Administrative Analyst/Specialist I (AASI) Exempt/ Palm Desert Campus - California State University San Bernardino - Palm Desert, CA

• Analyze budgetary expenditures/fiscal projects and generate reports. As necessary establishes new accounts and initiates budgetary transfers.
  


• Manage, maintain and reconcile the PDC administrative operating budget, related to state, trust and special project accounts.
  


• Prepare and oversee all requisitions and purchase orders for PDC and assures that vendors are paid in a timely manner.
  


• Reconciles accounts through PeopleSoft financial system screens. Projects expenditures for the academic year. Serves as liaison between PDC and various departments on the San Bernardino campus (budget, purchasing, accounts payable, payroll, travel, general accounting).
  


• Develop annual budget allocations. Forecast and project revenues, personnel and operating expenditures based on history. Assess and calculate into budget projections new equipment and staffing needs for the University. Work with Academic Affairs for submittal of annual budget. Remind staff of year-end deadlines.
  


• Pay for staff conference fees with pro card and process all items such as, Staple’s purchase orders, office supplies, telephone charges, facilities chargeback, petty cash, budget transfers, and request for invoices.
  


• Approves/denies a majority of expenditures related to all aspects of the Palm Desert Campus.
  


• Monitors encumbrances and assure purchase orders are closed when necessary.
  


• Maintain attendance records and process payroll for staff and student assistants through PeopleSoft as a timekeeper.
  


• Monitor budget and report any problems or concerns. Meets with the Dean on a regular basis to discuss budget concerns and make recommendations.
  


• Oversee student club banking reimbursements and submit journal entries to general accounting.
  


• All funds from paid printing machines processed and sent to San Bernardino and manage PDC Literary account
  


• Work directly with Dean and Associate Dean’s to confirm class schedule for each quarter/Academic Year.
  


• Monitor and project faculty costs. Reimburse each college quarterly for faculty costs and assign correct WTU values to classes for reimbursement costs.
  


• Manage state procurement card and follow state guidelines for approved spending.
  


• Process and manage papers for all grants awarded to PDC
  


• Receive applications and coordinates with committee to award scholarship(s) (i.e. Rogers Scholars). Arrange for annual dinner with scholarship recipients and donor(s). Schedule recipient’s photos, order rings for dinner and work with venue for banquet details.
  


• As required, day-to-day program or work unit operations are overseen and lead work direction to administrative staff, including accountability for results, is provided.
  


• Work requires coordination with individuals at all levels within the organization. As needed, acts as a representative to outside entities.
  


• Other duties as assigned
  

Minimum Qualifications
Entry qualifications as described below:

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. Bachelor’s preferred.

Experience: Three (3) years of related administrative experience. Three (3) to five (5) years of related experience working with budgets preferred.

• Working knowledge of general practices, program, and/or administrative specialty. Basic knowledge of and ability to apply fundamental concepts. Working knowledge of budget policies and procedures.
  


• Ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty.
  


• Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them.
  


• Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques.
  


• Ability to organize and plan work and projects including handling multiple priorities.
  


• Ability to make independent decisions and exercise sound judgment.
  


• Ability to compile, write, and present reports related to program or administrative specialty.
  


• Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit.
  


• 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.