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Capital/Accounting Analyst (Administrative Analyst/Specialist - Exempt I), Facilities Planning & Management

Apply now Job no: 512349
Work type: Staff
Location: San Bernardino - San Bernardino Campus
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time




California State University, San Bernardino is a preeminent center of intellectual and cultural activity in Inland Southern California. Opened in 1965 and set at the foothills of the beautiful San Bernardino Mountains, the university serves more than 20,000 students each year and graduates about 4,000 students annually. CSUSB reflects the dynamic diversity of the region and has the most diverse student population of any university in the Inland Empire. Seventy percent of those who graduate are the first in their families to do so.

At CSUSB, you can:

  • Build your future
  • Work with the best
  • Be your authentic self
  • Focus on you
  • Make a lasting impact
  • Work for a purpose that is greater than your own
  • Bring everything you are, become everything you want


Department Summary

Facilities Planning & Management is here to provide, maintain, and enhance the campus community in support of the University’s mission. Facilities Planning & Management consists of two divisions whose combined scope encompasses all aspects of Facilities at California State University, San Bernardino: Facilities Management and Facilities Planning, Design & Construction.


Job Summary

Under the general direction of the Facilities Administrative Services Manager, the Capital/Accounting Analyst performs work assignments that involve guiding day-to-day operations of the Facilities accounting support unit to include providing lead work direction to supplementary professional and technical staff in support of Facilities Planning & Management (FPM) Operations.

Analytical and Administrative support involves coordinating the campus' capital outlay and general funded resources to include financial accounting and analysis of major and minor capital and maintenance related projects. The Capital/Accounting Analyst is accountable for a wide range of complex financial transactions, data accuracy, and financial analysis and reporting; interprets and implements state policy; deviates procedures to ensure compliance; and provides consultation and expert advice to management and outside agencies.

Responsibilities include, but are not limited to:

Administrative Support

  • Lead Facilities Accounting unit staff in day-to-day support of fiscal budget analysis, account administration, financial tracking, procurement, chargeback, and cost recovery.
  • Ensure adequate staffing availability within the Facilities Accounting Unit; schedule coverage as needed.
  • Communicate with managers and staff daily.
  • Partner with mangers to resolve unusual, sensitive, or critical situations; anticipate and propose solutions to challenges.
  • Assess impact of proposed solutions; adjust to achieve optimal results.
  • Foster and support high morale and recognition; Apply conflict resolution skill to resolve disputes.


  • Utilize judgement and facilities knowledge to make decisions during routine and uncommon lead service support.
  • Utilize persuasion and negotiation skill to build and sustain team consensus and to influence organizational direction.
  • Schedule, assign, and define priorities of work as needed; communicate information to pertinent staff. 
  • Provide input for disciplinary action.
  • Participate in selection of personnel and provide feedback to performance evaluations.
  • Foster and display behavior and attitude that supports a safe, inclusive, and respectful work environment.

Contract and Capital Outlay Support

  • Coordinate the availability and appropriate usage of capital funds for state and non-state funded projects, including projects funded by 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 Orders, State University Administrative Manual, and relevant agreements.
  • Manage, track, record, and monitor capital budgets and expenditures to ensure proper recording of transactions and reporting of available funding for expenditures.
  • Monitor state-appropriated allocations and works with CSU CPDC to meet encumbrance and reversion deadlines.
  • Create, maintain, and update complex financial systems for ease reconcile funding, expenditures, and forecast projections; ensure data integrity.
  • Develop procedure, business process flows, and make recommendations for process improvements.
  • Research, analyze, and locate findings, makes recommendations to management involving complex budget and financial issues.
  • Prepares and submits financial data, reports, and correspondence associated with Facility projects.
  • Perform high level cost benefit and return on investment analysis, research alternative and reasonable funding methods.
  • Partner with Procurement to initiate purchase orders, agreement, or contracts; provides back-up documents and requested information.
  • Processes invoices and pay applications; verifies project, PO, agreement, or contract; verifies funding source and funds availability; secures approvals and processes for payment.
  • Collaborate with project managers to track budget balances; process change orders and extra service authorizations; manage withholding of funds due to Stop Notices; and track retention amounts.
  • Record and monitor financial transactions such as direct pays, amendments, chargebacks (service, maintenance, and capital management), CPDC fees, insurance premiums (Builders Risk), and FDM project management fees.
  • Collaborate with University Accounting to ensure adequate cash is available prior to approving payment of large construction invoices.
  • Participate in Fiscal Year-End close out procedures and activities.

Budget and Financial Support

  • Collaborate external and internal departments to resolve issues, research discrepancies, and share information on financial and budget issues (i.e., invoice, contract and PO inquiry, PeopleSoft project numbers, and capital accounting issues, fund transfer, allocation orders, work order charges, etc.).
  • Utilize resource management, computerized maintenance management, and project management software to create reports, track new purchase order contracts, change orders, and payments.
  • Reconcile capital financial and budget transactions on a weekly basis, keeping transactions current and maintaining data integrity.
  • Verify requisitions, purchase orders, charge backs, and all other financial transactions; validate information and highlight discrepancies.
  • Prepare expenditure transfers; correct posting errors and budget journals to move funding as needed.
  • Assist with coordinating changes to bond requirements with the budget office and accounting department.
  • Communicate budget status to leadership and project managers; provide budget related feedback in relation to contract administration parameters.
  • Prepare and submit monthly reconciliation reports; provide updated budget information to leadership as requested.
  • Prepare other cash flow reports for CSU CPDC as requested; assist with drafting of CSU CPDC 2-7 or Project Initiation Forms.
  • Prepare billings as appropriate, i.e., invoices, project transfer request, journal voucher, in accordance with SUAM and relevant MOU.
  • Meet Accounting, Procurement, and AP to share fiscal information on current and upcoming projects.


  • Serve on department and/or university committees as needed.
  • Provide back-up support for Accounting Techs, preparing and forwarding journal entries, budget transfer requests, transfer of expenditures, requisitions, procurements, and chargebacks
  • Perform other duties as assigned or required.


Employment Status: Full-time, Exempt, Probationary with the possibility of converting to permanent.

Application Review Deadline: This position will remain open until filled. Applications will be reviewed beginning May 16, 2022. 

Work Schedule

Monday through Friday from 8:00 am to 5:00 pm, weekends and evenings may be required.


Key Qualifications

  • Knowledge of Generally Accepted Accounting Principles (GAAP) to capital projects.
  • Fluency in standard office software such as the Microsoft Office suite and ability to use a broader range of technology, systems, and databases.
  • Excellent organizational and business math skills; ability to use multi-line telephone; desktop computer; photocopier; scanner; facsimile machine; general office tools.
  • Excellent oral and written communication skill.
  • Ability to administer aspects of accounting, procurement, and contracting; including the ability to research, strategize, analyze, develop, evaluate, and execute contract administration methodologies.
  • Ability to comprehend complex university contracts and agreements to include the application of applicable laws and regulations.
  • Ability to provide lead direction; establish and maintain effective working relationships and serve as a liaison for FPM; effectively oversee a broad range of interpersonal contacts, including those at prominent level and sensitive in nature.
  • Ability to exercise independent judgment in responding to questions and inquiries related to capital funds utilizing sound judgment which can deviate from established policies.
  • Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations and competing demands.
  • Ability to work independently or with a team to review and/or develop complete and accurate final contract documents; proactively prevent problems and effectively problem solve.
  • Ability to manage a high volume of contract related transactions accurately and systematically with administrative detail.
  • Ability to develop practical solutions while utilizing professional judgment and active problem-solving.
  • Ability to interpret, organize, and present information with relevant concepts in written or presentation for; draft and compose correspondence and standard reports.


Education and Experience

  • 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.
  • Valid California driver’s license.

Preferred Qualifications

  • Master of Business Administration, Certified Public Accountant.
  • Experience in managing of fiscal resources and working in a fiscal capacity within an integrated and complex agency.
  • Administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs in the specialty of Budget and Contract Administration.
  • Experience in utilizing resource, asset, project and maintenance management database software systems such as PeopleSoft, and WebTMA.
  • Experience with procedure and regulation of university infrastructure, project and capital planning policies, and guideline.



Anticipated Hiring Range: $5,000 - $5,500 per month

Classification Salary Range: $3,897 - $7,051 per month

Statement of Commitment to Diversity

In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. In our commitment to diversity, we welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. Our commitment to work toward an environment that values diversity requires that we create, promote, and maintain activities and programs which further our understanding of individual and group diversity. We will also develop and communicate policies and promote values which discourage intolerance and discrimination.

The concept and dimensions of diversity are to be advanced and incorporated into every aspect of university activity, including student life, the curriculum, teaching, programs, staffing, personnel training practices, research, community services, events, and all other areas of university endeavor.

Dimensions of diversity shall include, but are not limited to, the following: race, ethnicity, religious belief, sexual orientation, sex, gender identity, gender expression, ability, socioeconomic status, cultural orientation, national origin, and age.

The implementation of the Commitment to Diversity will rest with the university as a whole. The president, in addition to a personal commitment and involvement, may use the University Diversity Committee, campus administrators, faculty, staff, and students as well as other members of the campus community to implement effectively the philosophy and intent of this statement.


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)

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