Capital Projects Budget Analyst (Budget Analyst)

Job description

Job Title: Capital Projects Budget Analyst (Budget Analyst)
Job ID: 13781
Full/ Part Time: Full-Time
Job Code: 5287
Department: Planning Design and Construction

To view full job description including minimum qualifications and to apply online:

Applications received by December 2, 2019 will be reviewed for minimum qualifications and given full consideration by the hiring manager and/or search committee. Qualified applicants received after that date will be forwarded at the request of the hiring manager and/or search committee.

Anticipated Hiring Salary: $3,832 per month

Under the administrative direction of the Associate Vice-President for Facilities Management (FM), the Capital Projects Budget Analyst is responsible to coordinate the campus capital outlay resources including financial accounting and analysis of all major and minor capital projects. Responsible for a wide range of complex financial transactions, data accuracy, and financial analysis and reporting. Administers FM's capital and cost recovery program. Interprets and implements management's policies and operating practices with the ability to deviate from established procedures. Provides consultation and expert advice to management and outside agencies.

Position Summary:
1. Oversees Campus' Capital Outlay Resources (70%)
o Over-Arching responsibilities

  • Oversees and coordinates the availability and appropriate usage of capital funds for state and non-state funded projects, including projects which are funded with state-appropriations, operating funds, cash trusts, reimbursed activities, donor funds, bond funds and short-term loans
  • Maintain financial accountability for capital budgets and expenditures in accordance with Executive Order #672, State University Administrative Manual, relevant MOU's and trust agreements
  • Manages, tracks, records and monitors capital budgets and expenditures to ensure proper recording of transactions and adherence to budget; ensures adequate funding is available for expenditures.
  • Oversees and coordinates capital outlay resources over multiple fiscal years
  • Monitors state-appropriated allocations and works with CSU CPDC to ensure that encumbrance and reversion dates are met
  • Creates, maintains, and updates complex financial systems to record and reconcile funding, expenditures, and forecast projections; ensures data integrity
  • Develops procedures, business process flows, and makes recommendations for process improvements.
  • Researches, analyzes, evaluates and develops findings and makes recommendations to management involving complex budget and financial issues.
  • Prepares and submits financial data, reports, and correspondence associated with projects
  • Identifies, researches, and resolves problems and works to prevent future problems
  • Performs high level, complex special projects and studies including cost benefit analyses and return on investment analyses; researches alternative and reasonable funding methods
    o Functional Expertise
  • Receives request for encumbrance of funds from project manager and examines for accuracy and completeness; enters encumbrances into capital financial systems
  • Works with Procurement to obtain purchase order, agreement, or contract; provides back-up documents and requested information
  • Receives invoices and pay applications; verifies project PO agreement or contract; verifies funding source and funds availability; secures approval of project manager and construction administrator; approves and process for payment
  • Manages agreement and contract payments and balance; processes change orders and extra services authorizations; manages withholding of funds due to Stop Notices; and tracks retention amounts
  • Records and monitors all financial transactions such as direct pays, purchase order amendments, chargebacks (Facility Operations and services), CPDC fees, insurance premiums (Builder's Risk), Project Administrative Fees, and incentive funds such as Savings by Design
  • Processes JOC contracts for minor cap projects
  • Tracks numerous Facility Operations T and M work orders, verifies amounts and approvals; provides information to project managers
  • Oversees and monitors funding sources; processes transfers of funds; coordinates Allocation Orders
  • Collaborates with Accounting Services to ensure adequate cash is available prior to approving payment of large construction invoices
  • Collaborates with Accounting Services on year-end close procedures including accruals and claim schedules
  • Assists in managing escrow accounts
  • Serves as contact point and office of record for post project performance audits as they relate to financial transactions
  • Works with Architects, engineers, consultants, vendors and contractors to provide information and resolve issues regarding invoice payments
  • Works with internal departments to resolve issues, research discrepancies, and share information on financial and budget issues (i.e. AP on involve issues Procurement on contract and PO Issues, SOD on PeopleSoft project numbers, Accounting Services on capital accounting issues, transference of funds budget office on allocation orders, Facility Operations on work orders charges).
  • Maintain appropriate records and documentation
    o Reconciliation
  • Reconciles (reviews, analyzes, and interprets) capital financial and budget transactions in PeopleSoft finance on a monthly basis
  • Verifies entries of requisitions, purchase orders invoice payments, chargebacks, and all other financial transactions
  • Prepares expenditure transfers to correct posting errors and budget journals to move funding as needed
  • Posts ledger dates and revises capital financial system
    o Reporting
  • Prepares in-depth financial reports; provides reports to management and reviews with them on a monthly basis
  • Prepares and submits reconciliation reports on a monthly basis
  • Prepares cash flow reports for CSU CPDC as requested
  • Updates budget information as requested by Project Manager

    2. Coordinates FM Capital Cost Recovery Program (10%)
    o Collects Project Management Fees
  • Prepares billing as appropriate, i.e. invoices, project transfer request, journal voucher, expenditure transfer in accordance with SUAM and relevant MOU
  • Prepares five-year revenue and expenditure projections

    3. Provides Support and Expert Advice to Management and Others (10%)
    o Provides financial status to Project Managers, AVP and Directors
    o Assists Project Managers in preparing submittal documents to CSU CPDC, such as Statement of Finances
    o Assists Project Managers on preparing cash flows
    o Meets regularly with Accounting, Procurement AP to share information on current and upcoming projects which aids in planning workload

    4. Serves as Back-up Support to FM Operations Analyst (10%)
    o The Capital Projects Budget Analyst is familiar with all aspects of the FM Operations Analyst and provides back-up support
    - Secondary Duties of the job include:
    o Perform other duties as assigned

    Knowledge, Skills, and Abilities:
    - Proficiency in the use of the computer and appropriate software, namely Excel, PowerPoint, Publisher and Word, for communicating, maintaining program statistics, making presentations, and designing promotional materials
    - Working knowledge of PeopleSoft or similar financial system
    - Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques
    - Expertise and knowledge of the principles of financial and budget management, and fiscal analysis and techniques
    - Knowledge o and ability to apply Generally Accepted Accounting Principles (GAAP) to capital projects
    - Ability to maintain accuracy and attention to detail in a fast-paced environment of changing priorities.
    - Ability to exercise independent judgement in responding to questions and inquiries related to capital funds utilizing sound judgement which can deviate from established policies
    - Skill in the research, development and evaluation of policies and programs, including skill in data collection, evaluation and interpretation of the data to develop sound conclusions and make appropriate recommendations
    - Communicating clearly and effectively orally and in writing, specifically in ways that address the campus strategic goals and in ways that motivate faculty and staff participation in programs
    - Ability to work effectively in a service oriented environment subject to frequently changing priorities.
    - Ability to understand and apply CSU and Departmental policies and procedures.
    - Ability to define problem areas, collect data, perform preliminary analyses and make appropriate recommendations.
    - Collaborate with others to help advance the goals of the department and university. Show courtesy and respect towards others and promote a positive and service oriented collegial work environment.
    - Ability to maintain acceptable work habits, punctuality, regularity of attendance and meeting deadlines.

    Education and Experience:
    - Equivalent to a bachelor's degree with a major in accounting, business administration, finance or a closely related field OR a combination of education and experience which provides the required knowledge and abilities.
    - Two years of progressively responsible professional experience in analyzing data including one year involving duties such as preparation, justification and analysis or the control and administration of a budget or budgetary process.
    - Experience working in a fiscal capacity within an integrated and complex agency
    - Experience with fiscal procedures of capital construction management

    Preferred Skills:
    - Work experience in an academic setting, ideally Public Higher Education

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    Job No:
    Posted: 9/18/2019
    Application Due: 5/11/2020
    Work Type: