Job Details
Qualifications
- Bachelor's degree
- Microsoft Excel
- Payroll
- Word processing
- Workday
- Writing skills
Benefits
- Paid time off
Job Description
ATTENTION Merit System Employees: Do not apply through this site.
Grade 24
CLOSE DATE
07/21/2023
SUMMARY
Senior Administrative Analysts are responsible for performing and/or overseeing administrative and human resource functions for their respective departments. Employees in this position perform a variety of tasks including managing and reviewing payroll information, tracking personnel leave time, developing on-boarding procedures for new hires, providing support for senior staff members, composing correspondence to internal and external entities (e.g., contractors, other jurisdictions, citizens, customers), and monitoring a departmental budget. As supervisors of subordinate personnel, Senior Administrative Analysts take part in hiring decisions, assign and review work, administer performance appraisals, and provide work-related feedback. Senior Administrative Analysts work in an office setting using standard office equipment (e.g., computer, phone, copier).
TYPICAL JOB DUTIES:
Prepares, monitors, and administers departmental or organizational budget by reviewing spending trends, expenditure reports, analyzing financial data and ensuring expenditures are within annual budgetary limits.
Procures and/or manages inventory (i.e., supplies and equipment) to ensure the products and services are available to meet the operational needs of each department.
Manages various projects as they relate to assigned work area.
Coordinates activities, events, sponsorships, committee members, and volunteers.
Serves as the secretary or coordinator on a committee or board.
Collaborates and communicates with various individuals, merit system employees, department heads, and elected officials by sending and responding to correspondence, attending meetings, making presentations, and working with other internal departments.
Initiates, writes, implements, monitors, and reports on grants following Federal, State, Local, and grant guidelines.
Supports a senior staff member and/or department/jurisdiction by coordinating schedules, composing correspondence, producing reports, drafting ordinances/resolutions, updating procedure manuals, creating forms, maintaining and updating files, attending trainings, maintaining records, ordering supplies, and implementing and monitoring new programs.
Prepares for and attends City Council and Board Meetings.
Supports the safety initiative and Workers’ Compensation function of the jurisdiction by holding safety fairs, ensuring proper forms are filled out, filed, and that medical treatment is sought in the case of an on-the-job injury; that the employee is reassigned to light duty when necessary; and that all communication and proper paperwork is filled out and maintained.
Assists in coordinating the employee disciplinary process for department, jurisdiction, or program provider, and communicates with all parties involved.
Performs human resources functions to include tasks such as filling out critical needs forms or certification list requests, on-boarding new hires, monitoring timesheets, tracking leave time, assisting in the annual review process, and/or processing payroll for the department/organization.
Produces training and/or presentation materials, distributes materials, and/or delivers training/presentations.
Supervises staff by assigning and distributing work, directing staff in their job duties, monitoring progress of work, providing feedback and/or training.
MINIMUM QUALIFICATIONS:
The following Minimum Qualifications are required for this job. You must demonstrate possession of these qualifications by providing a detailed description of your related experience in the work history section of your application. Please note that replicating or restating these minimum qualifications or the information from the Personnel Board’s job description as your own work experience will result in your disqualification. Please describe your work experience in your own words to represent the work you have performed that is related to the minimum qualifications for this job.
Experience researching, evaluating, and reporting data (i.e., writing and presenting reports) related to organizational operations (profit, not-for-profit, or government).
Experience planning, coordinating, managing, and evaluating projects (e.g., identifying resources, establishing timelines and goals for oneself and/or others, evaluating impact).
Experience writing reports that outline or summarize proposals, research, projects, etc., including providing outcomes, and recommendations (e.g., grant applications, community improvement plans, policy analysis).
Experience working under the parameters of a grant program (adhering to grant guidelines, reporting grant requirements) AND/OR managing a budget (preparing budget, tracking expenses, etc.).
PREFERRED QUALIFICATIONS:
Preferred Qualifications are examples of experience and education considered to be highly desirable by hiring agencies.
Bachelor's degree in Business, Public Administration, Accounting, Management, Education, Psychology, etc.
Payroll experience (e.g., processing personnel actions, tracking vacation time, identifying errors).
CRITICAL KNOWLEDGES:
Purchasing experience (e.g., reviewing invoices, tracking expenses, processing supply orders, travel requests).
Budgeting experience (e.g., entering information into tracking programs, identifying errors, producing reports).
Experience using timekeeping and purchasing programs (e.g., Kronos, Munis, New World, Workday).
Excel (e.g., pivot tables, calculations, creating formulas).Experience using
COMPETENCIES:
Adaptability & Flexibility.
Computer & Technology Operations.
Leadership & Management.
Mathematical & Statistical Skills.
Oral Communication & Comprehension.
Planning & Organizing.
Problem Solving & Decision Making.
Professionalism & Integrity.
Researching & Referencing.
Reviewing, Inspecting & Auditing.
Self-Management & Initiative.
Teamwork & Interpersonal.
Technical & Job-Specific Knowledge.
Training & Facilitation.
Written Communication & Comprehension.
Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
Knowledge of appropriate citizen interactions when dealing with the public.
Knowledge of computer fundamentals and software, including database, spreadsheet, and word processing software.
Knowledge of techniques involved in gathering, compiling, reporting information about programs, projects, policies and outcomes.
Knowledge of budgetary principles and procedures, and encumbrances/expenditures such as revenues, expenditures, and appropriations involved in establishing and maintaining budgets.
Knowledge of principles involved in the management of staff/personnel.
WORK ENVIRONMENT:
Work is conducted almost exclusively indoors in an office setting.
Work involves use of standard office equipment, such as computer, phone, copier, etc.
PHYSICAL DEMANDS:
Job is primarily sedentary involving sitting for long periods of time, but may involve occasional walking or standing for brief periods.
Job may involve occasional light lifting of items or objects weighing up to 25 lbs.
DISCLAIMER: This job description is not meant to be an all-inclusive list of the job duties, responsibilities, or skills and abilities required to do the job and may be changed at the discretion of the Personnel Board at any time.
SPECIAL ACCOMMODATIONS
Persons requiring special conditions to accommodate a disability when completing the application should contact the Personnel Board at 205-279-3500 before the announcement closing date. Qualified applicants who believe they will need reasonable accommodation in the examination process should complete and submit an Accommodation Request Form. You may obtain an Accommodation Request Form by contacting our ADA Ombudsperson at ADAO@pbjcal.org, or by accessing the "Request for Accommodation" form through the following website: http://www.pbjcal.org/
AN EQUAL OPPORTUNITY EMPLOYER
The Personnel Board of Jefferson County (Personnel Board) provides a public personnel system based on merit principles. The Personnel Board strives for the constant improvement of the public service by employing and developing the best qualified persons available. The Personnel Board provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, sex, creed, religion, political beliefs, national origin, age, disability, veteran status, sexual orientation, gender identity or expression, or genetics. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. Employment decisions are made by the Merit System municipality or governmental agency in which the position exists. Each Merit System municipality, agency, or jurisdiction administers its own equal employment opportunity programs in compliance with applicable state and/or federal laws and regulations.