Administrative Analyst

Job no: 552190 Work type: Staff Location: San José Categories: Unit 9 - CSUEU - Technical Support Services, Probationary, Full Time, Safety, On-site

Under general supervision of the Assistant Parking Manager, the Administrative Analyst provides complex administrative support for all of the Parking Services Department. The incumbent serves as a liaison between Parking Services, other departments, vendors and other external business partners, and all the groups who make up SJSU Finance and Business Services. The position provides operational support throughout the organization, encompassing the issuance and billing of parking permits and other accounts receivables;

assisting with procurement and other account purchasing duties; management of special event parking accommodations; assisting with parking citation collections; and assistance with customer service by resolving customer problems. The position will handle cash and other forms of payment, reconcile, and perform collections. The responsibilities of this position require the incumbent to interact daily with staff, faculty, and students. Because the department receives communications and requests in a myriad of options, the Administrative Analyst must be able to clearly communicate in multiple forms (phone calls, emails, letters, and virtual environments.)

• Work with other campus departments and with outside groups to provide adequate parking for special events without severely impacting the parking needs of the campus.
• Process event permit request forms/emails
• Set up third party users and train third parties to request parking permits or events
• Set up permit number ranges, electronic codes, and/or guest permit links for special events
• Coordinate with field operation to ensure all event parking requirements are met and carried out successfully
• Prepare and submit billings for events
• Ensure all event billings are accurate and paid in a timely manner
• Create, maintain, and keep track of events’ sale and parking utilization reports
• Serve as the main point of contact for departments, vendors, and guests
• Answer customers’ inquiry, resolve customers’ issues, and processes event permit refund as needed
• Utilize third party systems or software to facilitate permit issuance, permit refund, and event process
• Order, distribute, and reconcile parking permits issued to or received from retail and online sales channels
• Process and post parking permit and citation payments into T2 Flex parking management and/or Cashnet systems
• Post late charges and/or other fees to parking citations as required by policies, procedures, and/or applicable statutes, such as the California Vehicle Code
• Initiate and manage parking citation payment plans, Follow up with applicable collections activities as necessary
• Initiate and complete customer refund documentation for parking permit refunds and dismissed parking citations
• Prepare and submit PRD requests to the State Controller’s Office for permits and/or commuter benefits.
• Download PRD files and perform PRD import/export as needed
• Facilitate data entry of parking citations and appeals into T2 Flex parking management system
• Resolve parking permit and citation customer service requests received or escalated from other staff
• Acknowledge, research, and resolve Declaration of Non-Ownership and Release of Liability claims from customers and rental/leasing agencies by accessing and utilizing information from remote databases, such as those maintained by the California Department of Motor Vehicles
• Process refund requests and issue refunds as allowed
• Reconcile daily parking revenue
• Prepare deposits and deliver to the depository under Police escort
• Perform collections for permits, citations, and other accounts receivables
• Perform LPR or DMV lookup for field operation and adjudication
• Oversee the student employees: provide training, coordinate their schedules, provide work direction, and monitor their daily routines
• Verify parking sales cashnet entries for accuracy
• Perform daily, weekly, or monthly reconciliations of cashnet deposits against internal records and transaction data
• Prepare sale and transaction reports for…