Administrative Analyst I/II/III

The Department of Behavioral Health is seeking a candidate with experience in writing grants, identifying grant opportunities, and grant management, including submission of grants. Candidates applying should be able to communicate effectively under tight timelines with a variety people to get accurate information while maintaining strong working relationships. Ideal candidates will have a strong technical aptitude and extensive experience working with Google and/or Microsoft applications particularly Sheets, Excel, Docs, Word, Gmail, and Outlook. Familiarity with sam.gov and grants.gov is a plus.

This is a Monday through Friday position from 8 am to 5 pm with the opportunity for a 9/80 schedule after six months. Candidates hired for this position typically start between step 1 and step 3 of the salary range.

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. 

The eligibility list created from this recruitment may be used to fill any current or future vacancies in ANY Butte County Department. 

FLSA Level: Non Exempt

FLSA Level II/III: Exempt

DEFINITION

Under general supervision or direction, provides 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 programmatic practices and procedures and makes recommendations for organizational, operational, policy, and procedural improvements; conducts needs analyses, feasibility studies, and evaluations for assigned projects, programs, divisions, and/or departments; and performs related duties as assigned.

 SUPERVISION RECEIVED AND EXERCISED

Receives general supervision (Administrative Analyst I) or direction (Administrative Analyst II/III) from assigned supervisory or management personnel. Exercises no direct supervision over staff. 

CLASS CHARACTERISTICS

Administrative Analyst I: This is the entry-level classification in the Administrative Analyst series. Initially under general supervision, incumbents learn and perform routine duties relating to professional administrative or programmatic analytical support. 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 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.  

Administrative Analyst II: This is the journey-level classification in the Administrative 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.  

Administrative Analyst III:  This is the advanced journey-level classification in the Administrative Analyst  series responsible for performing the more complex work assigned to the series.   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 class is distinguished from the Senior Administrative Analyst in that the latter performs the more complex work assigned to the series and serves in a lead capacity over assigned administrative, technical, and analyst support staff. 

Positions in the Administrative 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.

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 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.
• Conducts 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; assists with the implementation of policy, procedural, administrative, and/or operational changes after approval; reviews and evaluates implemented changes; and prepares reports of conclusions.
• Assists in developing and standardizing 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; assists in assessing and monitoring workload and administrative and support systems.
• 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.
• Coordinates activities with those of other programs/divisions/departments, depending upon the nature of the assigned area of responsibility.
• Represents assigned department in interdepartmental, community, and/or professional meetings.
• Ensures compliance with program, division/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 

• Coordinates the 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.
• Develops and administers 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.
• Prepares and/or 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. 
• Assists in the development and implementation of analytical studies that pertain to the short- and long-range financial planning for assigned department/division/program.
• Performs a variety of grants management duties, 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.
• Reviews departmental budget submittals for completeness, accuracy, the appropriate use of funding sources, and adherence to County policies.
• Conducts special research projects and financial analysis for countywide programs and usage; produces findings and recommendations and prepares related reports.

 Contracts and Procurement

• Initiates 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.
• Confers with department representatives in writing scope of work and product specifications.
• Contacts vendors and contractors to obtain product, service, and insurance information; negotiates and resolves issues with contract terms and deliverables.
• 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.
• Reviews existing and proposed local, state, and federal legislation and regulations for impact on the department, division, and/or program activities and consults with department personnel; recommends policy, guideline, and/or procedural changes to ensure compliance with legislation and regulations. 
• Performs departmental quality assurance duties by reviewing casework and analyzing studies and production analyses; extracts, reviews, and analyzes data to prepare reports to monitor progress toward goals and develop workplans. 

 Human Resources, Risk Management, and Training/Staff Development

• Coordinates a range of human resources activities, which may include, but not limited to, recruitment and selection, staffing, leave management, organizational design, 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.
• Coordinates 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.
• Provides consultation to County departments and employees on risk management, including workers’ compensation and health and safety issues; communicates and coordinates regularly with appropriate internal and external parties to maximize the effectiveness and efficiency of assigned programs and activities, minimize risk, and advise on claim developments.
• Coordinates and implements loss prevention and mitigation policies and procedures; oversees investigations of incidents; makes recommendations based on investigation outcomes.
• Conducts training needs assessments to identify and determine training programs/subjects needed based on participant assessment results and relevancy of training to participant's job duties; identifies and/or coordinates resources for training and staff development, including curricula, workshops, training programs, and on-the-job training sessions; develops and conducts workshops and training sessions on a variety of topics and evaluates effectiveness of training.

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

 Knowledge of:

• Organizational 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, division, and/or programs.
• 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. 
• 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:

• Perform responsible and difficult administrative analytical work involving the use of independent judgment and personal initiative.
• 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. 
• Plan and conduct effective management, administrative, and operational studies; analyze, evaluate, and develop improvements in operations, procedures, policies, or methods.
• Effectively represent the department and the County in meetings with governmental agencies, contractors, vendors, community groups, the public, and various business, professional, regulatory, and legislative organizations. 
• Perform quantitative and qualitative analyses, interpret, draw conclusions, summarize, and present information and data in an effective manner.
• Prepare clear, concise, and complete reports and other written material. 
• Make accurate mathematical and complex statistical computations.
• Establish and maintain a variety of filing, recordkeeping, and tracking systems.
• Understand, interpret, and apply 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.
• 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

 Administrative Analyst I: One (1) year of experience performing administrative, budget, human resources, and/or administrative research and analyses.

 Administrative Analyst II: Two (2) years of professional experience performing administrative, operational, management, or fiscal/financial analysis or experience at a level equivalent to Administrative Analyst I.

 Administrative Analyst III: Three (3) years of increasingly responsible professional experience performing administrative, operational, management, or fiscal/financial analysis at a level equivalent to Administration Analyst II.

 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.

Salary : $4,663 - $7,254