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The Judicial Council of California is accepting applications for the position of Associate Fiscal Analyst for Facilities Services.
The Associate Fiscal Analyst (AFA) in Fiscal Support is responsible for providing fiscal analytical work in support of Program Accountability in Facilities Services. The incumbent oversees invoice processing, expenditure and revenue tracking, and financial record maintenance for the judicial branch facilities program. They collaborate with vendors, service providers, counties, courts, and utility providers to address accounts payable issues, provide guidance on fiscal processes, and ensure vendor contracts align with budgets. Responsibilities include managing accounts for shared-use trial court facilities, preparing quarterly billings, reconciling accounts, analyzing and processing invoices, and reviewing County Estimate Statements. Under general supervision, the incumbent supports the Analyst with monitoring expenditures for the various funds used by the programs.
The Judicial Council
The Judicial Council of California is the policy setting body for the state court system and has constitutionally conferred statewide rule-making authority. This authority includes developing, advocating for, and allocating the judicial branch budget. A majority of Council members are California state justices and judges; however, the Council also includes lawyers, legislators, and court administrators.
By enhancing its role as a leadership, knowledge, and service resource for the judicial branch, the Judicial Council’s staff organization seeks to continue to evolve as one of California’s most dynamic public service entities, focused on improving access to justice for all Californians by innovating and responding to the changing needs of the courts and the public. As a government body charged with improving the statewide administration of justice, the Judicial Council has multiple offices with diverse responsibilities relating to court policy and operations. As employees of the council, every member of staff should view and approach their work as one Judicial Council with a public service mission that is greater than the sum of its parts.
The Judicial Council strives for work-life balance, including substantial vacation and holiday time. In addition, we offer an excellent benefits package, including pension, medical, dental, and vision coverage, flexible spending, up to $130 per month reimbursement for qualifying commuting costs, and retirement savings plans. In San Francisco, the office is only a 7-minute walk from the downtown Civic Center BART station. In Sacramento, the office is minutes from downtown, just north of Discovery Park.
The Judicial Council offers hybrid work arrangements for many positions. The successful candidate will be expected to work in person at the Judicial Council’s San Francisco or Sacramento office at least two days per week, based on their office leader’s direction, and reside in the areas surrounding these locations.
Review and process assigned Facilities invoices for payment and monitor the related processes to ensure the correctness, accuracy and timeliness:
- Analyze and process facility modification and operations and maintenance invoices for the Judicial Council (JC) portfolio in accordance to shared cost outlines in JOAs. Ensure costs are allowed by each counties Joint Occupancy Agreement (JOA) and within the annual estimated budget provided by each county.
- Validate purchase orders to ensure contract compliance and verify the availability of adequate funding. Collaborate with internal teams to promptly identify and resolve any discrepancies.
- Follow-up with project managers to address and resolve disputed charges from contractors and service providers, ensuring timely and effective communication.
- Maintain and manage shared cost workbooks and financial records for facilities and utilities across multiple locations. Regularly update financial tracking systems and internal workbooks, and collaborate with the Senior Analyst to adjust forecasts, ensuring they accurately reflect portfolio changes and maintain the integrity of financial data.
Analyze assigned Delegated Court Agreements, prepare quarterly payments to the court for daily operations and facility maintenance, and reconcile statements of work completed each quarter. Develop a comprehensive yearly overview for the program in collaboration with Facilities Operations:
- Manage utility batch processing and review utility bills to ensure accuracy. Resolve invoice discrepancies with utility vendors.
- Coordinate with Sustainability on potential issues with utility vendors, invoices, or invoice payments.
- Prepare budgeting and forecasting of utility expenses.
- Ensure accurate FI$CAL coding in FileMaker for utilities payment processing.
Performs quality assurance of data within databases, validating against FI$CAL and performing independent analysis of data discrepancies:
- Reconcile invoice charges across FileMaker Pro, FI$CAL systems, and internal tracking records to ensure accuracy and consistency. Apply appropriate payment to correct contract purchase order line within FI$CAL financial system.
- Analyze vendor current budget versus invoiced amount to make sure proper funding is available for payment of invoice. Coordinate with internal staff to rectify Short Pay issues.
- Process invoices using FI$CAL and oversee the invoice approval workflow to ensure accuracy and adherence to deadlines. Verify proper coding and compliance with established invoice package requirements. Record and manage invoice receipts in the FileMaker Pro financial system, ensuring timely and accurate payment processing. Analyze and code County invoice per JAO and current fiscal year estimate statement for payment.
- Review and process Facilities Management invoices from service providers within established timeframes, ensuring accuracy in billing and verifying funding availability.
Perform comprehensive fiscal analysis of facility applications, ensuring compliance with active facility agreements. Actively participate in end of year fiscal activities and performing financial analysis and preparing accounting corrections as necessary:
- Review and monitor Joint Occupancy Agreements and Memoranda of Understanding to ensure compliance with percentage splits, charges and recommend changes based on changes in occupancy or managing parties.
- $6,708 - $9,391/month
Bachelor’s degree, preferably in business, finance, accounting, or a directly related field that would provide the knowledge and skills necessary for the assigned area. An additional four years of professional experience as noted above may substitute for the bachelor’s degree. Or, additional directly related experience and/or education may be substituted on a year-for-year basis.
OR
Two years as a Fiscal Services Coordinator working in the procurement or accounting function with the Judicial Council of California or two years of experience performing the duties of a class comparable in the level of responsibility to that of a Fiscal Services Coordinator in a California Superior Court or California state-level government entity.
Please note, if you are selected for hire, verification of employment authorization to work in the United States will be required.
How to ApplyTo ensure consideration of your application for the earliest round of interviews, please apply by 5:00 P.M. on February 24, 2025. This position requires the submission of our official application, a resume and a response to the supplemental questions.
To complete an online application, please click the Apply for Job button.
The Judicial Council provides reasonable accommodation to applicants with disabilities who request such accommodation. Reasonable accommodation needs should be requested through Human Resources at (415) 865-4260.
To better assess the qualifications of each applicant, please provide a response to the following questions:
1. Please explain your experience in reviewing and processing invoices. How have you handled discrepancies with vendors, and what methods have you used to ensure timely and accurate payments?
2. Please describe your experience managing invoice processing workflows, including verifying purchase orders, ensuring contract compliance, and resolving disputed charges. How have you handled challenges in this process?
Some highlights of our benefits package include:
• Health/Dental/Vision benefits program
• 14 paid holidays per calendar year
• Choice of Annual Leave or Sick/Vacation Leave
• 1 personal holiday per year
• Up to $130 per month reimbursement for qualifying commuting costs
• CalPERS Retirement Plan
• 401(k) and 457 deferred compensation plans
• Employee Assistance Program
• Basic Life and AD&D Insurance
• Flex Elect Program
• Pretax Parking
• Long Term Disability Program (employee paid/optional)
• Group Legal Plan (employee paid/optional)
The Judicial Council of California Is an Equal Opportunity Employer.
