MAJOR RESPONSIBILITIES:

Transcription

1 POSITION DESCRIPTION Department: University Budget Office Position Reports To: Director, Budget Office Working Title: Senior Budget Analyst Classification: Senior Budget Analyst Job Code: 5284 Range Code: 1 Time Base: 1.0 Eempt or Non-Eempt: Eempt Position Number: TBD Last Update: 06/02/2017 Union / Unit (if applicable): California State University Employees Union (CSUEU) / Unit 9 PURPOSE OF POSITION: Provide information, guidance and support to University management, staff and faculty concerning budgets and financial procedures; prepare detailed reports and necessary correspondence; develop business processes, standards and procedures in alignment with CSU and State of California requirements. Provide input and recommendations to the Director on all matters relating to budget in order to preserve the organization s financial integrity through budgetary planning, management and analysis of available resources, including development and application of sound budgeting practices. Incumbents may be assigned responsibility for providing training, guidance and assistance to other employees and may provide lead work direction to other professional and/or technical staff. MAJOR RESPONSIBILITIES: % of Time Budget Administration Lead the process for daily operations and administration 50% for the preparation, allocation and support of the University s annual operating budgets for all funds across all entities on the campus. Lead budget projects required to support the campus community, and perform continuous budgetary control of appropriations; demonstrate initiative and independent thinking to survey and investigate comple budget matters. Budget Analysis / PeopleSoft Human Resources / Finance Systems Financial Reporting 20% Independently provide analytical support, projections and ad-hoc services, including PeopleSoft report development for the campus community; lead projects, conduct etensive data compilation, querying and analysis on large volumes of data; leverage other types of records management systems / CSU resources as needed. Compensation and Benefits Policies, Procedures, Projections and Analysis Responsible for the 20% analysis of the University s Employee compensation and benefits budget pools and work closely with the budget analyst on regular allocations; process budget data journals. Training Develop and present budget concepts, methodologies and processes to the campus 10% community; provide training on PeopleSoft Data Warehouse Reporting tool.

2 LIST OF DUTIES FOR EACH MAJOR RESPONSIBILITY: Budget Administration: Annual: Partner with the Director in planning, coordination, and implementation of the annual budget for the campus. Lead the annual preparation of the FIRMS Budget submission to the Chancellor s Office (CO) and independently work with their budget representative Lead the development of various annual materials for the University Budget Committee (UBC). As requested, present materials to UBC attendees and address questions. Perform ependiture reviews and projections for various divisions, departments, programs, etc., as required. Prepare annual budgeted revenue projections Participate in year-end closing processes as they relate to final analysis, PO roll forward and fund reserves. As needed, participate in the preparation of the following campus-wide processes and reports: Campus Budget Submission to the Chancellor s Office, Campus Budget Allocations, University Budget Call, Mid-Year Budget Review, Year End Budget processes. Administer the divisional budget allocation process, the campus mid-year review and year-end closing processes for the University Budget Office. Annual Student Fee Report submission to the Chancellor s Office. Participate in the Chancellor s Office Annual Student Fee Report Webinar Initiate research of new student fee concepts, interpret and determine fee revenue appropriate for the report, in addition to providing a breakdown of FISAP reporting requirements to Financial Aid, consistent with the overall Fee Report Reach an understanding of all fees among campus entities and provide details and comments to support any changes Understand the campus fee reporting database application, prepare and submit the report with all required information and ensure timely delivery within the Chancellor s Office deadline. Independently address any follow up questions / comments from the CO following initial submission. Monthly: Responsible for the administration, reconciliation, analysis and allocation of the University s centralized compensation pool in accordance with campus processes and collective bargaining agreements. Review monthly revenue and ependiture reports for specific divisions / funds and plan Monitor, analyze, track epenses, and reconcile Division and University Campus Wide Activities. Daily / Periodic / Other Administration: Independently respond to customer inquiries by providing information, troubleshooting, training, and resolution of budget-related issues. Survey and investigate comple budget matters including collection of information from national databases and other institutions of higher education Prepare related reports and necessary correspondence for the Budget Office and the campus community. Attend Partners in Campus Business Operations (PCBO) meetings and deliver periodic presentations. Lead, research, develop, and implement special projects for the University Budget Office. Develop reports, spreadsheets, and other data to maintain and update the University Budget Office website. Perform a wide variety of comple analytical tasks related to the development of projections for ependitures and revenues to support the allocation of funds in a manner consistent with the University s strategic priorities. Able to professionally interact with all levels of campus management, faculty and staff Contact point for CSU Chancellor s Office on all budget operational areas. Work closely on various issues. Alternate Budget Office delegate for the CSU Budget Officers Association (BOA). Attend and participate in periodic meetings

3 Budget Analysis and PeopleSoft HR and Finance Systems Financial Reporting: Conduct etensive and comple financial data compilation, querying and drilling on large volumes of financial data; and use integrated financial systems and/or other types of records management systems. Compile and produce budget reports and evaluate historical data. Proficient in independently developing comple summary analysis reports at an eecutive summary level, which are presented clearly and can efficiently facilitate decision-making. Develop business processes, standards and procedures, which include collection of information from national databases and other institutions of higher education: Recommend Budget Office policies, procedures and practices. Update annual Mid-Year Review process for the campus as appropriate, including recommendations for process enhancements. Lead position control and budgetary control functions. Function as back-up for labor cost distribution (LCD) and associated processes. Function as back-up to the Budget Analyst for process and posting of budget transfers to the PeopleSoft Finance System Recommend internal controls for budget transactions and document procedures and streamline processes in accordance with implemented budgeting policies and practices. Function as Campus Data Warehouse Lead and subject matter epert: Respond to campus inquiries by troubleshooting Data Warehouse reporting issues. Work with Financial Systems Operations (FSO) and Human Resources (HR) to find resolutions and improve processes. Provide on-going support to users across all operating units on campus - coordinate and conduct training sessions, which includes development of training collateral materials Consult with appropriate campus members in the development of the PeopleSoft Finance and HR system upgrades by testing Data Warehouse Reporting and other issues as they arise. Participate in all other analysis and reporting requirements and resolve other PeopleSoft systems and Data Warehouse reporting issues as they arise. Work with the CO on various system-wide Data Warehouse initiatives Develop and maintain Queries in PeopleSoft HR and Finance that will assist the Budget Office and the campus in streamlining processes. Compensation and Benefits Projections and Analysis Responsible for ensuring timely and accurate projections related to compensation and benefits. Includes monthly reconciliation and independent research, analysis and communication of variances and projections. Confirm available funding requirements for each bargaining unit agreement. Lead for annual and periodic compensation updates to budget based on notifications received from the Chancellor s Office and HR. Function as subject matter epert regarding the Collective Bargaining Agreement compensation increase cycles. Independently follow up on any discrepancies. Monitor funds budgeted for these purposes to ensure that funding levels are adequate. Consult and advise campus personnel on budget issues related to compensation allocations. Work with Human Resources and/or Payroll to resolve any compensation issues. Make recommendations to improve processes. Work closely with the budget analyst on regular allocations, which includes posting / allocation of budget data Maintain accurate records and historical data on compensation and benefits activity. Campus Training: Research, develop and conduct training that is informative, eplains and demonstrates processes, and assists the campus community with budget practices and reporting options. Present training topics to budget users across the campus, being able to effectively communicate comple budget topics clearly given various levels of budget knowledge and understanding. Provide training, guidance and assistance to other Budget Office employees.

4 Provide training, guidance, consultation, and customer service to those new to PeopleSoft. PROVIDES LEAD DIRECTION OF OTHERS: Not applicable REQUIREMENTS OF POSITION: 1. List certificates, licenses, or education required Equivalent to a bachelor s degree with a major in Accounting, Business Administration, Finance or a closely related field OR a combination of education and eperience which provides the required knowledge and abilities. Three years of progressively responsible analytical eperience, including two years involving duties such as preparation, justification and analysis or the control and administration of a budget or budgetary program. Preferences Master s Degree or MBA Intermediate to advanced knowledge of Microsoft Ecel Eperience in Higher Education / Academic setting 2. List additional knowledge, skills, and abilities required for this position and tell why it is required. Relate the requirement to the major responsibilities Working knowledge of the principles and practices of governmental budgeting, accounting and public finance. Eperience with PeopleSoft HR and PeopleSoft Finance, Data Warehouse, and Query tool and / or proficiency with automated financial systems, comple spreadsheets, databases, query tools, and information retrieval; including working knowledge of research techniques / statistical principles and procedures. Ability to assume responsibility and demonstrate initiative and follow-through; recognize problem areas, collect data from a wide variety of sources, perform comple analysis, write thorough, clear and concise analytical commentary and make appropriate recommendations. Comprehensive knowledge of or ability to quickly learn CSUSM budget, budget development, budget administration, funding policies, compensation funding policies and procedures, relevant planning concerns for service levels, State, Trustee, and CSU system and CSUSM administrative requirements and policies Working knowledge of labor cost distribution and / or payroll processes Demonstrated ecellent verbal and written communication skills; knowledge and eperience developing eecutivelevel materials and presenting comple information to varied audiences General knowledge of the purpose, functions and fiscal organization of the various campus divisions. Eperience in implementation and development of financial reporting for campus, from senior management reports to end user departmental reports Must be conscientious in completing assignments with the ability to work in a high pressure environment, demonstrate urgency with regard to ad-hoc requests, meet all established deadlines, prioritize emerging issues and handle multiple tasks concurrently Superior customer service and interpersonal skills; ability to establish and maintain effective working relationships across divisions and functional groups with the ability to work effectively in a diverse, multicultural environment. Must be able to maintain confidentiality of information and materials. Ability to apply a variety of policies and procedures where specific guidelines may not eist. Ability to be fully functional in all technical aspects of work assignments. Desired eperience with budget software systems, in addition to, knowledge of systems implementation Thorough knowledge of office systems and ability to use a broad range of software packages, technology, and systems to include Microsoft Office Suite (Word, Ecel, Outlook, PowerPoint), and Internet Ability to demonstrate an awareness and appreciation of the cultural diversity of the University community, and establish and maintain cooperative and effective relations with University employees, students and the public.

5 3. List machines, tools, equipment, and motor vehicles used in the performance of the duties Standard office and communication equipment 4. Unique working conditions This position is subject to a criminal background check including, but not limited to, employment verification, education verification, reference checks and criminal record checks. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position. The person holding this position is 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 Eecutive Order 1083 as a condition of employment This position is a designated position in the California State University s Conflict of Interest Code. The incumbent in this position is required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission. Must participate in required campus trainings including, but not limited to, Information Security Awareness Training and Seual Violence Awareness and Prevention EDU: Eliminate Campus Seual Misconduct. PURPOSE AND NATURE OF WORK RELATIONSHIPS: Define working relationships with people on and off campus (other than supervisor or people supervised) with whom this employee interacts on a continuing basis, and how often this interaction occurs. Budget Office Staff Provide insight, problem-solving, Daily assistance, and support. Advise on specific matters; to train, develop and interpret policies and procedures. Financial Systems Operations Resolve or address specific issues and concerns; facilitate the development and streamline processes as they relate to PeopleSoft, Data Warehouse reporting and Query; review and analyze new functionality. Daily Human Resources, Payroll, Accounting, Resolve or address specific concerns; seek or Daily Procurement provide information. Discuss, assist, or advise regarding policies, processes and procedures. Campus Budget Personnel Provide advice, assistance, information and Daily training. Campus Community Provide advice, assistance, information and Daily training. VPFAS Office staff Communicate on budgetary and other matters Daily

6 PHYSICAL EFFORT: Check the appropriate bo for each of the following items which most accurately describes the etent of the specific activity performed by this employee on a daily basis. N/A N/A Sitting X 12. Lifting or carrying 2. Standing A. 10 lbs or less 3. Walking B. 11 to 25 lbs 4. Bending Over C. 26 to 50 lbs 5. Crawling D. 51 to 75 lbs 6. Climbing E. 76 to 100 lbs 7. Reaching overhead F. Over 100 lbs 13. Repetitive use of 8. Crouching hands/arms 9. Kneeling 14. Repetitive use of legs 10. Balancing 15. Eye/hand coordination 11. Pushing or pulling Yes No 16. Driving cars, trucks, forklifts and other equipment 17. Being around scientific equipment and machinery 18. Walking on uneven ground MENTAL EFFORT ENVIRONMENTAL FACTORS N/A N/A Directing others 1. Inside 2. Writing 2. Outside 3. Using math/calculations 3. Humid 4. Talking 4. Hazards 5. Working at various tempos 5. High places 6. Concentrating amid distractions 6. Hot 7. Remembering names 7. Cold 8. Remembering details 8. Dry 9. Making decisions 9. Wet 10. Working rapidly 10. Change of temp 11. Eamining/ observing details 11. Dirty 12. Discriminating colors 12. Dusty 13. Odors 14. Noisy 15. Working w/others 16. Working around others 17. Working alone

7 SIGNATURES The last sheet for any staff position description should contain the signature sheet. Signatures will include the incumbent s signature (if applicable) or new employee; the supervisor s signature and all pertinent administrative personnel. Employee Supervisor (MPP) Dean/Department Head/Director Appropriate Administrator (if different from above) Vice President (if different from above)