Administrative Analyst Specialist (Administrative Analyst Specialist Exempt I), Information Technology Services

California State University, San Bernardino•San Bernardino, CA

2d•$5,274 - $7,684•Onsite

About The Position

Under general supervision, the Administrative Analyst Specialist provides day-to-day budget, fiscal, and administrative analysis for Information Technology Services (ITS) and related programs, including the Vital and Expanded Technology Initiative (VETI). The position performs operational budget tracking, reconciliation, reporting, and transaction processing; applies established financial procedures and campus policies; and serves as a resource to managers and staff on routine fiscal and administrative processes.

Requirements

Bachelor's degree and/or the 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, PLUS two years of related experience.
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 external regulations pertaining to the applicable program and/or administrative specialty.
Working knowledge of operational and fiscal analysis methods and techniques.
Ability to take initiative and independently plan, organize, coordinate, and perform work in situations involving numerous and diverse demands.
Skill in researching, developing, and evaluating policies and programs, including collecting, evaluating, and interpreting data to develop sound conclusions and appropriate recommendations.
Expertise in investigating and analyzing problems with broad administrative impacts and implications, including the ability to anticipate and proactively address problems.
Demonstrated ability to effectively interpret, organize, and present information and ideas in written and presentation formats.
Ability to train others on new skills and procedures and provide lead work direction.
Valid CA Driver’s License

Nice To Haves

Experience supporting budget tracking, financial processing, or reconciliation in a higher education or public sector environment.
Working familiarity with CSU and/or campus financial policies and procedures.
Experience using financial, procurement, or enterprise systems (e.g., PeopleSoft, CFS, or similar systems).
Experience maintaining spreadsheets or databases for tracking budgets, expenditures, or program activity.
Experience providing administrative or fiscal support for programs or projects.
Basic understanding of accounting principles and financial recordkeeping practices.
Experience coordinating with multiple departments or stakeholders to support administrative process.
Strong organizational skills and attention to detail, with the capability to perform business math and maintain accurate financial and administrative records using standard office tools and equipment.
Clear and effective oral and written communication skills for preparing routine correspondence, reports, and supporting documentation.
Working knowledge of general budget, accounting, procurement, and financial processing procedures.
Experience applying established policies and procedures to review, process, and track financial transactions.
Familiarity with interpreting guidelines related to multiple funding sources and ensuring transactions follow applicable procedures.
Effective time management skills to plan, organize, and prioritize multiple assignments while meeting deadlines.
Capacity to work both independently on assigned tasks and collaboratively within a team environment.
Skill in identifying discrepancies, gathering relevant information, and resolving routine issues using established processes.
Accuracy and consistency in managing a high volume of financial and administrative transactions.
Customer service approach when responding to routine inquiries from internal and external stakeholders in a timely and professional manner.
Experience compiling, organizing, and presenting information in written reports or standard formats.
Interpersonal skills that support building and maintaining effective working relationships with a diverse group of stakeholders.
Bachelor’s degree in business administration, public administration, accounting, finance, or a related field OR equivalent combination of education and administrative work experience.
One (1) to three (3) years of experience performing administrative, fiscal, or program support duties involving budget tracking, financial processing, reconciliation, or general office administration.

Responsibilities

Coordinates budget development, forecasting, and financial planning by analyzing historical expenditures, current commitments, funding availability, and spending trends to prepare projections and recommendations that support resource planning and management decision-making.
Provide fiscal and administrative support for ITS programs and funding sources, including VETI and SSI, by monitoring expenditures, reviewing transactions and funding requirements, and identifying potential compliance issues to ensure funds are used in accordance with established requirements.
Monitor and analyze allocations, expenditures, encumbrances, and balances; identify variances, discrepancies, and funding issues and recommend appropriate action to maintain fiscal integrity and support effective use of resources.
Provide consultative budget support to campus constituents by researching fiscal issues, interpreting established procedures, and recommending appropriate solutions within established requirements.
Compile, reconcile, and analyze financial data; prepare budget reports and summaries to communicate financial status and support management decision-making.
Review and process financial transactions, including invoices, requisitions, purchase orders, transfers, journals, and billings by verifying funding availability, accounting information, authorization, and supporting documentation to ensure accurate and compliant fiscal activity.
Administers assigned ITS budgets by monitoring purchase orders, contracts, software renewals, payments, and other financial commitments against available resources and identifying issues requiring adjustment or management attention.
Collaborate with Accounting, Procurement, Accounts Payable, and other campus offices to research and resolve fiscal issues.
Interprets and applies CSU and campus fiscal policies, procedures, Executive Orders, systemwide requirements, and applicable agreements when evaluating transactions, resolving fiscal issues, and developing recommendations.
Evaluate fiscal processes, recommend improvements, and maintain related procedures and business process documentation to support programs.
Performs assigned fiscal year-end activities by reconciling accounts, preparing journal entries and adjustments, and compiling financial information to support accurate year-end reporting.
Coordinate administrative activities related to fiscal operations, account administration, procurement, chargebacks, and cost recovery.
Evaluate administrative workflows and operational issues; apply independent judgment to recommend solutions and process improvements.
Interpret administrative procedures and provide guidance to staff regarding requirements, deadlines, and processes.
Compile and review administrative information to identify operational needs and support management decision-making.
Coordinates assigned onboarding activities and develops and maintains procedural and reference materials to support staff understanding of established administrative and fiscal processes.
Monitor and analyze personnel expenditures and position activity to support staffing and budget planning.
Track temporary position activities and coordinate with ITS managers to ensure established procedures and timelines are followed.
Researches and applies established campus policies and applicable collective bargaining agreement provisions related to position administration, consulting Human Resources when additional interpretation is required.
Prepare position and expenditure reports to support management review and planning.
Performs other related duties consistent with the classification by applying administrative and analytical knowledge, judgment, and established policies and procedures in support of ITS and University operational priorities, including but not limited to:
Participate in department and university committees and support a professional, inclusive, and service-oriented work environment.
Provide backup administrative support to the Office of the CIO, including calendaring, scheduling, agenda preparation, and meeting coordination.