Student Administration Building

Current Opportunities

Fiscal Coordinator - Administrative Analyst/Specialist - Non Exempt

Apply now Job no: 521648
Work type: Staff
Location: East Bay
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time

Salary and Benefits

PLEASE NOTE: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $4,500.00/month to $4,800.00/month.

Cal State East Bay offers a broad range of benefits that includes medical, dental, vision, retirement (CalPERS), 401k, 457, 403(b), dependent and health care reimbursement accounts, life insurance, vacation and sick, 13 paid holidays, one personal holiday and tuition fee waiver.

For more information on the benefits program, please visit

This position may be eligible to participate in the Cal State East Bay telecommute program subject to approval by the appropriate administrator.

About Cal State East Bay

Cal State East Bay's beautiful main campus is located in the Hayward hills with panoramic views of the San Francisco Bay shoreline. Situated above the city of Hayward, the campus offers an ideal setting for teaching and learning and yet easy access to the many cities along the bay. The University has a satellite campus in Concord, a professional development center in Oakland and a significant presence online. Founded in 1957, Cal State East Bay is one of 23 universities of the California State University system (CSU). Cal State East Bay is recognized as a regionally engaged and globally oriented university with a strong commitment to academic innovation, student success, engaged and service learning, diversity, and sustainability.

About the Position

  • Accountable for the efficient and correct execution of fiscal transactions: purchasing, accounts payable, monthly reconciliation, travel expense claims, etc.
  • Interpret and apply State, CSU and CSUEB policies and procedures.
  • Research and resolve errors/discrepancies; develop processes to ensure future accuracy/prevent errors.
  • Successfully manage multiple and conflicting deadlines and priorities.
  • Participate in month/year-end reconciliation processes.
  • Serve as back-up to two other fiscal positions (Admin Analyst I & Admin Analyst II).
  • Necessitates thorough knowledge of all policies, procedures, practices, and ability to perform duties of individuals during absence (vacation, leave, etc.).



  • Oversee and execute all aspects of department purchase request process: Enter requisitions in PeopleSoft.
  • Determine best purchasing method (PO, Pcard, STLS, etc.)  
  • Ensure completeness of required documentation (SOW, estimate, sole source, specifications, etc.) 
  • Obtain necessary documentation from CSUEB purchasing, process change orders.
  • Monitor open purchase orders for available balances and close when necessary.

Financial Reconciliation

  • Review General Ledger entries to verify accuracy of chartfield strings.
  • Research errors/omissions and resolve same. Collect/reconcile data and prepare reports.
  • Prepare Journal Entry requests.
  • Research and resolve errors/discrepancies; implement preventative measures to ensure future accuracy.


  • Prepare and process all travel expense claims to be paid by University Extension fiscal resources; for both domestic and international travel via Certify.
  • Prepare currency conversions for international travel.  
  • Receive pre-paid travel documentation from vendor.
  • Prepare travel advance documentation. Ensure correctness/completeness of all travel related forms/documents.
  • Knowledge of current travel forms and policies.
  • Review travel authorization requests for accuracy. 

Accounts Payable

  • Accountable for the efficient and precise execution of financial transactions.
  • Review invoices for proper amounts, funding sources and appropriate approval and submit for payment.
  • Prepare/submit Check Request documentation.
  • Prepare and submit Short Term Limited Scope.
  • Prepare and submit Wire Transfer Requests. 


  • Oversee and execute all aspects of University Extension faculty payroll and special consultant payment transactions for Domestic Programs.
  • Enter payment requests in PeopleSoft HR module; analyze and reconcile payroll transactions to ensure proper amounts, approvals, funding sources, etc.
  • Identify, research, and resolve variances and provide clarification of submitted data as required.
  • Act as a liaison between Payroll office and University Extension employees. 

Training and Business Processes

  • Prepare materials for training.
  • Conduct training sessions for department employees on current fiscal procedures (annually and as needed).
  • Provide one-on-one training for new employees. 
  • Develop new and revise business processes and practices for efficiency and increased accuracy.


  • Manage all aspects of ISEP fiscal transactions.
  • Work closely with CIE and Student Financial staff to make certain that records are accurate and processed in a timely manner.

Accounts Receivable and Cash Deposits

  • Prepare quarterly invoice requests for various programs.  Responsible for all department cash deposits and ensure accuracy of credit data.


  • May be cross-trained in other fiscal-related duties.
  • Back-Up to other fiscal positions; may need to be available for paycheck distribution.
  • Adapt to ever-changing requirements of position and policies/procedures of other departments/agencies. Learn new technology as necessary/required.
  • Work with Colleges on Reassigned Time for accurate compensation.

Minimum Qualifications

Entry to this classification requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be obtained through a bachelor's degree and/or 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.

Required Qualifications

  • Demonstrated proficiency using computer applications such as Excel, Microsoft Office Suite.
  • Experience in reviewing data for accuracy and completeness; research and resolve discrepancies and errors.
  • Demonstrated ability to work on multiple projects at one time and complete assigned duties/tasks in a timely manner.
  • Demonstrated ability to work with large amounts of complex financial data.

Preferred Skills and Knowledge

  • Demonstrated knowledge of financial/accounting principles and methods.
  • Demonstrated thorough knowledge of fiscal transactions and related fiscal services (2 years relevant experience).
  • Demonstrated knowledge of higher education fiscal policies and procedures.

Condition(s) of Employment

Satisfactory completion of a background check (including LiveScan, as appropriate), that may include, but is not limited to: criminal records check, verification of academic credentials, licenses, certificates, credit history, professional references and/or verification of work history is required for employment.  Cal State East Bay will issue a conditional offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Unsatisfactory results may also affect the continued employment of current Cal State East Bay employees who were conditionally offered the position.

All background checks are conducted through the university's third party vendor, Accurate. LiveScan is conducted through the University Police Department.

EEO Statement

As an Equal Opportunity Employer, Cal State East Bay does not discriminate on the basis of any protected categories: age, ancestry, citizenship, color, disability, gender, immigration status, marital status, national origin, race, religion, sexual orientation, or veteran's status. The University is committed to the principles of diversity in employment and to creating a stimulating learning environment for its diverse student body.

Other Information

All California State University campuses, including Cal State East Bay, are smoke and tobacco-free.  For more information, please visit our website at

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, the Cal State East Bay Annual Campus Security Report is available at:


Cal State East Bay is not a sponsoring agency for Staff or Management positions and we are not an E-Verify employer.

Mandated Reporter

The incumbent in this position may be considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and will be required to comply with requirements set forth in the CSU Executive Order 1083 as a condition of employment.

CSU Vaccination Policy

CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so.  Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at and questions may be sent to

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