Administrative Analyst Supervisor-Confidential - Butte County, CA : Job Details

The position will be based in County Administration and will encompass oversight of departmental budgets, accounting, procurement, human resources, and administrative support functions.

Note: A training and experience evaluation may be utilized to determine an applicant's ranking among qualified candidates. Based upon information provided in this application including responses to supplemental questions, an applicant's education, training and experience (full-time equivalent) may be evaluated. Applicants should provide thoughtful and thorough responses to supplemental questions as they play an important role in this recruitment process. All qualifying work experience that is described or included in responses to supplemental questions MUST also be included and detailed in the Work Experience section of this application.

See Resume is not an acceptable response for any supplemental question.

FLSA: Exempt

DEFINITION

Under general direction, plans, schedules, assigns, supervises, reviews, and participates in the work of staff providing analytical assistance in the administration of assigned operations, programs, and projects including budget development, financial administration and reporting, grants, purchasing, contract administration, human resources, risk management, and training/staff development, management analysis, legislative analysis and regulatory compliance, and/or program analysis; researches and analyzes policies and procedures and makes recommendations for improvements; conducts needs analyses, feasibility studies, and evaluations for assigned projects, programs, and department; provides leadership and technical guidance to management in areas of responsibility; manages large, complex, and multi-disciplinary projects, programs, studies, and initiatives; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from assigned management personnel. Exercises direct supervision over professional, technical, and administrative support staff.

CLASS CHARACTERISTICS

This is a full supervisory-level classification in the administrative analyst series that exercises independent judgment with accountability and ongoing decision-making responsibilities associated with the work. Incumbents are responsible for planning, organizing, supervising, reviewing, and evaluating the work of assigned staff, organizing and overseeing day-to-day analytical services, and providing professional level support to management staff in a variety of areas. Performance of the work requires the use of independence, initiative, and discretion within established guidelines.Typical functions may include any of the following tasks, knowledge, abilities, and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks.

* Plans, organizes, supervises, and reviews the work of financial, budgetary, program, and related administrative services staff.

* Evaluates employee performance, counsels employees, and effectively recommends initial disciplinary action; assists in selection and promotion.

* Trains staff in work processes and procedures and implements training procedures and standards.

* Leads the development and standardization of procedures and methods to improve and continuously monitor the efficiency and effectiveness of operations, programs, and service delivery methods and procedures in order to maximize funding and efficiencies and minimize costs; assesses and monitors workload and administrative and support systems; identifies opportunities for improvement and develops related recommendations.

* Provides leadership and technical guidance as an advisor in multiple financial, budgetary, program, and administrative services disciplines and/or programmatic areas using initiative and resourcefulness in deviating from traditional methods and analyzing unique issues or problems without precedent and/or structure; researches trends and patterns to develop new standards, models, methods, criteria, or proposed new policies and procedures related to assigned area of responsibility; oversees quality assurance and quality control activities within areas of expertise.

* Manages large, complex, and multi-disciplinary projects, programs, studies, and initiatives involving the highest level of technical complexity, numerous contacts with management and representatives from other County departments and external agencies, and are of high visibility to department in the areas of its core business initiatives.

* Develops department standards for projects, programs, and studies including methodology, deliverable templates, and performance measurements.

* Represents assigned department in interdepartmental, community, and/or professional meetings; confers with and coordinates with other County staff on a wide variety of administrative analyses and planning issues.

* Supervises and performs professional-level administrative and program analysis work in areas such as budget development, financial administration and reporting, grants, purchasing, contract administration, human resources, risk management, and training/staff development, management analysis, legislative analysis and regulatory compliance, and/or program analysis.

* Supervises the conduct of a variety of analytical and operational studies regarding departmental, divisional, and/or programmatic activities; evaluates alternatives and makes recommendations; participates in the development and measurement of industry benchmarks and best practices; discusses, consults with, and advises staff and management on recommendations; implements policy, procedural, administrative, and/or operational changes after approval; reviews and evaluates implemented changes; and prepares reports of conclusions.

* Independently writes content for administrative, management, operational, staff, legal, regulatory, and financial reports including the preparation of findings, conclusions, recommendations, and forecasts, for management, the Board of Supervisors, and external entities; develops formats to facilitate clear understanding and interpretation of information and materials to be presented.

* Ensures compliance with department, County, funding agency, and federal, state, and local requirements.

* Attends meetings, conferences, workshops, and training sessions; and reviews publications and related material to become and remain current on principles, practices, and new developments in assigned work areas.

* Performs related duties as assigned.

In addition, when assigned to:

Budget, Grant, and Financial Administration and Reporting

* Supervises the coordination of the entire budget process and ensures timely submission; formulates, prepares, and communicates budget completion schedules, calendars, and deadlines; conducts meetings with management to evaluate revenue and expenditure requests and keep all parties apprised of issues, challenges, and resolution thereof.

* Leads the development and administration of annual and mid-cycle operating, grant, and capital budgets; prepares preliminary budget estimates, including revenue projections and forecasting, salary and benefits expenditures, multi-year cash flow analysis, cost containment and distribution, and grant funds disbursement; monitors revenues and expenditures; identifies and recommends resolutions for budgetary problems and makes budget adjustments; prepares budget reports, analyses, and documents.

* Audits cost allocation, journal entries, and revenue and expenditure reconciliations; reviews, approves, or posts receipts, disbursements, and related financial transactions to the general ledger; prepares, updates, and presents financial statements and scheduled and ad hoc reports.

* Plans, designs, and conducts analytical studies that pertain to the short- and long-range financial planning for assigned department.

* Supervises grants management activities, including writing and submitting grant applications, preparing budgets, and grant administration activities; prepares monthly and quarterly grant reports; compiles data for grant audits and responds to questions; ensures funds received from grants comply with state and federal guidelines in regard to permissible use of monies.

* Facilitates and coordinates the resolution of cross-departmental budgetary issues, including identifying and proposing procedural solutions; recommends and processes budget amendments.

* Reviews all departmental budget submittals for completeness, accuracy, the appropriate use of funding sources, and adherence to County policies; manages budgetary and internal fiscal control systems.

Contracts and Procurement

* Supervises the initiation of solicitations as assigned, including requests for proposal and sole source requests to provide materials and services; facilitates pre-proposal meetings; coordinates and participates in the evaluation of submittals; drafts and reviews terms and conditions of agreements with legal and contractual requirements; executes contracts; prepares and submits Board of Supervisor agenda items for contract approval; administers and manages contracts ensuring compliance with all requirements.

* Researches, analyzes, interprets, explains, and ensures compliance with federal, state, and local legislation, County policies and procedures, and contracting statutes, rules, and regulations; ensures funds spent comply with guidelines in regard to permissible use of monies.

Program Analysis

* Identifies problems, determines and designs methodology for program evaluation and analysis, and researches, collects, and analyzes data, and develops recommendations for program changes.

* Supervises the research and review of existing and proposed local, state, and federal legislation and regulations for impact on the department and consults with department personnel; recommends and implements policy, guideline, and/or procedural changes to ensure compliance with legislation and regulations.

* Supervises departmental quality assurance programs by reviewing casework and analyzing studies and production analyses; identifies and recommends key performance indicators; extracts, reviews, and analyzes data to prepare reports to monitor progress toward goals and develop workplans.

Human Resources, Risk Management, and Training/Staff Development

* Supervises the coordination of a range of human resources activities, which may include, but not limited to, recruitment and selection, staffing, leave management, organizational design, risk management, training and development, and employee relations; researches, analyzes, and determines department, division, and/or program needs; and makes appropriate recommendations.

* Provides advice and counsel to management and employees in the interpretation of human resources policies, procedures, contracts application, and the administration of discipline and grievance processes; works closely with County Human Resources and management on issues that require resolution and/or contract clarification.

* Supervises the coordination of and participates in investigations of allegations of misconduct, harassment, or unlawful discrimination with management and County Human Resources; writes or edits various notices and related correspondence for legal review and approval.

Knowledge of:

* Principles and practices of employee supervision, including work planning, assignment review and evaluation, discipline, and the training of staff in work procedures.

* Organizational and management practices as applied to the analysis, evaluation, development, and implementation of programs, policies, and procedures.

* Principles and practices of business and public administration as applied to assigned department.

* Quality assurance and quality control principles and practices related to areas of expertise.

* Sources of information and analytical processes related to a broad range of County programs, services, and administration including, but not limited to, budget development, financial administration and reporting, grants, purchasing, contract administration, human resources, risk management, and training/staff development, management analysis, legislative analysis and regulatory compliance, and/or program analysis.

* Applicable state, federal, and local laws, regulations, codes, and ordinances and County policies and procedures applicable to department, division, and/or programs to which assigned.

* Research, quantitative and qualitative analyses, mathematical and statistical calculations, and reporting methods, techniques, and procedures.

* Recordkeeping principles and procedures.

* Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.

* Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and County staff.

* The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.

* Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability To:

* Select and supervise staff, provide training and development opportunities, ensure work is performed effectively and evaluate performance in an objective and positive manner.

* Supervise and perform responsible and difficult administrative analytical work involving the use of independent judgment and personal initiative.

* Provide leadership and technical guidance as an advisor in assigned area of responsibility including performing varied duties requiring many different and unrelated processes and methods applied to a broad range of activities or substantial depth of analysis.

* Manage large, complex, and multi-disciplinary projects, programs, studies, and initiatives.

* Make effective decisions under circumstances that may include uncertainty in approach, methodology, or interpretation and evaluation processes, as well as continuing changes in program, technological developments, unknown phenomena, or conflicting requirements.

* Originate new techniques and establish standards by identifying and defining unknown conditions, resolving critical problems, and developing new theories.

* Supervise and conduct research, analyze, and implement various administrative activities such as budget development, financial administration and reporting, grants, purchasing, contract administration, human resources, risk management, and training/staff development, management analysis, legislative analysis and regulatory compliance, and/or program analysis.

* Supervise the establishment and maintenance of filing, recordkeeping, and tracking systems.

* Understand, interpret, and apply all pertinent laws, regulations, codes, and ordinances and County policies and procedures relevant to work performed.

* Effectively represent the department, division, program, and the County in meetings with governmental agencies, community groups, various business, professional, and regulatory organizations, and in meetings with individuals.

* Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.

* Effectively use computer systems, software applications relevant to work performed and modern business equipment to perform a variety of work tasks.

* Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.

* Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education and Experience:

Any combination of training, experience and educational degrees that would provide the required knowledge, skills, and abilities is qualifying. Substitutions will be made on a year for year basis. A typical way to obtain the required qualifications would be:

Bachelor's degree from an accredited four-year college or university with major coursework in business administration, human resources management, accounting, public administration, economics, or a closely related field; and

Six (6) years of professional experience performing administrative, operational, management, or fiscal/financial analysis including two (2) years of lead experience.

When assigned to specific functional area as noted above, previous knowledge and experience in such areas is desirable.

Certifications and Licenses:

* A position assigned to this class may require possession of a valid California Driver's License.

PHYSICAL DEMANDS

* Mobility to work in a standard office setting and use standard office equipment, including a computer; primarily a sedentary office classification although standing in work areas and walking between work areas may be required; occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information; ability to lift, carry, push, and pull materials and objects up to 10 pounds.

* Vision to read printed materials and a computer screen.

* Hearing and speech to communicate in person and over the telephone.

* Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment.

WORKING CONDITIONS

* Office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.

EQUIPMENT AND TOOLS UTILIZED

* Equipment utilized includes personal computer and standard office equipment.

Disaster Service Worker

All Butte County employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the County requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker related training as assigned, and to return to work as ordered in the event of an emergency.