Business Systems Analyst I/II

Summary

This position is with the Butte County Behavioral Health Department specifically within the Systems Performance Research and Evaluations team. This team supports the department by leveraging data analytics to complete state mandated reporting, creating reports to inform departmental and programmatic decision making, and by working with programs and executive leadership to modify our electronic health record and create tools to capture data. This recruitment is for Level I and Level II.

FLSA Level I: Non-Exempt

FLSA Level II/III : Exempt

DEFINITION

Under general supervision (Business Systems Analyst I) or direction (Business Systems Analyst II/III) conducts routine to complex analysis in support of an assigned department’s business and data needs related to operations, performance outcomes, quality improvement, and mandated reporting; designs, develops, and modifies enterprise systems and databases to address business and reporting needs; serves as a liaison between department staff/system users, information technology staff, vendors, and service provides; provides data and business solutions to management staff to support program or system modification or implementation of new programs or systems; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision (Business Systems Analyst I) or direction (Business Systems Analyst II/III) from assigned supervisory or management personnel. Some positions exercise technical and functional direction over and provides training to lower-level staff. Exercises no direct supervision over staff.

CLASS CHARACTERISTICS

Business Systems Analyst I: This is the entry-level classification in the Business Systems Analyst series. Initially under general supervision, incumbents learn and perform routine data extraction and analysis and make recommendations to improve departments or program operations. As experience is gained, assignments become more varied, complex, and difficult; general supervision and frequent review of work lessen as an incumbent demonstrates skill to perform the work independently. Positions at this level usually perform most of the duties required of the positions at the Business Systems Analyst II-level but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise.

Business Systems Analyst II: This is the journey-level classification in the Business Systems Analyst series. Positions at this level are distinguished from the I-level by the performance of the full range of duties as assigned, working independently, and exercising judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

Business Systems Analyst III: This is the advanced journey-level classification in the Business Systems Analyst series responsible for performing the most complex work assigned to the series, may provide training and guidance to new staff, and review and design procedures to increase efficiency and accuracy of processes in assigned technical area. Incumbents regularly work on tasks which are varied and complex, requiring considerable discretion and independent judgement. Positions in the classification rely on experience and judgement to perform assigned duties. Assignments are given with general guidelines and incumbents are responsible for establishing objectives, timelines, and methods to deliver services. Work is typically reviewed upon completion for soundness, appropriateness, and conformity to policy and requirements.

This classification series is distinguished from the Business Systems Supervisor in that the latter is the full-supervisory level in the class series.

Positions in the Business Systems Analyst class series are flexibly staffed; positions at the II- and III-levels may be filled by advancement from the I-level and the II-level; progression to the II- and III-levels is dependent on (i) management affirmation that the position is performing the full range of duties assigned to the classification; (ii) satisfactory work performance; (iii) the incumbent meeting the minimum qualifications for the classification including any licenses and certifications; and (iv) management approval for progression to the II- and III-levels.

Essential Job Functions

EXAMPLES OF TYPICAL JOB FUNCTIONS

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.

Some duties, knowledge, skills, and abilities may be performed in a learning capacity for entry-level (I Level) positions.

• Performs professional level data analysis in support of an assigned department’s business and data needs, quality improvement, performance outcomes, and mandated reporting; generates reports on a scheduled and ad hoc basis.
• Develops, implements, and participates in the modification of existing, or implementation of new, systems, databases, data collection tools, data analytics and other strategies that optimize business or data efficiency and quality; acquires data from primary or secondary data sources and maintains systems and databases; reviews systems and program data for functionality, accuracy and completeness; reviews systems and databases to ensure that necessary assessments and performance measures are submitted in a timely manner.
• Continuously monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures to identify opportunities for improvement based on data collected and analyzed; prepares reports for management and executive leadership.
• Participates in a variety of system user and work groups to identify user needs and operational, programmatic, and/or regulatory changes affecting application and data requirements and other related issues.
• Collects, compiles, and analyzes information from various sources and surveys a variety of specialized issues or questions to understand and interpret business and data needs.
• Identifies the best method of data analysis, and data reporting; identifies, analyzes, and interprets trends or patterns in data sets using statistical techniques.
• Creates statistical and data quality reports for use in program development, implementation, and improvement; designs and produces related charts, tables, and graphs.
• Oversees the functionality and continual development of assigned enterprise system(s); monitors data integrity; troubleshoots and resolves system errors and malfunctions; builds complex reports using queries; collaborates with information technology staff and/or vendors to ensure systems are developed and/or modified according to specifications and user needs.
• Designs, creates, and runs reports used for business process analysis, performance outcomes, and decision-making utilizing technology interfaces and/or programming languages; extracts data and prepares narrative and statistical reports for end users, website content, and leadership reports.
• Provides trainings to department/program staff and end users related to system functionality and use; designs, develops, and maintains technical documentation including product specifications, user guides, training and procedural manuals.
• Works collaboratively with various departmental units to stay abreast of business, data, and reporting needs and complies with federal and state reporting requirements.
• Attends and participates in a variety of meetings with department staff, management, and executive leadership to understand their business and data needs; determines methodology and reporting requirements necessary to meet those needs.
• Learns and applies emerging technologies, as necessary, to perform duties in an efficient, organized, and timely manner.
• Provides secondary validation of reports and data run and created by other unit staff.
• Performs related duties as assigned.

In addition, Business Systems Analyst III performs the following:

• Provides technical and functional direction to assigned staff; reviews and controls quality of work; and provides technical and analytical support to technology programs.
• Trains employees in work principles, practices, methods, policies, procedures, and applicable federal, state, and local laws, rules, codes, and regulations.
• Performs complex technical and analytical work of a specialized nature in support of assigned department’s business and data needs.
• Leads and participates in internal and interagency technical work groups as a technical expert to gather information for policy and decision-making.

Minimum Qualifications

Knowledge of:

• Principles and practices used in the analysis and development of procedures and information systems associated with assigned operational and/or program area.
• Data analysis and reporting methods, techniques, and procedures.
• Principles of relational database structures and management, computer programming, and systems development and integration.
• Data-oriented programming languages and visualization software.
• Data mining, data modeling, natural language processing, and machine learning principles and techniques.
• Statistical methodologies and techniques utilized for analyzing large datasets.
• Sources of information related to a broad range of department operations, programs, services, and administration.
• Information systems and data processing concepts.
• Principles and practices of programmatic analysis and report preparation.
• Results-Based Accountability and other models of quality improvement practices.
• Principles and procedures of record keeping, document processing, and filing systems.
• Uses and outputs of databases.
• Mathematical principles and statistical techniques.
• Applicable federal, state, and local laws, codes, and ordinances relevant to the area(s) of responsibility.
• 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.

In addition, Business Systems Analyst III performs the following:

• Principles and practices of providing guidance and training to new staff.
• Principles, practices, methods, and techniques of strategic communication and public speaking.
• Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.

Ability To:

• Analyze, interpret, draw conclusions, summarize, and present information and data in an effective manner.
• Perform responsible and difficult analytical work involving the use of independent judgement and personal initiative.
• Perform quantitative and qualitative analyses to evaluate departmental business operations, projects, programs, and activities, and inform operational decisions.
• Apply and modify a variety of techniques of data extraction and procedures to ensure data integrity and relevance.
• Identify, understand, and translate business and data needs into system or reporting requirements.
• Identify, evaluate, and solve basic programming problems; perform diagnostic checks and take appropriate corrective action; apply basic programming language; and implement new or revised systems and procedures for the automation of information processing.
• Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner.
• Learn and apply emerging technologies.
• Evaluate the effectiveness of newly developed systems and/or applications.
• Prepare clear, concise, and complete reports, business correspondence, and other written material.
• Maintain accurate records and files.
• Maintain confidentiality of personal and sensitive information.
• Understand, interpret, and apply all pertinent laws, regulations, codes, and ordinances and County policies and procedures relevant to work performed.
• Independently organize work, set priorities, meet critical deadlines and follow-up on assignments.
• Use tact, initiative, prudence and independent judgment within general policy, procedural, and legal guidelines.
• 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.

In addition, Business Systems Analyst III performs the following:

• Provide training, guidance, and development opportunities for and ensure work is performed effectively by new staff.
• Coordinate the planning and implementation of County technical processes.

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 college or university with major coursework in data science, information systems, business or public administration, or a related field; and

Business Systems Analyst I: One (1) year of experience analyzing data or business system requirements and developing or modifying systems and/or databases to address business needs.

Business Systems Analyst II: Three (3) years of professional experience analyzing business needs and developing or modifying systems and/or databases to address business and reporting needs at a level equivalent to Business Systems Analyst I.

Business Systems Analyst III: Four (4) years of increasingly responsible professional experience analyzing business needs and developing or modifying systems and/or databases to address business and reporting needs.

Certifications and Licenses:

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

Environmental Factors and Conditions/Physical Requirements

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.
• Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

EQUIPMENT AND TOOLS UTILIZED

• Equipment utilized includes personal computer, fax machine, 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.