Unpublished
Job Title: Administrative Support Coordinator (TEMPORARY) (SJSU ONLY)
Regular/Temporary: Temporary
Full/Part Time: Full-Time
Job ID: 24806
Job Code: 1035 Administrative Support Coordinator -12 Month
Department: University Police
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About the Position
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*This is a temporary one year benefited position opened to current SJSU employees only.*
Under general supervision and reporting to the Interim Police Captain and receiving work lead direction from the Budget and Personnel Analyst the Coordinator performs moderate to complex administrative and analytical support to the budget and personnel analyst in University Police Department. The Coordinator is responsible for the preparation and entering of travel authorizations/reimbursements and employee reimbursements in addition to monitoring of the officer's travel, training and uniform expenses in the Operating Fund for budgetary purposes and other accounts as needed. The Coordinator will assist with reconciling vendor accounts in CFS and entering invoices in FTS for all departments under University Police Department; Police Department, Parking, and the Martin Luther King Library. This position is responsible for completing the student assistant new hire paperwork and will be handling staff and student confidential information. The Coordinator will oversee the project of transitioning the budget and payroll department's paper documentation to the department's share-drive. This position answers and assists staff regarding travel process and procedures and direct them for assistance with payroll questions, assists in planning of department events. Responsibilities include but are not limited to the following: - Reconcile officer's travel, training, and uniform expenses to operating fund budget to Data Warehouse reports and other accounts as needed. Provide expenditure information to department Analyst. - Assist with reconciling vendor statements using reports from CFS. - Assist with processing purchase requisitions, reimbursements and direct payments. - Assist with entering of vendor invoices into FTS. - Preparation and enter Operating Fund travel authorizations and expense reimbursements for staff. - Educate staff on process and procedures of SJSU travel policies. - Track dispatchers and MLK security officer's uniform expenses for budgetary purposes with Data Warehouse Reports. - Provide balance and expenditure information to the department Analyst and department Officers as needed. - Reconcile operating fund Pro-cards and Go-cards monthly. - Responsible for department event planning and coordination. |
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Education and Experience
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Completion of a high school program, technical/vocational program, or their equivalents combined and three years of related office work experience.
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Preferred Qualifications
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- Bachelor's Degree in related field
- Office experience in police department setting (maintaining files, working with vendors, answering phones and customer service) - Technical experience with Microsoft Office (Word, Excel), data entry, accounting and Human Resources software systems such as PeopleSoft and email programs such as Gmail. |
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Knowledge, Skills & Abilities
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- Knowledge of methods, procedures and practices; English grammar, business writing, punctuation and spelling.
- Ability to compose and appropriately format correspondence and reports. - Excellent oral and written communication skills. - Knowledge of software applications: word processing, spreadsheets, and database management. - Knowledge of fund accounting practices and the ability to maintain multiple detailed spreadsheets. - Knowledge of PeopleSoft/CMS HR, FTS, CFS and Finance. - Ability to perform accurately in a detail-oriented environment. - Ability to handle multiple work priorities, prioritize, organize and plan work and projects. - Research and analytical skills. - Ability to maintain confidentiality and appropriately handle sensitive communications with employees and the external agencies. - Ability to quickly learn and apply a variety of state, federal, CSU, and SJSU policies and procedures. - Strong oral and written communications skills. - Excellent customer service and public relations skills. - Ability to be a team player. - Ability to maximize productivity through the use of appropriate tools. - Ability to ensure completeness, accuracy and timeliness of all operational functions. |
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Posting Date
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October 23, 2018
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Application Screening
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Application Screening begins November 7, 2018
Applications received before that date will receive first consideration. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university. |
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Required Application Material:
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Resume
Letter of interest Complete SJSU Online Employment Application Please note that failure to completely fill out each section of the online application may result in your application not receiving consideration. |
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Note To Applicant
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Satisfactory completion of a background check (including a driminal records check) is required for employment. SJSU 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. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.
The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire. SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (i.e. H1-B VISAS) All San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. |
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Equal Employment Statement
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SJSU is an Equal Opportunity Affirmative Action employer. We consider qualified applicants for employment without regard to race, color, religion, national origin, age, gender, gender identity/expression, sexual orientation, genetic information, medical condition, marital status, veteran status, or disability.
It is the policy of SJSU to provide reasonable accommodations for applicants with disabilities who self disclose. |
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Contact Information
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One Washington Square San Jose, CA 95192-0046
Phone: 408-924-2250 #VR-SJSU1 |
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