Administrative Analyst

CSU Careers • San José, CA

19h

About The Position

Under general supervision of the Assistant Parking Manager, the Administrative Analyst provides complex administrative support for all of the Parking Services Department. The incumbent serves as a liaison between Parking Services, other departments, vendors and other external business partners, and all the groups who make up SJSU Finance and Business Services. The position provides operational support throughout the organization, encompassing the issuance and billing of parking permits and other accounts receivables; assisting with procurement and other account purchasing duties; management of special event parking accommodations; assisting with parking citation collections; and assistance with customer service by resolving customer problems. The position will handle cash and other forms of payment, reconcile, and perform collections. The responsibilities of this position require the incumbent to interact daily with staff, faculty, and students. Because the department receives communications and requests in a myriad of options, the Administrative Analyst must be able to clearly communicate in multiple forms (phone calls, emails, letters, and virtual environments.)

Requirements

• Excellent customer service and public relations skills
• Excellent oral and written communication skills
• Ability to use negotiation and persuasion skills to achieve results
• Knowledge of budget policies and procedures
• Knowledge of software applications: word processing, spreadsheet, database management
• Skilled in analyzing information and projecting future needs and outcomes as they relate to the data
• Ability to maximize productivity through use of appropriate tools; planned training and performance initiatives
• Ability to research and develop resources that create timely and efficient workflow
• Ability to identify and determine the cause of problems
• Ability to develop and present recommendations for improvement of established processes and practices
• Ability to recommend initiatives and changes to improve quality and services
• Ability to implement guidelines to support the functions of the unit
• Ability to prepare progress reports, inform supervisor of project status, and deviation from goals
• Ability to ensure completeness, accuracy and timeliness of all operational functions
• Ability to maintain contact with customers and solicit feedback for improved services
• Ability to perform accurately in a detail-oriented environment
• Ability to handle multiple work priorities, organize and plan work and projects
• Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies
• Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to parking services
• Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions
• Ability to compose and appropriately format correspondence and reports
• Ability to perform standard business math such as calculate ratios and percentages, track financial data, and make simple projections.
• Ability to learn Peoplesoft and parking services related software programs
• Ability to schedule employees to provide the best coverage for the shifts based on customer and department needs
• Ability to instruct others to ensure their completion of the assigned work
• Ability to communicate with constituents in a professional and respectful manner
• A bachelor’s degree and/or equivalent training
• Administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs

Nice To Haves

• A bachelor’s degree in Computer Science
• Experience with SQL database, HTML, CSS, mobile application, information security, computer programming

Responsibilities

• Work with other campus departments and with outside groups to provide adequate parking for special events without severely impacting the parking needs of the campus.
• Process event permit request forms/emails
• Set up third party users and train third parties to request parking permits or events
• Set up permit number ranges, electronic codes, and/or guest permit links for special events
• Coordinate with field operation to ensure all event parking requirements are met and carried out successfully
• Prepare and submit billings for events
• Ensure all event billings are accurate and paid in a timely manner
• Create, maintain, and keep track of events’ sale and parking utilization reports
• Serve as the main point of contact for departments, vendors, and guests
• Answer customers’ inquiry, resolve customers’ issues, and processes event permit refund as needed
• Utilize third party systems or software to facilitate permit issuance, permit refund, and event process
• Order, distribute, and reconcile parking permits issued to or received from retail and online sales channels
• Process and post parking permit and citation payments into T2 Flex parking management and/or Cashnet systems
• Post late charges and/or other fees to parking citations as required by policies, procedures, and/or applicable statutes, such as the California Vehicle Code
• Initiate and manage parking citation payment plans,
• Follow up with applicable collections activities as necessary
• Initiate and complete customer refund documentation for parking permit refunds and dismissed parking citations
• Prepare and submit PRD requests to the State Controller’s Office for permits and/or commuter benefits.
• Download PRD files and perform PRD import/export as needed
• Facilitate data entry of parking citations and appeals into T2 Flex parking management system
• Resolve parking permit and citation customer service requests received or escalated from other staff
• Acknowledge, research, and resolve Declaration of Non-Ownership and Release of Liability claims from customers and rental/leasing agencies by accessing and utilizing information from remote databases, such as those maintained by the California Department of Motor Vehicles
• Process refund requests and issue refunds as allowed
• Reconcile daily parking revenue
• Prepare deposits and deliver to the depository under Police escort
• Perform collections for permits, citations, and other accounts receivables
• Perform LPR or DMV lookup for field operation and adjudication
• Oversee the student employees: provide training, coordinate their schedules, provide work direction, and monitor their daily routines
• Verify parking sales cashnet entries for accuracy
• Perform daily, weekly, or monthly reconciliations of cashnet deposits against internal records and transaction data
• Prepare sale and transaction reports for reconciliations, cashnet deposit entries, and data gathering
• Investigate any inconsistencies or errors, and collaborate with relevant departments to resolve issues
• Maintain accurate records of deposit reconciliations, adjustments, and related documentation
• Prepare reports summarizing the findings and provide recommendations for process improvements
• Ensure compliance with internal policies, procedures, and regulatory requirements while performing deposit reconciliations
• Support internal and external audits by providing requested documentation and explanations
• Perform daily, weekly, or monthly reconciliations of API, permit, citation, and event sales
• Organize, facilitate and attend meetings and orientations with campus groups to discuss parking issues and policies to educate campus employees and students
• Assist with System Administration Function which included by not limited to the T2 Flex Unified Parking Management System, Genetec LPR System, DMV access system, Mobile Payment Application, Pay Stations, Smartsheet, Parking Website
• Analyze and convert data from other sources to import/export between systems to achieve programmatic or administrative goals
• Develop data reports, intake forms, smart sheets for analytics and department processes
• Analyze, interpret, and ensure compliance with applicable privacy laws and PCI regulations
• Develop and deliver training to other staff members (including supervisors and managers) for system use, including the initial training and any subsequent updates or revisions as necessary

Benefits

• San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary.
• For more information on programs available, please see the Employee Benefits Summary

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 1-10 employees