Cal Poly, San Luis Obispo
Property Analyst
Department: Fiscal Svcs-Property (125500)
College/Division: Administration and Finance
Salary Range: $3,288 - $5,983 per month (Anticipated hiring range: $3,600 - $4,766 per month)
Position Description:
Under the general supervision of the Director of University Accounting & Reporting, The Property Analyst is responsible for the day-to-day administration of a complex property control system; maintenance of 30,000+ items in the centralized database, the official record of acquisitions, transfers, adjustments and dispositions of University acquired equipment; and providing lead work direction to related staff and student assistants. The incumbent must interpret, apply and ensure compliance with all applicable laws, rules and regulations in the identifying, classifying, calculating, examining, analyzing, and reporting of property-related transactions while also providing the highest possible level of service to the campus. The Property Analyst provides general administrative support and guidance to campus users and external contacts regarding appropriate fiscal policies and procedures; undertakes testing and implementation of new technologies in support of functions under area of responsibility; and serves as the lead contact for property audit and maintains procedure documentation, including business process guides, forms and procedure documents.
- Maintain centralized property database with acquisitions, transfers, adjustments and dispositions for 30,000+ property items.
- Analyze financial transactions for identification and tagging of new property from receiving reports, direct buy and pro-card forms, gifted equipment reports and transfers from auxiliaries (campus programs and research grants) and external organizations..
- Analyze invoices and other financial transactions to calculate the acquisition cost on new property and enter cost adjustments to existing property in accordance with generally accepted accounting principles and practices (GAAP).
- Analyze and classify new property additions as "Capital" or "Non-capital" based on CSU and University policies in accordance with GAAP.
- Conduct inventory reconciliations, research, analyze and resolve discrepancies, and report results to campus administrators.
- Analyze and prepare monthly and annual reports for management summarizing essential data trends of property acquisitions, dispositions, and missing property statistics.
- Administer, oversee and coordination of the annual physical inventory audit of property, including staff and student work direction and campus-wide coordination and scheduling.
- Export property inventory data into scanners, conduct inventory audits, reconcile discrepancies and import physical inventory data from scanners to property database via the PeopleSoft Asset Management (PSAM) Physical Inventory (Pl) module.
- Perform system testing of PeopleSoft Asset Management (PSAM) and Physical Inventory (PI) modules and verify results through query for system issues, upgrades and implementations. Perform initial troubleshooting of PI system performance issues.
- Initiate Property Survey forms and route to Property Survey Board, ISO and Risk Manager for authorization of disposition, and create red tags for Surplus Property.
- Develop and update forms, internal procedures and other documentation; and maintain the website as changes occur.
- Develop, implement and conduct trainings to campus end users regarding appropriate property fiscal policies and procedures.
- Responsible for ensuring compliance with CSU and University policies and procedures and other Federal/State regulations.
- Maintain organized and thorough property and physical inventory records to support audit function. Support audit function with respect acquisitions, dispositions, physical inventory.
- Scan/image file records in accordance with retention policy.
- Perform lead work direction and oversee related staff and student assistants.
Minimum Qualifications (Staff Only):
Equivalent to graduation from a four-year college or university. One year of technical or administrative experience. A graduate degree in a related field may be substituted for one year of the required experience. Additional qualifying experience may be substituted for the required education on a year-for-year basis.
Required Qualifications:
- Ability to interpret and apply a wide variety of policies and procedures relating to and impacting property administration and control.
- Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
- Ability to make independent decisions and exercise sound judgment in analyzing property transactions and physical inventory information and determining a course of action within the specifications of standard practice and established guidelines.
- Ability to take initiative, plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved including handling multiple priorities.
- Ability to analyze financial transactions to identify new property, calculate the unit acquisition cost of acquired property, and any subsequent cost adjustments.
- Working knowledge and understanding of accounting basics and financial recordkeeping methods, procedures and practices.
- Ability to train others on new skills, technologies and procedures and provide lead work direction.
- Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
- Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in and outside the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
- Working knowledge of or the ability to quickly learn "smart" scanners used for physical inventories including proper tag placement and limitations of tag technology with various types of equipment.
- Ability to use query database tables to research and analyze property records and to ensure database integrity.
- Excellent communication skills; ability to effectively communicate information in a clear and understandable manner, both verbally and in writing.
- Demonstrated ability to maintain a high degree of confidentiality.
- Excellent computer skills and proficiency with a variety of computer applications including word processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
- Working knowledge of or ability to quickly learn University infrastructure, policies and procedures.
Preferred Qualifications:
Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.
Special Conditions:
- Retired CalPERS members selected for this vacancy must request and be approved for reinstatement from retirement prior to the start date. Employment of retired CalPERS members will typically be for 90 days or less and must be for work requiring specialized skills or for a bona fide emergency to prevent stoppage of business.
- Must be willing to travel and attend training programs off-site for occasional professional development.
- Must be able to work overtime, occasional holidays, and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.
- 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 Revised July 21, 2017 as a condition of employment.
Must be able to successfully pass a pre-employment background/fingerprint check. - This position classification has been defined as non-exempt and is subject to overtime provisions of the Fair Labor Standards Act (FLSA).
- Following a conditional offer of employment, a background check (including a criminal records check) must be completed satisfactorily before any candidate may start work with Cal Poly, San Luis Obispo. Failure to satisfactorily complete the background check may result in the withdrawal of the offer of employment.
Note: Cal Poly cannot deny an applicant a position solely or in part due to a criminal conviction history until it has performed an individualized assessment and linked the relevant conviction history with specific job duties in the position being sought.
For health and wellbeing, Cal Poly is a smoke & tobacco-free campus. The university is committed to promoting a healthy environment for all members of our community.
Review Begin Date:
Requisition Number: 104921
To Apply: All applicants must apply online at: https://www.calpolyjobs.org.
About Us
Cal Poly is a nationally ranked, four-year, comprehensive public university. Founded in 1901, the 6,000-acre campus is nestled in the foothills of San Luis Obispo, along California's scenic central coast and midway between Los Angeles and San Francisco. With a budget of $168.5 million, the university has a student enrollment exceeding 17,000 students and employs more than 2,000 faculty and staff members. Cal Poly is part of the 23-campus California State University system.
At California Polytechnic State University, San Luis Obispo, we believe that cultivating an environment that embraces and promotes diversity is fundamental to the success of our students, our employees and our community. Bringing people together from different backgrounds, experiences and value systems fosters the innovative and creative thinking that exemplifies Cal Poly's values of free inquiry, cultural and intellectual diversity, mutual respect, civic engagement, and social and environmental responsibility.
Cal Poly's commitment to diversity informs our efforts in recruitment, hiring and retention. California Polytechnic State University is an affirmative action/equal opportunity employer.
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