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Posted: Tuesday, February 6, 2018 12:43 PM

Facilities Administrative Services Manager (Administrator I)/Facilities Planning and Management
Facilities Administrative Services Manager (Administrator I)/Facilities Planning and Management
Depends on Qualifications
San Bernardino, CA
Job Type
Administration & Finance
Job Number
+ Description
+ Benefits
+ Questions
Employment Status: Full-time, regular \"exempt\" position, included in the Management Personnel Plan (MPP).
Work Schedule: Monday through Friday, 8:00 am 5:00 pm, occasional evening and weekend hours.
First Review Deadline: This position will remain open until filled. Applications will be reviewed beginning October 23, 2017.
\"Please attach a cover letter, resume (or curricula vitae) and diversity statement. The diversity statement may include your interpretation of diversity, inclusion, gender equity and must include specific examples of how your educational/professional experiences, background/philosophy has prepared you for the role you are applying for at California State University, San Bernardino. (Maximum 250 words)\"
Facilities Planning and Management is responsible for all aspects of Facilities at California State University, San Bernardino. Facilities Planning and Management has a $13M operating budget distributed over 200 accounts, $5M personnel budget with over 140 positions, over $5M in utility funds, and over $12M in work order reimbursement funds. These are operating funds in addition to $200M in capital project funds for new construction. The Administrative Services Unit is responsible for payroll, accounts payable, accounts receivable, public works contract management and work control for Facilities at the San Bernardino and Palm Desert campuses.
Typical Activities
Duties may include but are not limited to, the following:
+ Provides direction, management, and leadership in the administrative, business planning, accounting and budgeting functions for FPM;
+ Provides daily supervision to Administrative Services staff including but not limited to oversight, professional development/mentoring, scheduling and assigning work;
+ Oversee and direct the department's financial operation in accordance with the guidelines established by generally accepted accounting principles: Integrated California State University Administrative Manual (ICSUAM), and California State University (CSU) practices and guidelines, and ensures the maintenance of internal financial controls;
+ Oversee and coordinate the preparation of the annual Facilities Planning and Management budget.
+ Provide assistance and coordination with the Campus Budget Office on all fiscal reporting and payments for the campus construction program including oversight for the capital project control systems;
+ Work in collaboration with campus departments ensuring appropriate funding deadlines are met, and seek to maintain open communication with all departments;
+ Perform or have oversight of accounts reconciliation, maintenance and reporting of financial data, financial projections, cash/receipts management, and personnel planning;
+ Examines financial documents for completeness, accuracy, and conformance with established University policies and procedures and generally accepted accounting standards;
+ Evaluates, develops and implements policies and procedures to support the Departments of Facilities Planning Design and Construction and Facilities Management;
+ Incumbent will oversee timely month, quarter and year end closings and produce financial reports;
+ Maintains files and records for financial statements, resolves problems associated to entries or deviations from established procedures, and other inconsistencies with generally accepted accounting principles;
+ Manages financial statements and reporting preparation for Facilities Planning and Management;
+ Assists with the timely and accurate submission of data reports to senior management, the Chancellor's Office, the State Controller's Office, and auditors;
+ When appropriate, recommends documents and implements changes in accordance with new accounting standards, CSU guidelines, and state guidelines;
+ Performs other duties and special projects as assigned.
Minimum Qualifications
+ Bachelor's degree in accounting, finance, business administration or related field.
+ Five years of professional level accounting experience in a high volume automated accounting department, higher education experience, or not for profit experience preferred.
+ Hands-on experience in financial statement preparation.
+ Good interpersonal skills are necessary to communicate effectively with campus departments, Chancellor's Office, Vendors, and other entities.
+ Must be comfortable in a changing environment, possess excellent organizational skills and be able to prioritize multiple responsibilities and deadlines with minimal supervision.
+ Must be a highly motivated self-starter with the ability to work independently as well as handle multiple tasks simultaneously.
+ Willingness to work extra hours as needed.
+ Ability to build queries/reports and analyze systems and processes within a computer automated financial system with an emphasis on improved efficiency.
+ Ability to recommend action and implement new or revised process flows while applying standard accounting principles.
+ Proven ability to manage people and operations with a focus on efficiency and automation.
+ Ability to foster cooperation between peers and co-workers.
+ Ability to work with a diverse group of people.
+ Duties may involve the use of a state vehicle which would necessitate possession of a valid California driver's license and the successful completion of the campus Defensive Driving examination.
Preferred Qualifications:
+ Strong demonstrated knowledge of general accounting functions to include applicable rules, regulations, internal controls and generally accepted accounting principles is required.
+ Experience using PeopleSoft is preferred.
+ Knowledge of Microsoft Office is required.
Supplemental Information
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.
The person holding this position is considered a `mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
California State University, San Bernardino is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.
This position may be \"Designated\" under California State University's Conflict of Interest Code. This would require the filing of a Statement of Economic Interest on an annual basis and the completion of training within 6 months of assuming office and every 2 years thereafter. Visit the Human Resources Conflict of Interest webpage link for additional information:
This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096)
You have medical, dental and vision plans from which to choose coverage. You may cover yourself and your eligible spouse or domestic partner and children. You are eligible to enroll in coverage if you are appointed at least half-time and for more than six months. If you enroll on a timely basis, coverage begins on the first of the month after your date of hire. You also may enroll during any annual open enrollment period.
Medical Benefits - You have a choice of several Health Maintenance Organizations (HMOs), depending on location, or Preferred Plan Provider (PPO) insurance plans through the California Public Employees' Retirement System (CalPERS)). You and the CSU share the cost of coverage, with the CSU paying the greater portion of the monthly premium. You may pay your portion of the cost on a pre-tax basis through the Tax Advantage Premium Plan (TAPP).
Dental Benefits You may choose between two dental plans: a traditional indemnity (fee-for-service) plan allowing you to see almost any dental provider, or a \"dental HMO\" plan offering a network of dentists from which to choose. Currently, the CSU pays the full dental premium for you and your eligible dependents.
Vision Benefits Vision coverage includes an annual eye exam, and glasses or contact lenses every other year. Currently, the CSU pays the full vision premium for you and your eligible dependents.
Cobra Benefits If you lose your eligibility for medical, dental, and vision benefits under specified circumstances (for example, you leave employment with the CSU), the Consolidated Omnibus Budget Reconciliation Act of 1986 (COBRA) and the Omnibus Budget Reconciliation Act of 1989 (OBRA) allows you to continue to receive health care coverage at your expense. You and your dependents can receive COBRA benefits for up to 18, 29 or 36 months, depending on the circumstances.
FlexCash If you waive the CSU medical and/or dental coverage because you have other non-CSU coverage, you can receive additional cash in your paycheck each month. You will be taxed on this additional income. Currently, you can receive $128 FlexCash per month if you waive medical coverage and $12 FlexCash per month if you waive dental coverage.
Long-Term Disability Insurance (LTD) Long-Term Disability Insurance (LTD) replaces part of your income should you be disabled more than 180 days, regardless of the cause. LTD is designed to supplement other sources of disability benefits, including IDL, Social Security, CAL PERS retirement or any other group disability plan. The plan pays 66 2/3 percent of your salary, up to a maximum benefit of $10,000 per month.
Life and Accidental, Death & Dismemberment (AD&D) Insurance The CSU provides you with $100,000 of basic term life insurance coverage and $100,000 of basic accidental death and dismemberment (AD&D) insurance coverage. The CSU pays the full cost of this coverage; however, the value of any coverage over $50,000 is considered taxable \"imputed income\". You have the option of waiving coverage above $50,000. Coverage is automatic and effective on the first of the month after your date of hire.
CSU Fee Waiver Program If you are a full-time employee, you are eligible each term to waive certain fees at a CSU campus for a maximum of two courses or six units, whichever is greater. You may transfer your fee waiver benefit to your spouse, domestic partner, or child, however, not all of the fees may be waived or reduced for your dependents.
CalPERS Retirement Plan The California Public Employees Retirement System is a defined benefit retirement plan that provides lifetime benefits based on members' years of service, age, and final compensation. Full-time employees appointed for at least six months, or part-time employees working at least half-time and appointed for at least one year, are automatically enrolled in the CalPERS Retirement Plan.
Depending on hire and/or membership date, employees are placed in one of three retirement formulas. Each formula determines the employee contribution rate, and the benefit factor and final compensation period used to calculate retirement allowance.
Retirement Plans
Employee Contribution
2% @ 55. 2% @ 60. 5% less a $513 exclusion. 2% @ 62 (there is not an exclusion) is 6.75% for contribution.
MPP Public Safety
3% at 50
(12 months highest consecutive compensation)
2.5% at 55
(36 month average compensation)
2.5% at 57
(36 month consecutive, subject to cap)
Contribution8% of monthly salary, less an exclusion allowance of $2388% of monthly salary, less an exclusion allowance of $2389% of monthly salary, less an exclusion allowance of $238
Pre-Tax Savings Plans As a CSU employee, you have three voluntary retirement savings plans available to you, which allow you to invest pre-tax dollars to supplement your CalPERS Retirement Plan benefit. They are:
+ The CSU 403(b) Tax Sheltered Annuity (TSA) Plan
+ The Savings Plus 401(k) Thrift Plan
+ The Savings Plus 457 Deferred Compensation Plan
You may participate in any or all of the plans. Each is governed by a different section of the IRS Code resulting in different rules and provisions.
Holidays The CSU offers employees 14 paid holidays each year; 13 scheduled on specific days and one you may take any time during the year.
Vacation You earn two vacation days (16 hours) per qualifying monthly pay period. If you have less than 10 years of service with the CSU, you can accrue up to a maximum of 384 hours (48 days); if you have more than 10 years, the maximum is 440 hours (55 days). Part-time employees accrue vacation on a prorated basis.
Sick Leave For each month of continuous service, you accumulate eight hours of credit for sick leave with pay. Part-time employees accrue sick leave on a prorated basis.
Maternity/Paternity/Adoption Leave You are eligible for 30 days of paid maternity/paternity/ adoption leave starting within 60 days of the arrival of your new child.
Associated topics: administrative secretary, administrative support, administration, assist, counsel, front desk, mail room, office assistant, receptionist, secretary


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