Licensing And Financial Specialist

Job Summary
Reporting to the Senior Director of University Housing performs duties under the general supervision and takes work lead direction from the Assistant Director for Residential Accounts and Financial Services works independently to maintain administrative and financial aspects of resident accounts, including resident advising on licensing, and financial matters related to housing debts and other SJSU debts when applicable. The incumbent oversees resident licensing process, which includes resident applications and communication, along with cancellations, frosh live-on requirement exemption process, maintaining resident files, building out business operation processes in Portal X, and database set up for new processes.

Key Responsibilities
Updates application portal annually and as needed, editing pages, and functions and ensures all process rules in StarRez database are correct as determined appropriately to adhere to current business practices for Academic Year, Spring, Summer and Returning Resident application periods.
Creates testing environments in Portal X and performs tests for new processes to ensure application function is operating correctly.
Creates data subscriptions in Web database in order to automate and streamline specific steps in a department process.
Responsible for the application process, including annual updates to the portal, portal edits and integration with CASHNet, MarketPlace, and PeopleSoft.
Responsible for creating and implementing new modules, custom fields, emails for new business operation practices and ensures new processes are operating correctly.
Updates and maintains the mail merge process and/or auto emails for applications. Includes parent/guardian signature proxy module and auto emails for the Returning Resident process.
Develops reports and audits for the StarRez database to ensure accuracy of data.
Performs accounting functions pertaining to the StarRez and People Soft (CMS) systems including establishing and overseeing complex billing entries and accounts receivable records and revenue accounts.
Oversees Cashiering satellite operations in University Housing Services
Ensures the reporting of cash payments over $10,000 is submitted to IRS via appropriate documentation and send notification to resident advising of IRS report.
Imports international wire transfers and post payments in CASHNet to be applied to student accounts.
Coordinates all aspects of the department resident files for approximately 5,000 current residents and approximately 5,000 former residents. Including creating new file folders for new residents, maintaining files for former residents sent to collection agencies or write-off accounts for Do Not Purge process, ensuring all paperwork is filed.
Performs regular audits between CASHNet and StarRez, making updates as necessary.
Conducts periodic audits of accounts of automated accounting systems.
Oversees charge processing for Conference Housing programs.
Responsible for the performance of the work of others while at the same time participating in the work itself.
Conducts performance evaluations of employees as designated by the appropriate administrator.
Oversees and provides lead direction to student assistants.

Knowledge, Skills & Abilities
Knowledge of public administration principles, practices and methods.
Ability to apply this knowledge to complex programs and/or administrative specialties, including pertinent laws and regulations.
Advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management.
Ability to multi-task to support the "One Stop Shop" model of Higher Education Customer Service and coordinate deadlines.
Ability to understand, interpret, and apply policies and regulations in specific situations to analyze and solve organizational and operating problems related to student and residential community housing needs.
Thorough knowledge of word processing, spreadsheet, and database software.
Excellent written and oral communication skills.
Ability to handle a high degree of customer contact surrounding potentially emotional/controversial issues and deal with conflict while maintaining a sense of perspective.
Ability to maintain confidentiality and appropriately handle sensitive communications for students, staff, and external agencies.
Knowledge in operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.
Ability to work with database systems to pull fields or records for reporting or transferring data to other databases.
Ability to compose and appropriately format correspondence and business reports using appropriate English grammar, punctuation and spelling.
Ability to exercise appropriate judgment and perform duties and responsibilities in the absence of close supervision.
Knowledge of computer applications: MS Word, Excel, Access, PowerPoint, and Internet tools.
Thorough knowledge of office systems and ability to use broader range of technology, systems, and packages.

Required Qualifications
Bachelor's Degree and/or equivalent training.
Four years of administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

Preferred Qualifications
Master's Degree in Business Administration, Finance, Education or a related field.
Five years of progressive experience working with financial operations.
Experience with licensing, contracting or leasing.
Experience working with a residential management database system.
Experience building business operations process in database system.
Experience with cashiering services.
Supervision experience.
Customer Service experience.
Experience working in an educational setting.

Compensation
Classification: Administrative Analyst/Specialist – Exempt II
Anticipated Hiring Range: $6,431/month - $6,825/month
CSU Salary Range: $5,273/month - $9,537/month

San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary .

Application Procedure
Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:
Resume
Letter of Interest

All applicants must apply within the specified application period:May 1, 2024 through May 15, 2024. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Contact Information
University Personnel
******
408-924-2252

CSU Vaccination Policy
The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/and questions may be sent to****** .

Additional Information
Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent 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 offered the position on a contingent basis.

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. Some positions may also require fingerprinting. 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. (e.g. 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. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification:
Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Security-Report.pdf.The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San José State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email ****** .
Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Fire-Safety-Report.pdf. The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email ****** .
Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.

Equal Employment Statement
San José State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus).