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Business Operations Analyst

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San Mateo County Community College District

Location: San Mateo, California
Category: Admin-Business And Financial Management
Date Posted: November 12, 2024

Job Description

Posting Number

20141916S

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

Min Salary

$108,300 (annual)

Max Salary

$138,312 (annual)

Position Type

Classified Positions

Who We Are

The San Mateo County Community College District is committed to achieving educational equity for all students. As outlined in the Districts Strategic Plan, “success, equity, and social justice for our students are longstanding goals.” The Districts “Students First” Strategic Plan is focused on "Student Success, Equity and Social Justice.” We provide students with a rich and dynamic learning experience that embraces our commitment to provide quality education and promote life-long learning — emphasizing collaboration and engaging students in and out of the classroom, encouraging them to realize their goals, and to become global citizens and socially responsible leaders. When you join our San Mateo County Community College District team, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice. We achieve this through broad collaboration among faculty and classified staff, administration, students and community partners.

The College and the District

College of San Mateo (CSM) is part of the San Mateo County Community College District and is a Hispanic Serving Institution and Asian American Native American Pacific Islander Serving Institution. The college enrolls approximately 15,000 students each academic year. CSM has a diverse student population that is a reflection of the communities that it serves. Detailed information about the student population, including data related to student success, can be found on College of San Mateos Office of Planning, Research, Innovation, & Effectiveness (PRIE) website.

Who We Want

We value the ability to serve students from a broad range of academic, socioeconomic, cultural, disability, gender identity, sexual orientation, racial and ethnic backgrounds. We prioritize applicants who demonstrate an understanding of the benefits that diversity brings to a professional educational community. The successful candidate will be an equity-minded individual who is committed to collaborating with faculty, classified staff, administration, students and community partners in strengthening the culture of equity and antiracism throughout the District. The San Mateo County Community District seeks employees who value mentorship and working in a collegial, collaborative environment, guided by a commitment to helping students achieve their educational goals.

The Position

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; provides accounting advice to the College Business Officer (CBO) and senior account technicians and support staff; communicates results of financial analysis to CBO and management, makes recommendations for appropriate action and 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 relating to auditing, processing, and maintaining manual and online employee payroll and related employment records for classified hourly payroll; administering, coordinating, and tracking the colleges business contracts including Independent Contracts; and ensuring appropriate insurance program standards are applied to business contracts; oversees 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 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.

Exchanges technical information with college and District staff, legal counsel, other educational institutions regarding college and District budget and financial records, reports, audits, policies and procedural changes; drives a motor vehicle to off-site locations to attend meetings, workshops and other events to exchange current information
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
Plans, coordinates, implements and evaluates complex accounting projects and performs analytical tasks as assigned by management; provides technical expertise, advice and direction to college personnel and specially-funded accounting and support staff; serves as liaison and support to college business operations
Conceptualizes, researches, analyzes, compiles and communicates financial, contractual, statistical, and other data for the completion of special and regular reports, presentations, and other matters; 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
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 guideline and assures compliance with requirements; updates and revises procedures as necessary
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
Obtains and reviews external certificates of insurance and endorsements for all college events
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, overpayments and amounts due, retirement system enrollment and reporting, voluntary and mandatory deductions, salary calculations, bank reconciliations, and other related matters, as well as to provide and/or interpret operating policies and procedures
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
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
Sets up, maintains and retrieves file data related to budget history, operational and fiscal trends, expenditure projections, audit recommendations, grants, and other information
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
Reviews, edits and audits forms, applications, fiscal and other reports, evaluations, contracts, agreements, requests for services, and other materials for accuracy and timeliness
Performs other related duties as assigned

Minimum Qualifications

Bachelors degree in accounting, business administration, or a closely related field OR an equivalent combination of education and experience
Successful work experience of increasing responsibility that has included financial analysis and reporting, project budgeting, planning and design, use of spreadsheet, database, presentation and other software to compose and design reports; training, directing and coordinating the work of others
Demonstrated cultural competence, sensitivity to, and understanding of the diverse academic, socioeconomic, ethnic, neurodivergent, and LGBTQIA+ backgrounds of community college students, faculty, and staff
Demonstrated skills in effective oral and written communication, including public speaking and persuasive communication
Possession of a valid California Drivers license (or the ability to obtain one) and have the ability to drive a motor vehicle

Knowledge, Skills and Abilities

Knowledge of generally accepted accounting and auditing principles, practices and procedures
Knowledge of State Education Code, State Budget and accounting policies and other applicable regulations
Knowledge of grant and categorical funding resources available to institutions of higher education
Knowledge of financial analysis and research procedures; skill in designing, developing, evaluating and monitoring financial systems
Skill in the development and use of a variety of spreadsheet and other software instruments to conduct financial analysis and prepare reports
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
Skill in training, directing and evaluating the work of others
Skill in oral and written communication, including public and persuasive speaking
Ability to communicate effectively with people from diverse academic, socioeconomic, ethnic, neurodivergent, and LGBTQIA+ backgrounds
Ability to strategically-plan, organize, prioritize and implement multiple-tasked projects with similar timelines and anticipated outcomes

Physical Requirements

This classification requires creativity, multi-level tasking, attention to detail and organization of financial data, listening, individual to large-group communication, persuasion, good memory, tact, patience, flexibility and the ability to drive a motor vehicle to off-site locations in order to perform the essential functions.

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.

Open Date

11/12/2024

First Review Date

12/03/2024

Open Until Filled

Yes

Special Instructions Summary

Required Application Materials All applicants are required to submit:

1. A completed online District application form (go to https://jobs.smccd.edu to complete the application and to apply for this position).

2. A resume that details all relevant education, training, and other work experience.

3. A cover letter of no more than 3 pages that addresses the applicants cultural competence, sensitivity to and understanding of the diverse academic, socioeconomic, ethnic, neurodivergent, and LGBTQIA+ backgrounds of community college students, faculty and staff as well as the applicants qualifications as they relate to the requirements, 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.

For questions related to this posting, please contact:
SMCCCD Office of Human Resources
3401 CSM Drive
San Mateo, CA 94402
Tel.: (650) 574-6555
Fax: (650) 574-6574
Email: smccdjobs@smccd.edu
Web Page: https://smccd.edu/humanresources/

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.

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.

Accommodations

Applicants who have disabilities may request that special accommodations be made in order to complete the selection process. Accommodation requests and a copy of the Americans with Disabilities Act applicant procedures can be made by completing our: Applicant Reasonable Accommodation Request Form

Annual Security Report

San Mateo County Community College Districts (SMCCCD) 2024 Annual Security Report (ASR), required by the Clery Act, includes statistics for the previous three years (2021–2023) 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. The 2024 Annual Security Report also outlines various campus safety and security policies 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 Annual Security Report also includes important tips to help every community member remain safe and avoid becoming a victim of crime. The 2024 Annual Security Report is now available on the Public Safety website. 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 (650) 738-7000. The report includes information about criminal activity on our campuses, emergency procedures, and resources.

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