Fiscal & Personnel Services Specialist (Administrative Analyst/Specialist, Exempt II) - Division of Campus Safety

***San Francisco State Applicants Only***

Working Title

Fiscal & Personnel Services Specialist (Administrative Analyst/Specialist, Exempt II) - Division of Campus Safety

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 - Division of Campus Safety

Appointment Type

Probationary

1.0

Work Schedule

M - F 8 AM to 5 PM

Anticipated Hiring Range

$5,485.00 per month ($65,820.00 annually)

Salary is commensurate with experience.

Position Summary

The Fiscal & Personnel Services Specialist will serve as the lead and primary administrative operations analyst and fiscal and personnel advisor for the Division of Campus Safety. This position will independently perform various specialized administrative and analytical duties for all fiscal, accounting, payroll and personnel operations for both the University Police and Parking & Transportation departments by planning, organizing, analyzing, reporting, coordinating and monitoring day to day completion of all administrative, accounting, fiscal, payroll, personnel and selected recruitment functions.  This position will maintain and keep confidential records of personnel actions, pre-employment requirements, 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 Chief of Police and complete special projects as assigned.

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

Position Information

Fiscal Services

• Independently process and coordinate department purchases, invoices, and fiscal activities for department accounts including general fund, trust accounts, special project accounts and self-support accounts. 
• Implement and maintain fiscal services procedures in accordance with University policies and procedures.
• Maintain automated and manual record keeping of all administrative, accounting, and fiscal documents.
• Act as a liaison for on and off campus departments with regards to fiscal and accounting purposes.
• Serve as a liaison between Fiscal Affairs and UPD/Parking & Transportation.
• Attend the Fiscal Affairs Users’ meetings and trainings.
• Analyze and audit monthly Finance reports (BI) for accuracy and perform research on accounting discrepancies.
• Generate and maintain finance reports and expense spreadsheets related to Police, Parking & Transportation, Critical Response Unit (CRU), Trust Accounts, and Fingerprint accounts.
• Evaluate and provide expenditure analysis and update on special projects, grants and process grant reimbursements.
• Maintain automated and manual record keeping of all transactions for revenue reconciliation.

Payroll/Personnel 

• Independently process, prepare and maintain the DCS’ monthly student and staff employees’ attendance, payroll, and personnel transactions.
• Prepare and finalize monthly attendance and payroll reporting for all Division of Campus Safety employees.  Track and reconcile records to ensure that in-house records match the official University Payroll Office records.
• Responsible for maintaining records of monthly payroll transactions.
• Responsible for tracking and analyzing personnel leave balances for accuracy. For planning purposes, and also on a quarterly basis, prepare a summary report of all employees projecting accruals for the calendar year. 
• Responsible for keeping track of police officer special assignment stipends.
• Serve as the liaison and primary representative in dealing with the day-to-day attendance, travel, payroll and personnel matters.
• Maintain confidential files stored in the Chief of Police’s office.
• Supervise the student employee(s) providing support in the Fiscal Services Unit.
• 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 documents.
• Attend training workshops related to HR.

Provide Budget Support

• Provide financial reports using Financial Data Warehouse System (FDWS).
• Assist in the preparation of annual budget requests, mid-year financial status reports, and all other mandatory reports.
• Reconcile and track department procurement card purchases and expense reports; and
• Prepare and track memos, purchase orders, payment requests, expense reports and other departmental forms and documents.

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.

• Core Competencies – embody the following competencies:
  • Bias toward collaboration and teamwork.
  • Effective communication skills across a variety of venues.
  • Customer/Client Focus with an emphasis in problem solving and resolution.
  • Personal effectiveness and credibility as demonstrated by interpersonal and professional confidence.
  • Diversity and inclusion.

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.

CSUEU Position

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.