Business Process Analyst, Petaluma Office

Napa County Office of Education   Petaluma, CA   Part-time     Administration / Clerical
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Posted on September 1, 2020

$50,216 - $58,500 with future steps up to $68,858


The Business Process Analyst works directly with the Project Director and the California Department of Education (CDE) Contract Monitor to ensure that the CALI Reads activities adhere to the financial policies and procedures       of both the CDE and its fiscal agent, the Napa County Office of Education (NCOE). The BPA responsibilities  include developing project work scopes, budgets for ongoing NCOE and CDE interagency agreements, and amendments to existing agreements. The BPA is responsible for specialized administrative tasks including  developing  and maintaining internal budgets, managing  subcontracts and vendors, submitting monthly invoices    and  progress  reports  to  the  CDE,  managing  contract  bidding  procedures,  and  overseeing  all  project  purchases and  expenditures.   Other  responsibilities  include  maintaining  knowledge  of  union  and  non-union  personnel related actions and assisting with tasks related to the hiring of new and temporary employees.


  • A minimum of a Bachelors Degree and at least three years administrative experience overseeing large- scale
  • Working knowledge of fiscal policies and operations as they pertain to the CA public education
  • Working knowledge of federal grant fiscal guidelines to ensure Uniform Guidance
  • Prior experience with Escape, ReadySub, and
  • The ability to write and present findings and suggest appropriate recommendations in written or oral
  • Ability to perform business math, analyze budgetary data and make accurate projections, including excellent skills with Microsoft Excel and Word, Adobe products,  and information technology.
  • Strong knowledge of computers and word processing, spreadsheets, database, email, Internet, and tele/videoconferencing.
  • Ability to take initiative, plan, organize, coordinate, and complete work on
  • Ability to effectively handle interpersonal interaction at all levels and handle highly sensitive interpersonal situations.
  • Ability to interpret and apply policies and procedures independently and use judgment and discretion to act when precedents do not exist
  • Ability to understand problems from a broad perspective and anticipate the impact on other areas when responding to inquiries and requests related to the work area
  • Ability and willingness to learn new skills and maintain cooperative working relationships internally as well as with the California Department of Education, Special Education Division, project consultants, and the greater educational


  • Ability to efficiently and effectively manage competing work demands to meet project
  • Ability to work well both individually and within a
  • Ability to travel within the state by car between RPDC and NCOE as
  • Valid California  Driver License




  • Work directly with the Project Director and the CDE Special Education Division (SED) Contract Monitor to develop project work scopes, budgets, and budget justifications for the ongoing NCOE and CDE interagency agreements and amendments to agreements. Provide revisions and follow up as requested and track the progress of interagency agreements to completion, reporting any delays to the Project
  • Generate and submit monthly financial project invoices and progress reports to CDE, SED; track receipt of payments, and alert Project Director to any delays  in receipt  of   
  • Input all budgets, including personnel, into the financial system during the annual NCOE budget development period and update throughout year as necessary. This includes knowledge of all union and non-union personnel-related actions that affect staff salaries and cost of living
  • Works with the accounting office to ensure the grant is following the California School Accounting Manual (CSAM) for accounting
  • Under the supervision of the Project Director, work with the NCOE Human Resources Department to manage the hiring process for new employees, reclassify existing employees, and maintain project staff vacation/leave records, timesheets, and related
  • Under the Supervision of the Project Director, create and obtain signed Agreement for Services for consultants and vendors. Assist  consultants and vendors  with   
  • Oversee all staff travel arrangements and provide backup for travel costs in compliance with NCOE guidelines.
  • Oversee all project invoicing, purchase orders, and related expenditures and revenues, including credit card expenditures. Monitor all transactions to ensure accuracy and ensure approved budget allocations are not over- or under-expended.
  • Train and ensure competency of Project staff in financial practices in accordance with all NCOE policies and procedures.
  • Participate in professional development opportunities related to financial rules, regulations, and compliance regarding the use of state and federal funds; and training related to electronic budget and personnel  
  • Participate in the Project Leadership Team meetings and NCOE Research and Professional Development Center’s (RPDC) Fiscal Committee
  • Produce reports as a part of the continuous quality improvement activities of the project.