General Information
| Job Description | FINANCIAL SVC ANL 2 | Working Title | Billing and Financial Services Analyst |
|---|---|---|---|
| Job Code | 004627 | Grade | 19 |
| Department Name | Admin Svcs & Strat Exec Team Dept - D02043 | Department Head | Veronica Ruiz |
| Supervisor | Dalan Dinh | Effective Date | 01/18/2024 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Generic Scope
| Professional who applies acquired job skills, policies, and procedures to complete substantive assignments/projects/tasks of moderate scope and complexity; exercises judgment within defined guidelines and practices to determine appropriate action. |
Custom Scope
| Uses professional financial services concepts. Applies organization policies and procedures to resolve a variety of moderately complicated issues. Works on financial services problems of moderate scope where analysis of situations or data requires a review of a variety of factors. |
Department Custom Scope
| The Billing & Financial Services Analyst uses a variety of systems and resources to provide data analysis, projections, protocols and information related to various aspects of Business Operations to Facilities Services (FS). Analyzes, audits and reconciles financial transactions for Facilities Services work order billing; creates reports on work order costs and billing. Audits, conducts surveys, researches and analyzes processes, protocols and procedures in the areas of departmental/utility billing, procurement services, finance and other areas of administration. Monitors, measures and creates reports on performance metrics; develops recommendations and presentations on alternative solutions/services and process improvements as it pertains to work order costs, billing and purchase utilities. The Billing & Financial Services Analyst will collaborate with various units of Facilities Services to ensure administrative processes are in alignment with departmental goals and initiatives. The Billing & Financial Services Analyst will partner with FS to administer and manage the work order system as it pertains to work order costs, billing and financial components. Leads and manages the billing processes in the facilities services work order system and other boundary systems as appropriate; implements procedures and processes to facilitate billing in alignment with Facilities Services Guide to Services. Researches, reviews and resolves billing inquiries; serves as the primary point of contact and subject matter expert for the billing set up of the work order system. Facilities Administrative Services unit (6.0 FTE) provides administrative and operational support in the areas of business process and policy development; organizational administrative projects like computer inventory; systems and asset management; internal controls and audit; purchasing/procurement activities, billing; data analysis and reporting, material management in the form of the facilities stock inventory program. The Administrative Services unit manages the business operations of the work order system infrastructure for Facilities Services; manages the material & tool inventory stock program with a value of $825K; transacts recharge billing of approximately $20M in revenue for work orders and premium service billing, over $24M in annual utility bills, and $11M in annual procurement transactions over 9,000 annual purchase orders and over 1,000 Pro-Card transactions; analyzes, audits and reconciles transactions in accordance with service agreements. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
Experience Requirements
| Experience | Requirement |
|---|---|
| 2 - 4 years of related experience. | Required |
| Experience and/or knowledge of UC systems, policies, procedures and regulations. | Preferred |
| Experience in the design and implementation of internal controls standard operating procedures and process improvements. | Required |
| Experience with accounts receivables, ledger reconciliation, aging techniques, and account collection functions | Required |
| Experience providing customer service to in a higher education setting or similar environment. | Preferred |
| Experience with data analysis, visualization and reporting using statistical software such as Tableau and Excel. | Required |
| Experience using online and/or web-based work order and/or project management systems. | Preferred |
| Experience and working knowledge of facilities services, design and construction and capital planning. | Preferred |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
Reviews, processes, and approves standardized financial data and transactions. Effectively addresses difficult and complex customer inquiries.
|
25 |
Under general supervision, researches and gathers information from a variety of sources; prepares and summarizes information and reports relative to new services, regulatory compliance issues and/or vendor selection and support activities.
|
20 |
Applies professional financial and accounting concepts to independently perform analyses of moderately complex financial services such as researching discrepancies and tax implications and compliance with external regulations and internal policies.
|
15 |
Prepares reports and analyses to include summaries of financial transactions, evaluation of current and proposed services, etc. for management review and decision-making.
|
10 |
Assists with ensuring that financial processing functions which may include accounts payable, accounts receivable, purchasing, recharge billing, travel/entertainment, gift accounting, cashiering and collections are performed with accuracy and that daily operations run smoothly.
|
10 |
Conducts or assists with researching, developing and implementing new and changing business processes.
|
10 |
Assesses and recommends changes to maintain compliance with federal and state requirements and internal financial/audit policies.
|
10 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Proficiency in the use of spreadsheet and database software. | Required |
| Working knowledge of financial processes, policies and procedures. | Required |
| Intermediate knowledge and understanding of internal control practices and their impact on protecting University resources. | Required |
| Ability to adapt to changing priorities. | Required |
| Skills to provide coaching and mentoring to support staff. | Required |
| Strong knowledge of financial data management and reporting systems. | Required |
| Strong interpersonal skills, analytical skills, service orientation, active listening, critical thinking, attention to detail, ability to multi-task in a high volume environment, organizational skills, effective verbal and written communication skills, sound judgment and decision making. | Required |
| Ability to use sound judgement in responding to issues and concerns. | Required |
| Skill to organize a variety and a large volume of complex documentation on a daily basis to maintain accurate and readily accessible information/files. Organizational skills to meet many concurrent deadlines on a variety of large projects. | Required |
| Project management skills with ability to plan, execute, identify complex problems and related information to develop and evaluate options. Ability to recommend solutions to monitor performance and ensure quality. | Required |
| Solid organizational and ability to multi-task with demanding timeframes. | Required |
| Proficiency in Microsoft Office Suite. Ability to compose, proofread, edit and/or approve grammatically correct and accurate correspondence, summaries, notifications, etc. Ability to utilize spreadsheet and database software to generate reports on a frequent basis, or ad hoc as needed. Ability to use query systems and tools to gather data and information to generate meaningful reports, analyses, and metrics. | Required |
| Ability to use discretion and maintain all confidentiality. | Required |
| Ability to function as a resource by providing excellent customer service, researching discrepancies, and resolving escalated customer service problems and vendor, partners, and Facilities Services staff concerns. | Required |
| Strong communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing. | Required |
| Ability to function effectively as a member of a team. | Preferred |
| Working knowledge of common organization-specific and other computer application programs. | Preferred |
| Ability to establish and maintain exceptional relations and partnerships. Ability to work collaboratively with diverse populations, internal and external constituents and agencies. | Preferred |
| Familiarity with Facilities Services nomenclature/work environment including maintenance, construction, custodial, landscape and/or building operations. | Preferred |
| Knowledge of web based work order systems. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Must pass a background check. | Required |
| Hired candidate must successfully pass a background check through the DOJ and FBI prior to appointment start date. | Required |
| Ability to possess or obtain a valid CA Driver License in accordance with California Department of Motor Vehicles. | Preferred |
| Ability to operate University vehicles for business and operational needs | Preferred |
| Occasional travel for business related meetings, professional development, conferences and/or events | Preferred |
| Shift Work (hours outside of standard Mon-Fri 8AM-5PM work hours) | Required |
| Travel | Preferred |
| Travel Outside of Normal Business Hours | Required |
| Must wear and properly display University issued ID badge. | Required |
| Ability to operate university vehicle for business and operational needs. | Preferred |
Other Special Requirements & Conditions
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Level of Supervision Received
| Supervision |
Environment
Working Environment
| Campus |
Other Requirements
Items Used
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Physical Requirements
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Mental Requirements
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Environmental Requirements
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Critical Position
| Is Critical Position: Yes |