MSU Extension Point-of-Sales Analyst — Administrative Business Analyst

Working/Functional Title

MSU Extension Point-of-Sales Analyst

Position Summary

Michigan State University Extension is committed to fostering a welcoming and inclusive organization, which requires all staff to contribute towards a vision for success. Diversity, equity, and inclusion are central to our work, regardless of title or position within the organization. This means that all staff at MSU Extension are dedicated to the following:

• We work together to ensure that programming is delivered to diverse audiences, produces equitable impacts for all participants, and demonstrates partnership and inclusion for all groups.
• We embrace that it is everyone’s job to create a culture that promotes diversity, equity, inclusion and belonging.
• We ensure that every team member is prepared with the skills and resources to contribute to our welcoming and inclusive culture.
• We foster inclusion by recognizing and valuing diverse perspectives, skills, experiences, and work to create equal access to programming for communities.
• We commit to continuous learning for diversity, equity, and cultural competency, in order to achieve inclusive excellence.
• We understand that diversity, equity, and inclusion are essential elements to our work and are vital to the organizational culture and programmatic success of MSU Extension.
• We embrace a culture of understanding, coaching and feedback towards achieving a vision of success for the entire organization and its staff.
• Together we will achieve success and we commit to these goals in our work, continued education, and ongoing efforts.

POSITION SUMMARY

Coordinates and assists in overseeing the operational activities of a service unit of limited size, budget, staff, and/or complexity. Performs office work directly related to the management or general business operations of the unit or its customers. Formulates, affects, interprets, and/or implements management policies or operating practices. The majority of duties performed must be related to at least two of three functional areas – human resources, finance, or general business operations.

MSU Extension (MSUE) has more than 700 employees in 83 counties spread across the upper and lower peninsula of Michigan. Working as an administrative business analyst in the MSUE Director’s Office, the position of the Point of Sale Business Analyst will be responsible for monitoring point of sale system in each of the 83 counties which includes access management, processing weekly deposits, equipment inventory oversight, product creation and assisting users, and handling deposits for MOA and service agreements, while contributing to the success of our intricate organization.

MSUE has a complex budget that includes various sources of funding from state, federal, and local agencies totaling over $25 million. In this position, you will oversee the point-of-sale system used at MSU Extension county locations across the state, including but not limited to, system administration, deposit tasks, cash management, analyzing and interpreting financial reports, and internal controls. You will also handle deposits for all MOA and service agreements which are not part of the point-of-sale system.

Your primary responsibilities will include working closely with staff and fiscal officers, related to the point-of-sale system. It is imperative that you are able to follow fiscal and financial standards, and procedures, including the preparation and timely depositing of departmental funds.

There will be space available for this position to work from the campus of Michigan State University in East Lansing, Michigan.

This position may be eligible to utilize a flexible work environment, however, there is an expectation to work from a MSU Extension campus office. The needs, responsibilities, and opportunities of an individual’s position and office location drive the ability and amount of work-location flexibility.

CHARACTERISTIC DUTIES/Responsibilities

• Identifies ways to improve operational efficiency, provides process improvement recommendations, and generates and implements solutions within designated area of responsibility.
• Establishes and maintains internal and external financial accounts and related business records and facilitates the resolution of transactional conflicts by applying creative problem-solving techniques.
• Possesses operational/processing expertise for assigned tasks and leverages technology to research and solve business problems.
• Applies, interprets, and communicates policies and procedures to assist customers and provide potential solutions.
• Assembles, analyzes, and reports on critical information including data findings, metrics, Key Performance Indicators, market trends, and other business data points.
• Collects, analyzes, and synthesizes data using systematic methods such as research, surveys, focus groups, and other fact-finding methods to identify evidence based best practices.
• Maintains employee confidentiality throughout appropriate business processes and uses discretion when communicating sensitive information.
• Demonstrates awareness and appreciation for the global multi-dimensional and diverse perspectives of all, and makes decisions based upon experience, data, facts, and reasoned judgement in the organization’s line of business.
• Serves as a team/group lead for organizational initiatives and projects.

Financial Management (70%)

• Provides Point of Sale system management and oversight across 83 counties.
• Responsible for maintaining system access based on training and annual PCI DSS certification.
• Responsible for guiding end-users through step-by-step solutions to ensure full understanding.
• Responsible for monthly reconciliations of deposit clearing account.
• Oversight and responsibility to ensure checks received from across the state and organization are logged and properly documented in preparation for deposit.
• Conducts and/or ensures a monthly audit of checks logged to ensure accuracy and compliance.  
• Conducts and/or ensures an audit of the deposit log to ensure all deposit reports submitted for each reporting period by County. Follow up with outstanding/missing submissions.
• Researches and resolves irregularities, and handles complex problems as needed.
• Initiates the following KFS transactions:
  • advance deposit (AD) eDoc via KFS to deposit checks and cash sales received in county offices across the state.
  • Creates distribution of income and expense (DI) eDocs via KFS for credit card sales.
  • Prepares and submits other various eDocs as needed, including refunds.
• Provides recommendations for product inventory including the addition and retiring of products based on sales volume.

General Business/Other (30%)

• Actively communicates with MSUE districts and counties across the state, system users and fiscal officers for continual improvement of processes and procedures.
• Assists with administration of financial procedures and maintains compliance with regulations, university policies and procedures, as well as adherence to Uniform Guidance rules and regulations.
• Maintains and answers questions submitted to a central email inbox. 
• Analyzes, researches, and creates reports as needed to fulfill operational needs.
• Produces various reports for users, fiscal officers and leadership as requested. Conducts regular analysis of system use and specifications, making recommendations to administrative leadership for improvement.
• Cultivate and maintain a strong working relationship with county offices and communicate regularly with them regarding constant improvement of efficiency in processes. 
• Works closely with administrators, fiscal officers, and staff on human resources, financial, or general business operations matters.
• Actively participate in professional development opportunities.

Minimum Requirements

• Knowledge equivalent to that which normally would be acquired by completing a four-year college degree program in a business-related field or in a field which corresponds to the particular department of employment.
• One to three years of related and progressively more responsible or expansive work experience in office procedures, or in performing responsibilities related to the operational activities of the employing unit.
• Equivalent combination of education and experience also considered. 
• Experience with word processing, database, spreadsheet, presentation software and/or desktop publishing, and web page software.

Desired Qualifications

• Effective oral and written communication skills.
• Demonstrated ability for accuracy and thoroughness.
• Solution-oriented approach and problem-solving skills.
• Understanding of and proficiency working with the EBS system, including all financial system account and transaction e-documents
• One or more years of related work experience in university account procedures, developing account controls, policies, and procedures.
• One or more years of related experience working with a retail point of sale system.
• Understand, support, and foster integration of diversity, equity, and inclusion practices.
• Prior experience supporting and communicating with remote staff.
• Proficiency in use of technology, including Zoom, TEAMS, Microsoft Office applications, EBS/SAP, and Kuali Financial.
• Experience and proven ability working productively with a team serving in both leadership and contributor roles.
• Self-motivated with demonstrated ability to work independently in an office or remote environment without daily supervision and/or coaching.
• Ability to prioritize tasks effectively.
• Other skills and/or abilities required to perform duties of the position.

Equal Employment Opportunity Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.

Required Application Materials

• Current resume/CV.
• Cover letter.
• Four (4) professional references including at least two (2) prior or current supervisors.

Work Hours

STANDARD 8-5

Website

https://youtu.be/KjG34cLt9a8

Bidding eligibility ends December 17, 11:55 PM