Fiscal Operations Specialist (Administrative Analyst/Specialist - Exempt II) - University Police Department

***FOR INTERNAL APPLICANTS ONLY***

Working Title

Fiscal Operations Specialist (Administrative Analyst/Specialist - Exempt II) - University Police Department

SF State University

San Francisco State is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status.  Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager.
Applicants may visit titleix.sfsu.edu for more information on SF State's policy prohibiting discrimination, and how to file an online report using the procedures under Executive Order 1096 Revised. Inquiries can be directed to the campus Title IX Coordinator and Discrimination, Harassment, and Retaliation Administrator by calling (415) 338-2032 or emailing [email protected].
San Francisco State is a 100% Smoke/Vapor-Free Campus.  Smoking or Vaping of any tobacco/plant-based substance is not permitted on any University properties.
The person holding this position may be considered a "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 as a condition of employment.
This position may be a "designated position" in the California State University's Conflict of Interest Code.  The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

Department

University Police Department

Appointment Type

Probationary

Time Base

1.0

Work Schedule

Monday - Friday 8 - 5 PM

Anticipated Hiring Range

$5,500 - $6,000 per month ($66,000.00 - $72,000.00 annually)

Salary is commensurate with experience.

Position Summary

Under the general supervision of the Director of Operations and Finance, the Fiscal Operations Specialist works collaboratively with and as a member of the Administrative Services Unit within the Division of Campus Safety (DCS).  The incumbent supports a broad range of financial, HR/Personnel, recruitment, livescan services and administrative operations, with a particular focus on the Division of Campus Safety’s financial operations including budget planning, accounting, forecasting, reconciliation, requisitioning, service contracts, and payment activities. Other duties involve serving as the DCS’ lead livescan fingerprinting service and recruitment process coordinator and ensure compliance with the Department of Justice (DOJ) and Peace Officer Standards and Training (P.O.S.T.)’s pre-employment and hiring requirements.

The incumbent supports day to day operations, identifies and helps address emerging problems and participate in developing financial and administrative operations solutions consistent with campus policies, department priorities, and relevant regulations. The incumbent uses effective communication and attention to numbers and details to guide the DCS’ business functions and work of staff. Incumbent provides support, serves as back-up, and cross-trains in the completion of monthly attendance and payroll reports, requisitions, and accounts payable/receivable transactions. The Fiscal Operations Specialist ensures compliance with campus policies and procedures, assists with tracking vendor contracts, monitors financial processes and reconciliation, and prepares financial reports as required.

The incumbent will often be involved in helping to address problems of a sensitive nature, aiming to achieve effective individual, team, departmental, and campus results. This position will maintain and keep confidential records of personnel actions, medical pre-employment requirements and background results, and internal affairs files stored in the Chief of Police’s Office.  This position may be requested to provide administrative support to the AVP for DCS and Chief of Police and complete special projects as assigned.

The incumbent will also serve as the liaison between the department and both Fiscal Services and Human Resources departments for any issues and/or transactions related to budget, accounting, purchasing, accounts payable/receivable, payroll, and personnel transactions. The incumbent will be responsible for attending the Fiscal Affairs Users training as well as HR Liaisons quarterly meetings as necessary. 

Position Information

Business and Financial Functions

• Provide lead on the initial development of annual budget planning and quarterly budget reporting for the Director of Operations and Finance’s review, finalization, and submission to the Vice President’s Office.
• Generate finance reports using Financial Data Warehouse System (FDWS), review and maintain all expense/revenue transactions records for all DCS funds for reconciliation purposes.
• Provide monthly account reconciliation to ensure expense/revenue postings are accurate for year end projections.
• Track the division’s special event recharges and reimbursements to ensure timely receipt and recording of revenue.
• Research and analyze expense/revenue transaction discrepancies, resolve issues, and respond to inquiries as required.
• Provide support in the preparation of the Police Department’s annual Cost Allocation Plan (CAP), Fingerprinting UBIT, and other annual financial reports as needed.
• Lead business innovation and process improvement efforts and develop new strategic approaches and solutions to ensure work efficiency.
• Implement and maintain financial services procedures in accordance with University policies and procedures.
• Maintain automated and manual record keeping of all financial and budget related reports for audit purposes.

Recruitment and Livescan Service Coordination

• Coordinate and complete job posting documents, hire recommendations, personnel transactions (ETRACs), and collaborate with the VPSAEM Personnel Officer to ensure transactions are completed in an accurate and timely manner.
• Oversee the division’s recruitment processes to ensure all pre-employment requirements are tracked and completed in compliance with the Peace Officer Standards and Training (P.O.S.T.) hiring requirements.
• Track the division’s vacant positions and funding sources and update the list as positions are filled/approved for recruitment.
• Coordinate all background and pre-employment processes for all sworn, professional staff and student employees and serve as the primary contact for the background investigator and health providers.
• Maintain confidential recruitment and pre-employment records of sworn officers and public safety dispatcher employees for P.O.S.T. audits.
• Complete Department of Justice’s (DOJ) annual police staffing report for department submission.
• Manage day to day livescan services operations and ensure livescan fees are collected and deposited appropriately.
• Manage and coordinate weekly fingerprinting revenue check deposits and complete recharge invoicing for campus departments and programs.
• Oversee and supervise front office and livescan technician including, but not limited to, student employees, work schedules, and livescan appointments.
• Audit the monthly Department of Justice’s (DOJ) invoice to ensure accuracy prior to processing monthly payments.
• Maintain automated and manual record keeping of all livescan transactions for annual UBIT reporting.

Fiscal and Personnel Services Support

• Cross-train to serve as back-up and provide support in the preparation and completion of DCS’ monthly attendance, payroll, personnel transactions, requisitions, and accounts payable/receivables.
• Assist with the tracking and reconciliation of attendance, overtime, shift differential and stipend requests and ensure payments and time usage are reported accurately monthly.
• Assist with timely submission and tracking of department requisitions, invoices, reimbursements, and payment requests.
• Help oversee vendor contracts and prompt vendor or campus partners when contracts need to be renewed or extended for department operations use.
• Maintain confidential files stored in the Chief of Police’s office.
• Supervise the fiscal services student assistant team, including coordination of their confidential tasks.
• Analyze and prepare written reports of findings for special events to determine its cost and service effectiveness.
• Assist with special projects related to California State University (CSU) collective bargaining contract negotiations.
• Maintain automated and manual record keeping of all administrative, travel, accounting, and fiscal documents.
• Attend training workshops related to HR and Fiscal Affairs.

Other Duties as Assigned

At All Times

• Demonstrate behaviors that are in line with the User-Friendly Principles (P530C) and Principles of Conduct for a Multi-Cultural University (P30D)
• Demonstrate safe work practices for oneself, others and the office environment.

Minimum Qualifications

Entry to this classification 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.

• Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations.
• Demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management.
• Expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.
• Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions.
• Ability to work with representatives from public and private entities and handle potentially sensitive situations. Demonstrated consultative skills in working with internal and external constituent groups.
• Ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus.

Preferred Qualifications

• Equivalent to graduation from a four-year college/university or at least 5+ years of professional experience in a business environment.
• Ability to become familiar with and obtain thorough working knowledge of the California State University (CSU) policies and procedures, University organizational structures, and the policies that govern them.
• Ability to become familiar with and obtain thorough working knowledge of the University accounting, procurement, budgeting and human resources systems and procedures.
• Proven ability to assess, formulate and evaluate the impact of recommended or implemented policies from a strategic and operational perspective.
• Strong technology, software, and hardware skills including the use of Outlook, Microsoft Office, the internet, etc.
• Excellent interpersonal and communication skills, with a strong ability to maintain a cooperative work environment and handle a broad, higher range of interpersonal contacts that may include confidential and sensitive information.
• Demonstrated proficiency in writing skills, English grammar, punctuation and spelling, and the ability to draft and compose correspondence and standard reports.
• Experience working in a University Police Department performing fiscal, procurement, payroll, and personnel services functions.

• Experience working with college students within a highly diverse and fast-paced environment.
• Proven ability to exercise excellent judgment in the development of policies and procedures related to issues frequently not covered by existing policies and procedures.
• Ability to learn, independently interpret and apply a variety of complex organizational policies and procedures.  Ability to independently identify appropriate applications of a wide variety of complex written policies and procedures and identify deviations from applicable policies and procedures. 
• Ability to establish, format, and create statistical comparison charts that are updated on a periodic basis.

Environmental/Physical/Special

• Must be able to work in a police environment. 
• Must respond to campus emergencies and may be required to work evening, weekends and/or emergency hours.
• Must be able to competently interact with a culturally and ethnically diverse population of students, faculty, staff, and management.
• Must pass fingerprinting and background investigation process prior to hire date.
• Must be able to competently interact with a culturally and ethnically diverse population of students, faculty, and staff.

Pre-Employment Requirements

This position requires the successful completion of a background check.

Eligibility to Work

Applicants must be able to provide proof of US Citizenship or authorization to work in the United States, within three business days from their date of hire.

Benefits

Threaded through our Total Compensation package is a commitment to Bridging Life's Transitions.  SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students and the customers we serve.
We offer a competitive compensation package that includes Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program, all geared towards the University's commitment to attract, motivate and retain our employee.

Employment Requirement

CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so.  Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to [email protected] .

CSUEU Position (For CSUEU Positions Only)

Eligible and qualified on-campus applicants, currently in bargaining units 2, 5, 7, and 9 are given hiring preference.

Additional Information

SF STATE IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (i.e. H1-B VISAS).
The Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m., and can be reached at (415) 338-1872.

Please note that this position, position requirements, application deadline and/or any other component of this position is subject to change or cancellation at any time.