CLASSIFICATION TITLE: Administrative Analyst/Specialist Exempt I

UNION CODE: R09

FT/PT: Full-time

PAY PLAN: 12-month

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

ANTICIPATED HIRING RANGE: $4,379 - $5,834

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

CSU CLASSIFICATION SALARY RANGE: $4,170 - $7,545

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 June 3, 2024; however, the position will remain open until filled.

POSITION PURPOSE: Under the general supervision of the Associate Vice President (AVP) for Grants, Research, and Sponsored programs, and with daily lead direction from the Senior Grants Analyst/Fiscal Compliance, the Grants Analyst I/Fiscal Compliance provides expertise for fiscal control, accounting, billing, financial reporting and administrative functions of individual grants and contracts awarded by Federal, State, and other agencies for the support of sponsored research, training, and public service programs. The incumbent monitors all grant related functions; ensures that expenses are allocable and in compliance with project scope and funding agency guidelines/policies; trains and instructs PIs/PDs and grant coordinators regarding post-award management and restricted funds monitoring; answers questions and guides grant coordinators and administrative staff regarding purchasing, travel, human resources, and participant costs to ensure accuracy and compliance with all relevant regulations. The Grants Analyst I/Fiscal Compliance attends training workshops for career development, participates in staff meetings, and contributes to the implementation of special projects as assigned.

DUTIES & RESPONSIBILITIES:

Post Award Transactions

• Reviews award or contact documentation to ensure strong working knowledge of terms and conditions.
• Revises transactions for allowability, allocability, reasonableness, consistency, availability of funds and period of award. Transactions include vendor and sub-recipient invoices, purchase orders/requisitions, reimbursements, hospitality claims, travel advances and claims, stipend requests, honoraria, independent contractor packets and transactions related to hiring and paying personnel.
• Schedules quarterly meetings with PIs to review projects.
• Runs monthly burn rate reports to ensure spending is on track and advises PIs if any anomalies are detected that could be the result of errors in recording within the system.
• Prepares fund transfers/journal entries, monitors indirect costs in all categories of expenditure. Ensures that progress and financial reports are submitted in a timely manner.
• Monitors cost share commitments and ensures that invoicing and drawdowns are done in accordance with the terms and conditions of the contract or award and are recorded in fund.

New Award Set Up & PI Orientation

• Reviews award documents and assigns Fund number in the Auxiliary.
• Completes regular updates of Time & Effort log for monthly distribution and completes Certifications in accordance with policies and procedures.
• Regularly updates Grants List for monthly distribution and reconciliation to the Sponsored Programs Module.
• Schedules appointment to meet with PI to review award or contract documentation and to go over major terms concerning budget provisions and restrictions, cost sharing (if applicable), period of award, and deadlines for progress and financial reports.
• Reviews major compliance issues as needed, including sub-recipient monitoring, human and animal subject use, and conflict of interest.
• Assists with any revision of budget if changes are needed; discusses and plans the spending process and spending mechanisms, including HR procedures for hiring and paying personnel.

Award Close Out

• Reviews budget projections at least 90 days before the grant/contract is expected to end and requests closeout paperwork from PI including a copy of internal expenditure list for comparison with the CFS.
• Meets with PI to review and discuss final deadlines and develop/ensure the spending plan is on track.
• Tracks final invoices and expenditures and works with PI/Coordinator to ensure any open orders like phones/postage/purchase orders and work orders are closed out.
• Completes close-out checklist and schedules meeting with the Grants Accounting and the PI/Coordinator to do final closeout; closes out projects in a timely manner and within approved budget.
• Works closely with Grants Accounting and as a liaison between Grants Accounting and the PI/Coordinator to resolve any invoicing and/or financial reporting issues.

Meetings, Training, and Professional Development

• Participates in meetings, internal and external trainings, and professional development opportunities. Performs other special projects as assigned.

REQUIRED QUALIFICATIONS:

EDUCATION & EXPERIENCE – Equivalent to a bachelor’s degree with a major in accounting, business administration, finance, or closely related field and three (3) years of progressively responsible appropriate administrative or fiscal compliance related experience in an academic, research, regulatory, private industry, non-profit or medical environment. A combination of education and experience which provides the required knowledge, and abilities may be considered.

LICENSES – Possession of a valid driver’s license or the ability to obtain by date of hire.

SKILLS, KNOWLEDGE & ABILITIES (SKA’s) –

• Regular and reliable attendance is required.
• Advanced proficiency with query tools, integrated financial systems and/or other types of records management systems.
• Understanding of internal control methods
• Ability to prepare complex reports.
• Ability to communicate effectively with others inside and outside the unit, including conveying complex and technical and professional information campus wide.
• Knowledge and understanding and basic accounting principles and procedures.
• 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.
• 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, both verbally and in writing.
• 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.

PREFERRED QUALIFICATIONS:

• Previous fiscal compliance experience with a higher education institution.
• Professional certification or master’s degree in business administration, accounting, public policy, or business-related field.
• Experience with PeopleSoft.
• Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.

PHYSICAL DEMANDS: SEDENTARY WORK – involves mainly sitting; minimal walking and standing; lifting light weight objects limited to 15 pounds.

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.

CALIFORNIA STATE UNIVERSITY EMPLOYEES UNION: It shall be the policy of the CSU in filling vacant CSUEU bargaining Units 2, 5, 7 & 9 positions to fill such vacancies from among qualified individuals currently employed on-campus except when it is determined that it is necessary to appoint outside applicants to meet campus workforce diversity goals or to provide specialized skills and abilities that are not available from current employees.

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: Not Mandated

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.