including Concur, PeopleSoft, etc.
• Demonstrated skills in an institutional/educational environment possessing a customer-oriented and service-centered attitude.

PHYSICAL DEMANDS: LIGHT WORK – involves mainly sitting, up to 25% standing or walking; lifting medium weight objects limited to 25 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.

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: Limited: The person holding this position is considered a limited 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, revised July 21, 2017. 

CONFLICT OF INTEREST: A “designated position” in the CSU’s Conflict of Interest Code.  The successful candidate accepting this position is required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.      

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.