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Business Operations Analyst

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Please see Special Instructions for more details.

Required application materials, including the cover letter, will be screened on the basis of Requirements and Knowledge, Skills and Abilities listed in this announcement. Candidates for interview will be selected from among those who most closely meet the requirements and knowledge, skills and abilities. Meeting the minimum qualifications does not guarantee an interview. As part of the interview process, candidates may be asked to demonstrate job-related knowledge and skills.

Posting Details

Position Information

Posting Number 2014476S
Position Title Business Operations Analyst
Location College of San Mateo
Department Administrative Services CSM (DEPT)
Position Number 4C0393
Percentage of Full Time 100%
FLSA Non-Exempt (accrues overtime)
Months per Year 12
If other, please specify
Min Salary $83,052 (annual)
Max Salary $106,068 (annual)
Position Type Administrative/Supervisory Positions

Posting Text

General Statement

San Mateo County Community College District values the principles of diversity and equity. We provide our students with a rich and dynamic learning community that embraces differences, emphasizing collaboration and engaging students in and out of the classroom, encouraging them to realize their goals, and to become critical thinkers and socially responsible leaders.

This is professional work at the action level involved in the analysis, maintenance, and auditing of college accounts and projects. The employee analyzes and prepares financial reports and records of revenues and expenditures and provides accounting advice to the College Business Officer (CBO), senior account technicians, and support staff; communicates results of financial analysis to CBO and management, makes recommendations for appropriate action, identifies problems and implements solutions. The Business Operations Analyst also provides professional accounting work at the action level involved in the analysis, tracking, maintenance, and auditing of all funds, accounts, and projects for the college.

Under supervision, the Business Operations Analyst position is responsible for administrative management and carrying out technical responsibilities involving a variety of business operations for the College of San Mateo with established standards and practices. This includes performing complex and detailed accounting work related to auditing, processing, and maintaining manual and online employee payroll and related employment records for classified hourly payroll; administering, coordinating, and tracking the college’s business contracts, including Independent Contracts; ensuring appropriate insurance program standards are applied to business contracts; and overseeing procurement card program for the college.

Public contact is extensive, and involves faculty, staff at various levels within the organization, students, vendors, contractors, legal counsel, other educational institutions, governmental, funding and compliance agencies, and the general public, for the purpose of exchanging technical, policy and other information. A high degree of independent judgment and creativity are required to maintain, select, and analyze financial data in order to make original recommendations and to resolve a variety of minor and potentially major problems that can occur. Consequences of errors in judgment can be costly in employee time, public relations and/or institution funding; however, administrative controls limit the risk of serious consequences. A Business Operations Analyst can direct the work of accounting, paraprofessional, clerical and other staff as assigned.

Duties and Responsibilities

The duties below are representative of the duties of the classification and are not intended to cover all of the duties performed by the incumbent(s) of any particular position. The omission of specific statements of duties does not exclude them from the position if the scope of work is similar, related, or a logical assignment to this classification.

1. Exchanges technical information with college and District staff, legal counsel, and other educational institutions regarding college and District budget and financial records, reports, audits, policies, and procedural changes

2. Drives a motor vehicle to off-site locations to attend meetings, workshops, and other events to exchange current information

3. Under supervision prepares and examines budgets, expenditure reports, financial statements, budget variances, and reports of historical trends for regular college budgets and for specially funded project directors, management, and federal, state and local granting agencies

4. Plans, coordinates, implements, and evaluates complex accounting projects and performs analytical tasks as assigned by management

5. Provides technical expertise, advice, and direction to college personnel and specially-funded accounting and support staff

6. Serves as liaison and support to college business operations

7. Conceptualizes, researches, analyzes, compiles, and communicates financial, contractual, statistical, and other data for the completion of special and regular reports, presentations, and other matters

8. For grants, assists project directors in researching, planning, writing, submitting, evaluating, and managing applications for special funding; tracks and monitors funding requirements, agency reviews, and timelines of various grant applications and other requested funding

9. Monitors purchase requisitions for compliance with regulations of the District and outside funding agencies; prepares and reviews budget transfers; prepares year-end accruals and serves as liaison to auditors to assure an accurate and successful annual audit; monitors and interprets federal, state and local regulations and guidelines and assures compliance with requirements; updates and revises procedures as necessary

10. Receives and reviews business contracts from college departments for correct compliance; ensures use of appropriate District contract form(s) to minimize exposure to risk and liability; facilitates execution of agreements and forwarding of executed agreements to proper parties through required approval process

11. Obtains and reviews external certificates of insurance and endorsements for all college events

12. Manages information exchanged among college staff and others regarding payroll matters such as monthly and manual payroll documentation, temporary and regular employee payroll files, pay rate and work hour adjustments, over-payments and amounts due, retirement system enrollment and reporting, voluntary and mandatory deductions, salary calculations, bank reconciliations, and other related matters, as well as provides and/or interprets operating policies and procedures

13. Reviews outcome of monthly and manual payroll processing, including information from college staff collecting, auditing, and verifying accuracy of source documents related to employee files and compensation

14. Uses spreadsheets and a variety of other computer software to compose and prepare correspondence, memoranda, report narratives, research summaries, reports, recommendations, procedure manuals, surveys, and other materials

15. Sets up, maintains, and retrieves file data related to budget history, operational and fiscal trends, expenditure projections, audit recommendations, grants, and other information

16. Trains, supervises and evaluates the work of accounting and support staff; schedules, coordinates, and monitors the work of other outside staff on special projects as assigned

17. Reviews, edits, and audits forms, applications, fiscal and other reports, evaluations, contracts, agreements, requests for services, and other materials for accuracy and timeliness

18. Performs other related duties as assigned

Minimum Qualifications

• A combination of education and experience equivalent to a Bachelor’s degree in accounting, business administration, or a closely related field

• Successful work experience of increasing responsibility that has included financial analysis and reporting, project budgeting, planning and design

• Experience using spreadsheets, databases and other software to compose and design reports and presentations

• Experience training, directing and coordinating the work of others

• Extensive public contact experience with people at various levels within an organization who are diverse in their cultures, language groups and abilities

• Demonstrated skill in effective written and oral communication, including public speaking and persuasive communication

• Possession of a valid California Driver’s license (or the ability to obtain one) and the ability to drive a motor vehicle to off-site locations

Knowledge, Skills and Abilities

1. Knowledge of generally accepted accounting and auditing principles, practices and procedures

2. Knowledge of state Education Code, state budget, and accounting policies and other applicable regulations

3. Knowledge of grant and categorical funding resources available to institutions of higher education

4. Knowledge of financial analysis and research procedures; skill in designing, developing, evaluating, and monitoring financial systems

5. Skill in the development and use of a variety of spreadsheet and other software instruments to conduct financial analysis, organize financial data, and prepare reports with attention to detail

6. Skill in planning, organizing, and coordinating the work of accounting and support staff, technical resources and other staff from various constituencies and levels within the organization

7. Skill in training, directing, and evaluating the work of others

8. Skill in oral and written communication, including public and persuasive speaking

9. Ability to communicate effectively with people of diverse cultures, language groups, and abilities

10. Ability to strategically-plan, organize, prioritize and implement multiple-tasked projects with similar timelines and anticipated outcomes

11. Ability to drive a motor vehicle to off-site locations to attend meetings, workshops, and other events

Physical Requirements

This classification requires sitting for various lengths of time; the ability to type, use phone, stand intermittently, walk, bend and stoop, occasionally lift, carry, push, pull or otherwise move objects of light to moderate weight, work at a computer, including viewing a monitor for various lengths of time, repetitive use of keyboard, mouse or other control device, dexterity of hands and fingers to operate keyboard; and ability to operate a motor vehicle and drive to off campus locations in order to perform the essential functions.

Preferred Qualifications
Benefits

Benefits include paid holidays, vacation and sick leave. The District pays all or a portion of monthly medical plan premiums (depending on the coverage) and pays all of the monthly dental and vision plan premiums for employees and eligible dependents. Additional paid benefits include life insurance, salary continuance insurance, and an Employee Assistance Program. Classified employees participate in the Public Employees’ Retirement System, a defined-benefit retirement plan through the State of California. Optional tax-deferred 403(b) and 457 retirement plans are also available.

Posting Detail Information

Open Date 08/18/2017
First Review Date 09/08/2017
Close Date
Open Until Filled Yes
Special Instructions Summary

Required application materials, including the cover letter, will be screened on the basis of Requirements and Knowledge, Skills and Abilities listed in this announcement. Candidates for interview will be selected from among those who most closely meet the requirements and knowledge, skills and abilities. Meeting the minimum qualifications does not guarantee an interview. As part of the interview process, candidates may be asked to demonstrate job-related knowledge and skills.

Conditions of Employment

Prior to employment, the selected candidate will be required to complete the following:

1. Submit official transcripts (applies to all faculty or educational administrative positions)
2. Submit verifications of prior employment
3. Satisfactory references
4. Successfully being cleared for employment through the background checking process

In addition to background checks, the District may review publicly available information about a candidate on the Internet. If a candidate is aware of incorrect or inaccurate information that is available on the Internet, the candidate is welcome to address such an issue with the Office of Human Resources.
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5. Present original documents for proof of eligibility to work in the United States
6. Approval of your employment by the SMCCCD Board of Trustees
7. Provide a certificate of Tuberculosis exam for initial employment.
8. Have fingerprints taken by a Live Scan computer (Clearance must be received prior to first day of employment). Please note that the California Education Code requires, in part, that community college districts shall not employ or retain in employment persons in public school service who have been convicted of certain felonies, a misdemeanor drug charge (including alcohol offenses) or misdemeanor moral turpitude (sexual offense) crime. However, consideration may be given to those whose drug convictions occurred more than five years ago. A conviction for other crimes may not necessarily disqualify you from the job for which you may be applying.

EEO Statement

The San Mateo County Community College District is an Equal Opportunity Employer that seeks to employ individuals who represent the rich diversity of cultures, language groups, and abilities of its surrounding communities.

Accomodations

Applicants who have disabilities may request that special accommodations be made in order to complete the selection process. Accommodation request forms and a copy of the Americans with Disabilities Act applicant procedures are available in the Office of Human Resources.

Annual Security Report

San Mateo County Community College District’s (SMCCCD) 2016 Annual Security Report (ASR), required by the Clery Act, includes statistics for the previous three years concerning reported crimes that occurred on campus; in certain off-campus buildings owned or controlled by SMCCCD; and on public property within, or immediately adjacent to and accessible from SMCCCD. Our 2016 Annual Security Report also outlines various campus safety and security policies, such as those concerning crime reporting, prevention and response to sexual and gender violence, alcohol and drug use, crime prevention, emergency response and evacuation procedures, and other matters. The 2016 Annual Security Report also includes important tips to help every member of the community remain safe and avoid becoming a victim of crime. The 2016 Annual Security Report is now available at http://www.smccd.edu/publicsafety/2016%20SMCCCD%20Annual%20Security%20Report.pdf. You can also obtain a copy of this report by contacting the Department of Public Safety at the District Office or any of the three Campuses (Cañada College (650) 306-3420, College of San Mateo (650) 574-6415 and Skyline College (650) 738-4199).

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How did you hear about this employment opportunity?
    • District Employee
    • District Employment Site
    • CCC Registry
    • HigherEdJobs.com
    • Chronicle of Higher Education
    • ACCCA
    • HERC
    • EdJoin.com
    • Indeed.com
    • Other
    • LinkedIn
    • Facebook or Twitter
  2. * Do you possess a combination of education and experience equivalent to a Bachelor’s degree in accounting, business administration, or a closely related field?
    • Yes
    • No
  3. * Can you demonstrate successful work experience of increasing responsibility that has included financial analysis and reporting, project budgeting, planning and design?
    • Yes
    • No
  4. * Do you have experience using spreadsheets, databases and other software to compose and design reports and presentations?
    • Yes
    • No
  5. * Do you have experience training, directing and coordinating the work of others?
    • Yes
    • No
  6. * Have you had extensive public contact experience with people at various levels within an organization who are diverse in their cultures, language groups and abilities?
    • Yes
    • No
  7. * Can you demonstrate skill in effective written and oral communication, including public speaking and persuasive communication?
    • Yes
    • No
  8. * Do you possess a valid California Driver’s License (or the ability to obtain one) and the ability to drive a motor vehicle to off-site locations?
    • Yes
    • No

Applicant Documents

Required Documents
  1. Cover Letter
  2. Resume/Curriculum Vitae
Optional Documents
  1. Other Document 1
  2. Other Document 2
  3. Other Document 3