The Stanford University Department of Public Safety exists to provide a safe, secure atmosphere which is conducive to freedom of expression and movement, for all people and their property at Stanford University, within the constraints of the Federal, State, and Local laws and ordinances. The members of the Stanford Department of Public Safety are committed to providing high quality public safety services to the Stanford Community with a strong emphasis on customer service.
This position will provide management and coordination of the department budget and finances, oversee payroll processing and related human resource transactions, and manage administrative office personnel for the Stanford Department of Public Safety (DPS).
Position Description
The DPS Business and Finance manager will be a department resource as an expert in university and department financial and payroll/Human Resource policies and procedures, financial and HR systems, and the annual accounting and budget cycle. The ideal candidate will provide exceptional customer service, is proactive and a dependable self-starter with strong interpersonal and communication skills.
- The position will provide financial analysis, forecasts, and recommendations to the DPS director and management staff. Additionally, the position will manage/oversee bi-monthly payroll and related HR transaction processing for approximately 50 regular and 60 casual employees.
- The incumbent will be responsible for promoting best practices for financial management; ensuring compliance with applicable policies and procedures; and will provide recommendations for and the implementation of process improvements.
- Working under minimal supervision, this position will manage the DPS budget and coordinate various human resource transactions for the Stanford Department of Public Safety (DPS). The position will also support the management of DPS front office operations and will collaborate frequently with administrative office support staff and others, as needed. The position will report jointly to the Director of Public Safety as well as the Human Resources Director (HRD).
- The incumbent will be responsible for processes and transactions requiring attention to detail, a high degree of confidentiality, and exceptional customer service. Familiarity with and/or ability to learn university financial and fund management practices, the Stanford Deputy Sheriff’s (SDSA) collective bargaining unit agreement, as well as the university Administrative Guide will be a key to success for this position. The incumbent will contribute primarily through individual expertise and will also supervise, train and review the work of other staff as needed.
- Work is performed primarily on-site, generally between 8am and 6pm, working Monday through Friday. Work outside normal business hours is required from time-to-time, including working 5-8 home football games, Commencement and other major campus events. All benefits-eligible members of the Stanford Department of Public Safety are considered essential (or required) university personnel for purposes of managing emergencies and critical incidents impacting significant portions of the campus. As such, all benefits-eligible DPS personnel are expected to respond to campus during a major emergency.
Core Duties:
Budget Management
Under general guidance of the Director of Public Safety, manage the annual department budget and finances.
- Manage the department budget for DPS, including the Fire and Communications Contract budget. This includes annual budget development, preparation of the Budget Plan, Booked Budget and annual Year-End close operations.
- Prepare annual budget letter including supporting materials in collaboration with the Director; represent DPS during budget meetings with the University Budget Office and/or Budget Committee.
- Collect and analyze data, create reports, review and explain financial trends; engage in continuous critical analysis of existing systems, funds and processes.
- Perform analysis of complex finance and control functions; complex reconciliations and related analysis; prepare or review and approve financial and payroll transactions and higher level dollar value transactions.
- Research and synthesize data; interpret results from large amounts of data, identify trends, draw conclusions, develop solutions, present and implement recommendations and create follow-up analysis.
- Develop complex budget and forecasting scenarios, long-range planning and analyses for financial reporting and presentations; design and run ad hoc reports.
- Perform structured analysis, conduct data mining; identify, clarify and investigate discrepancies and exceptions; develop proactive solutions. Review monthly expenditure statements for accuracy and variance to budget.
- Provide accurate expenditure information and analysis to the Manager of Business Operations (BOM3) or Director, and prepare quarterly or other periodic budget variance reports as requested.
- Prepare detailed budget analysis and projections including salary and non-salary expenses associated with individual department units including special event security operations, emergency management programs, as well as the Public Safety Fire and Communications contract.
- Collaborate with the HR Director to review budgetary constraints and implications for DPS hiring projections and new positions. Collaborate with other DPS colleagues on cross functional projects with budgetary impact.
- Interpret, implement and ensure compliance with applicable regulations, policies and procedures; recommend and develop internal administrative policies and guidelines.
- Review/approve complex financial transactions generated by BOM1 and other DPS personnel when necessary to ensure compliance with university “2-step” approval policy and other regulations.
- Represent the organization's business operations and administrative affairs within the organization, and/or outside constituencies. May represent the organization to external constituencies.
Human Resources Administrative Support
- Under the guidance of the HRD and/or the Department of Public Safety Manager of Business Operations (BOM3), oversee and process department payroll and related HR transactions.
- Process employee HR transactions: job postings, hiring, salary/wage increases, position updates, terminations, etc. This will include preparing calculations of final pay, pro-rated pay adjustments and other similar transactions. Ensure calculations are in compliance with university policy and Stanford Deputy Sheriff’s Collective Bargaining Unit Agreement as applicable.
- Generate periodic reports on payroll and other HR data to monitor and ensure accuracy of employee pay and other information using university HR systems.
- In collaboration with HRD, assist with monitoring employee leaves working with applicable university departments: Disability and Leave Services, Risk Management/Worker’s Compensation, Occupational Health, Payroll systems, Employee and Labor Relations, etc. Ensure compliance with applicable policies and documentation requirements, provide guidance to employees requesting assistance.
- In collaboration with HRD and Business Operations Manager 1, process semi-monthly payroll for DPS employees, ensuring compliance with university policies. Review entries for accuracy and compliance with SDSA collective bargaining agreement and university Administrative Guide.
- Collaborate with university business partners in employee and labor relations as well as payroll and compensation to ensure compliance with SDSA agreement.
- Maintain employee personnel files, leave files and other documentation as needed in accordance with university policy.
Front Office and Administrative Support
Oversee and support the day to day operations of the DPS front office, including supervision and coordination of assigned front office personnel. Oversee DPS front office operations including answering incoming calls, handling walk-in clients and email requests for support.
- Provide supervision, training, coaching and mentorship of staff as needed.
- Maintain proficiency in all areas of front office support, including but not limited to: providing high quality customer service routing calls and other incoming requests for assistance; providing appropriate response to support requests (parking issues, bike sale questions, police report requests, lost/found property inquiries, etc.); and troubleshooting various department issues that arise.
- Assist with training new employees when applicable.
- Ensure compliance with applicable university and law enforcement-related policies and procedures when responding to incoming calls and requests for DPS assistance.
- Ensure minimum staffing needs are met for front office operations.
- Coordinate prompt front office response during campus emergencies.
- Provide support during all home football games, major events and campus emergency situations; weekend work and shift work may be required on short notice.
- Other duties as assigned.
Minimum Education and Experience Required:
- Bachelor’s degree and three years of relevant experience in administrative and financial management, or combination of education and relevant experience.
Minimum Knowledge, Skills and Abilities Required
- Demonstrated supervisory skills including conflict resolution.
- Ability to effectively manage concurrent requests with competing deadlines.
- Advanced proficiency in business applications such as Microsoft Office suite (particularly Excel), Google Sheets, Oracle Business Intelligence, etc.
- Advanced analytical skills in relation to complex financial functions; budgeting and forecasting scenarios; reconciliations and related analysis; short-range and long-range planning and analysis; performing root cause analysis, drawing conclusions, and proposing solutions.
- Excellent planning and organizational skills.
- Advanced professional communication skills, including the ability to prepare materials for and clearly and effectively communicate information to internal and external clients.
- Manage and maintain sensitive and confidential information, ensuring it is handled securely and in compliance with the organization's policies and procedures.
- Demonstrated experience with fund accounting principles; knowledge of GAAP.
- Knowledge of payroll and human resources processes and procedures in a unionized environment.
- Ability to interpret complex policies and procedures.
- Ability to absorb and synthesize information from a wide variety of sources in order to draw meaningful conclusions and make appropriate recommendations.
- Serve as a mentor and resource for other personnel including training and reviewing the work of other staff as needed.
Physical Requirements:
- Regularly required to stand, sit, talk, hear, reach, stoop, kneel, and use hands and fingers to operate a computer, telephone, and keyboard. Occasionally lift/carry/push/pull objects that weigh up to 10 pounds.
- Rarely sort/file paperwork or parts, lift/carry/push/pull objects that weigh 11-20 pounds.
Working Conditions:
- Occasionally work evenings and weekends; routine extended working hours during peak cycles.
