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Lead Budget & Procurement Analyst - (Administrative Analyst/Specialist - Exempt II) - Facilities Services
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Position Number: 4995561
Location: San Francisco, CA
Position Type: Business and Financial Management

Lead Budget & Procurement Analyst - (Administrative Analyst/Specialist - Exempt II) - Facilities Services

Job No: 535822
Work Type: Staff
Location: San Francisco
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time, Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled)

Working Title

Lead Budget & Procurement Analyst

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 vpsaem@sfsu.edu.

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

Facilities Services - HR & Finance Shared Services

Appointment Type

This is a one year probationary position.

Time Base

Full-Time (1.0 FTE)

Work Schedule

Monday - Friday; 8:00am - 5:00pm
At the discretion of the Administrator, this position is telecommute-eligible (hybrid). The incumbent must be on-site at least three (3) days a week.

Anticipated Hiring Range

$5,850.00 - $5,971.00 Per Month ($70,200.00 - $71,652.00 Annually)

Salary is commensurate with experience.

Position Summary

The incumbent will serve as a Procurement Project & Financial Business Partner supporting the Facilities Services (FS) organization. This position provides Financial, Procurement and Accounts Payable transactional support for Facilities Services. Requires close coordination and collaboration with department managers to evaluate vendor quotes and contracts for accuracy and completeness in accordance with Accounting and Procurement guidelines. Creates Purchase Requisition (PR) ensuring PR Is in accordance with Accounting and Procurement guidelines. Reconciles, reviews and processes invoices submitted for payment ensuring SFSU policy is followed regarding vendor payments. Monitors Procurement spending to budget and provides monthly tracking and reporting to department managers. Special Project coordination and responsibility for recharge and cost recovery accounting, tracking and reporting. Resolves invoicing and procurement discrepancies and responds to inquiries from Procurement, Fiscal Affairs and Budget Office. Exercise fiduciary responsibility to ensure purchases comply with Accounting and Procurement guidelines. May also provide direction to Student Assistants.

Position Information

Procurement Support

Review purchase and contract documents, vendor proposals and quotes for accuracy and completeness
When applicable, recommend preferred method of procurement to department managers and executive staff, i.e., Purchase Requisition vs. Contract vs. Direct Pay vs. P-Card purchase
Create Purchase Requisition (PR) in CFS application ensuring PR is in accordance to Accounting and Procurement guidelines
Liaison with Procurement team to ensure PR has been processed and Purchase Order (PO) has been Issued
When applicable, validate that Contract has been signed and finalized and Contract Number has been issued
May require contact with vendors for quote requests and essential documents

Accounts Payable Support

Reconciles and reviews invoices submitted for payment ensuring all invoices are processed timely and SFSU policy is followed
Match Purchase Order or Contract Number with invoices confirming correct chart field information
Identify and resolve invoicing and procurement discrepancies prior to processing
Process invoice for payment through Accounts Payable ensuring accurate tracking and reporting of paid and pending invoices
Respond to inquiries and requests from Vendors, Procurement, Fiscal Affairs and Budget Office

Tracking and Reporting

Prepare and compiles monthly financial reports for departmental managers and executive staff
Monitor and reconciles procurement spending vs. budget and provides monthly tracking and reporting to department managers
Provide variance analysis of budget vs. actual spending and provide forecast of future spending
Upload and file all applicable procurement documentation into designated central archive as per direction from Supervisor/Manager

Administrative Functions

Provide audit support when necessary
Perform ad-hoc projects as assigned by Supervisor/Manager supporting budget, procurement, invoices and spending items
Provide accurate chart field information for P-Card purchases and ensure P-Card policy is followed

Recharge Administration

Review annual Memorandum of Understanding (MOU)/Service Level Agreement (SLA) and incorporate changes in rates and scope if necessary
Prepare, review and submit quarterly recharge/cost recovery journal entries to Fiscal Affairs as per MOU/SLA
Prepare review and submit monthly/quarterly recharge/cost recovery journal entries as per Work Order system information
Track and report quarterly recharge/cost recovery actuals

Project Coordination

Coordinate with departmental managers and executive staff to support 'special projects' assigned to Facilities Services throughout the year
Validate scope of work and allocated budget with Project Manager and funding department
Ensure budget is transferred into correct Facilities Services chart field upon project approval and prior to commencing work Alternatively liaise with Project Manager to create dedicated work order number to accurately track project costs
Ensure Project POs are opened against the correct chart field/work order number
Upon completion of project, create, review and submit journal entry for cost recovery as per work order/PO amounts

Other duties as assigned

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.

Position Skill Level - Exempt II

Typical nature of work assignments:

Under general direction, performance of administrative and/or program leadership in a large and/or complex organizational unit with broad impact. Required to assess, formulate, and evaluate the impact of recommended or implemented policies from a strategic and operational perspective. Work requires regular participation in planning and development activities and, as required, independent determination of methods to meet programmatic or administrative goals.
Influence over key objectives and longer term goals of an organizational unit and/or program with high visibility or broad impact within and outside the organization.
Independent determination of approaches to project and priorities. Work is reviewed against overall goals and objectives, with full accountability for results.
Use of appreciable judgment in the development of policies and procedures related to issues frequently not covered by existing policies and procedures. Precedents and policies to guide development activities may be available for reference.
Use of appreciable ingenuity and innovation to conceive of new approaches and solutions to address complex problems and issues.
Serve as the prime contact for the program, specialty, and/or organizational unit. May manage relationships with outside entities or agencies and manage sensitive information and situations.
May oversee day-to-day program or organizational unit operations and provide lead work direction to other professional or administrative staff, with accountability for results.

In addition to Position Skill Levels - Non-Exempt and Exempt I knowledge and skill requirements, work assignments typically require:

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

3 years' relevant experience in procurement, operations or financial assignments
Ability to analyze financial data and make accurate projections
Ability to compare actuals vs. projection and provide meaningful variance analysis
Proficiency in Microsoft Office suite of software including Excel
Professional Certification, i.e., Certified Purchasing Manager, Certified Supply Chain Management, etc.
Prior experience in Public Sector

Environmental/Physical/Special

Possess a valid California Driver's License; comply with the Defensive Drivers Training program requirements if a vehicle is used to travel on official business.
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 Executive Order 1083 Revised July 21, 2017 as a condition of employment.
Incumbent may be required to work extended hours, weekends or holidays in support of critical deliverables or initiatives.

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 (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).

Thank you for your interest in employment with California State University (CSU). CSU is a state entity whose business operations reside within the State of California. Because of this, CSU prohibits hiring employees to perform CSU-related work outside of California with very limited exception. While this position may be eligible for occasional telework, all work is expected to be performed in the state of California, and this position is assigned to on-campus operations.

CSU strongly encourages 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 are encouraged 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 hrwww@campus.edu.

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.

To apply, visit https://careers.pageuppeople.com/873/sf/en-us/job/535822/lead-budget-procurement-analyst-administrative-analystspecialist-exempt-ii-facilities-services