Library Financial Analyst

April 3, 2016

San José State University

Job Title: Library Financial Analyst

Job ID: 23638

Full/Part time: Full-time 

Regular/Temporary: Regular

Department: University Library

About the Position

The University Library’s Financial Analyst works respectfully and cooperatively with employees of the Dr. Martin Luther King, Jr. Library to perform duties under general supervision, but works independently to achieve specified outcomes reporting to the Manager of Budget, Facilities, and HR, University Library.  King Library is a unique collaboration between the City of San José and the San José State University.

This position is responsible for the library’s fiscal operations including: overseeing the daily operations of the library’s acquisitions budget and procurement of library materials, overseeing deposits and allocations into the library’s various accounts, analyzing all library expenditures against budget to make accurate projections for fiscal year-end closing, and compiling data related to the library’s financial and operational activities to generate reports for management. The incumbent in this position is the primary lead in generating consolidated reports that bring together the accounting of the San José Public Library and the University Library to report King library budget and expenditures.

Responsibilities include but are not limited to the following:

–  Processes staff travel reimbursement, monitors travel expenditures against approved budget. Prepares reports for management. Reconciles internal travel spreadsheet with all actual expenditures with Data warehouse working closing with the Associate Dean’s Administrative Specialist

–  Oversees year-end closing to reconcile Library accounts and to accrue encumbered library materials’ expenditures

–  Coordinates with Technical Services to prepare library materials statistics in volumes received through purchasing and gift donations

–  Processes all purchasing requests and personnel forms for non-acquisition expenditures for Tower and Research Foundations.

–  Prepares monthly financial statements summarizing all Library funds for Library management. Assists in developing  library financial presentations

–  Prepares financial statistics for national library surveys and Library’s Five Year Report. Maintains historical data of library financial information

–  Collaborates with the City and University Library Circulation and Accounting offices to reimburse the University for book fines and fees.  Oversees the accuracy of billing processes, money collection, and records reconciliation. Initiates invoicing the City for the University Library’s portion

– Oversees the accuracy of deposit revenues collected through various   library activities, expense reimbursement per the Operating      Agreement with the City, rents from non-sponsored events,  commissions by Spartan Shops, service charges by Interlibrary  Services and Special Collection departments

Link to Apply to the Position:

Financial & Data Analyst, Saint Mary’s College of CA Library

March 9, 2016

SALARY: Depends on Qualifications
OPENING DATE: 03/07/16
CLOSING DATE: 04/09/16 11:59 PM
Founded in 1863, Saint Mary’s is a residential campus nestled 20 miles east of San Francisco in the picturesque Moraga Valley. Based in the Catholic, Lasallian and Liberal Arts traditions, Saint Mary’s currently enrolls more than 4,000 students from diverse backgrounds in undergraduate and graduate programs. The De La Salle Christian Brothers, the largest teaching order of the Roman Catholic Church, guide the spiritual and academic character of the College.
As a comprehensive and independent institution, Saint Mary’s offers undergraduate and graduate programs integrating liberal and professional education. Saint Mary’s reputation for excellence, innovation and responsiveness in education stems from its vibrant heritage as a Catholic, Lasallian and Liberal Arts institution. An outstanding, committed faculty and staff that value shared inquiry, integrative learning and student interaction bring these traditions to life in the 21st century. The College is committed to the educational benefits of diversity.
The halftime position provides a wide range of financial management, data analysis, and administrative support to the Academic Resources organization. Performs key analytical, coordination, planning and monitoring tasks in support of the Library and Museum budgets. Assists senior managers in data management and performs data analysis and reporting on an ongoing and project basis. Provides administrative back up to the Administrative Assistant to the Dean.
Key Job Functions:
Financial and Budget Analyst:
Supports and advises dean and department managers in all aspects of budget matters, providing fiscal analysis for Library and Museum programs and administrative functions.

Assists in annual budget preparation, particularly in providing clear and accurate current and historical financial information which enables senior management to make informed decisions. Prepares budget reports and forecasts expenses.
Monitors budgets against actual expenses. Initiates budget modifications and fiscal requests to ensure compliance with approved budget plans and allocations.

Tracks the non-materials budget lines and uses online systems to establish purchase orders and approve invoices.

Maintains financial records for special projects, strategic initiatives, and complex purchases or service agreements, coordinating with other units depending on the source(s) of the funds involved. Alerts fund managers to real or potential problems.
Serves as Academic Resources’ primary liaison with the Budget Manager for the Academic Affairs/Provost’s Office and with the Business and Purchasing Offices.
Advises Dean and senior managers on budget issues, clarification of College business
rules and regulations and financial and procurement system issues.
Data Analysis:
Works with the Library and Museum senior management to assist them in collecting, analyzing and effectively communicating their data for periodic or occasional needs.
Responsible for creating special reports requiring the collection, analysis and presentation of data for the Library’s annual report or for specific needs or proposals.
Coordinates data collection and submissions to national, regional and local surveys (e.g.,
NCES, Affinity).
Administrative Support:
Provides back up support, as needed, to the Administrative Assistant to the Dean.
In collaboration with the Administrative Assistant manages the Library’s noncollections
purchasing activity:
Responsible for maintaining in-depth knowledge of procurement policies and procedures and the variety of procurement methods and vehicles available and when each is appropriate to use.     Ensures that staff follow all appropriate procurement requirements.
Maintains an SMC Library credit card and appropriate records.
Prepares purchase orders for supplies, equipment, etc.
Processes invoices and deposits.
Education: Bachelors level degree required in Business, Public Administration, Finance, Economics or a related field.
Minimum two years performing financial analysis, budget management, and data analysis, preferably in an academic environment.
Preference will be given to candidates with experience managing a variety of fund types and multiple departments.
Demonstrated successful application of accounting and financial concepts, principles and practices to manage budgets, expenditures and procurements.
Demonstrated successful experience using financial and statistical tools to manage, organize, and communicate data such as financial, workflow, usage, etc.
Demonstrated successful experience making decisions, interpreting program concepts or business principles as well as existing precedents, standards, policies and procedures.
Excellent organizational and problem solving skills.
Proven ability to independently establish priorities and execute moderately complex business, financial and administrative assignments.
Excellent communication skills, both written and verbal, to effectively present detailed and complex information of significance in a clear and coherent manner.
Demonstrated ability to successfully collaborate with diverse internal and external clients to set and communicate priorities, explain policies and procedures and juggle competing demands independently, ensuring deadlines are met and problems are solved.
Excellent computer and office equipment skills.
Ability to represent Academic Resources with courtesy and tact, maintaining a positive, results oriented atmosphere.
Ability to collaborate efficiently and effectively in a job sharing situation that requires the incumbent to perform administrative tasks as well as primary responsibilities.
Application Instructions: Please apply online at
1. Include a cover letter that specifically addresses how you meet the qualifications and are
prepared to support the mission of the College
2. A resume
3. The name and contact information for three (3) professional references.
In applying for a position, candidates sign a consent authorizing a broader inquiry which may include reference checks, a motor vehicle check, and a third party background check.
Saint Mary’s is an equal employment opportunity employer. We support inclusive excellence
and are committed to creating a safe and welcoming community for all.
College policy prohibits discrimination based on race, color, religion, national origin, ancestry, age, gender, sexual orientation, marital status, medical condition, physical or mental disability, gender stereotyping, and gender identity, taking a protected leave (e.g. family medical or pregnancy leave), or on any other basis protected by applicable laws.  Saint Mary’s College annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Saint Mary’s College Report, please go to the Public Safety website at To request a paper copy please call Public Safety at (925) 6314284.  The report includes the type of crime, venue, and number of occurrences.