Management Analyst

Under general direction, provides a wide variety of administrative, analytical, and work‑flow support to assigned departmental activities including financial, performance goal management, systems, and human resources functions; 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 and programs; develops, summarizes, and maintains administrative and fiscal records; fosters cooperative working relationships among County departments and acts as liaison with various community, public, and regulatory agencies; and performs related work as required. SUPERVISION RECEIVED AND EXERCISED Receives general supervision or direction from assigned supervisory or management personnel. Provides technical and functional direction to office and technical support staff. May exercise direct supervision over assigned technical and office support staff. CLASS CHARACTERISTICS Associate Management Analyst This is the journey-level and first level class in the Management Analyst series. Initially under close supervision, incumbents with basic professional administrative education and/or experience perform analytical and technical work within an assigned division/department. At this level, the impact of the decisions is moderate and the work is typically one of interpreting, explaining or gathering information. Management Analyst This is the full journey-level class in the Management Analyst series. Incumbents develop and implement policies and procedures for a variety of projects and programs within an assigned department, including budget, contract, and human resources administration, management analysis, and program evaluation. Incumbents support the work of departmental management staff by conducting day‑to‑day administrative support activities and by providing a professional‑level resource for organizational, fiscal, human resources, managerial, and operational analyses and studies. The work has technical and programmatic aspects requiring the interpretation and application of policies, procedures, and regulations. 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. This class is distinguished from Senior Management Analyst in that the latter is responsible for technical and functional supervision over professional staff and is capable of performing the most complex duties assigned to a County‑wide function. Option 1: General Operations – Provides professional assistance in a wide variety of complex administrative, analytical, and work‑flow support activities to an assigned department. Option 2: Financial – Provides primarily financial assistance to departmental programs, activities, and special projects, including budget, performance and compliance programs. Option 3: Human Resources – Provides primarily human resources assistance to departmental programs, activities, and special projects, including recruitment, classification, compensation, employee training and development, workers' compensation, and employee and labor relations. EXAMPLES OF TYPICAL JOB FUNCTIONS Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job. Assists in developing goals, objectives, policies, procedures, work standards, and administrative control systems for the department to which assigned. Develops and standardizes procedures and methods to improve and continuously monitor the efficiency and effectiveness of operations and service delivery methods and procedures in order to maximize funding and minimize costs; assesses and monitors workload and administrative and support systems; identifies opportunities for improvement and develops related recommendations. Plans, oversees, and administers department‑specific programs and projects. Conducts a variety of analytical and operational studies regarding departmental and programmatic activities, including complex operational, regulatory, or administrative issues; evaluates alternatives, and makes recommendations. Prepares comprehensive technical records and reports, identifies alternatives, and makes and justifies recommendations. Conducts special research projects and financial analysis for countywide programs and usage; produces findings and recommendations and prepares related reports. 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. Serves as a liaison to public and private organizations, community groups, and other organizations; provides information and assistance to the public regarding the assigned programs and services; receives and responds to complaints, requests and questions relating to assigned area of responsibility. Ensures compliance with Federal, State, County, and funding agency regulatory and reporting requirements and applicable laws, regulations, and professional practices. Prepares and submits Board of Supervisor agenda reports and various other commission, committee, and staff reports, resolutions, ordinances, and correspondence regarding assigned activities. Attends meetings, conferences, workshops, and training sessions and reviews publications and related materials to become and remain current on principles, practices, and new developments in assigned work areas. Communicates orally, in writing, or through graphic representations and statistical summaries with colleagues, managers, employees, the public, organized employee groups and representatives of various organizations. May participate in the selecting, training, motivating, and evaluating assigned staff; directs the work activities of assigned staff; prioritizes and coordinates work assignments; provides or coordinates staff training; reviews work for accuracy; works with employees to correct deficiencies. Performs other duties as assigned. When performing a Financial Assignment Develops and manages program budgets, including revenue projections and forecasting, multi‑year cash flow analysis, cost containment and distribution, and grant funds disbursement; ensures that awards stay within funding limits. Develops and presents annual and mid‑cycle operating and capital budgets; prepares preliminary budget estimates, including salary and benefits projections, conducts meetings with management to evaluate revenue and expenditure requests and keep all parties apprised of issues, challenges, and resolution thereof; prepares budget documents. Tracks and monitors the adopted budget and prepares periodic budget reviews for submission to County departments, administration, and the Board of Supervisors. Formulates, prepares, and communicates budget completion schedules, calendars, and deadlines; coordinates the entire budget process and ensures timely completion. Reviews and monitors long‑term goals, budget objectives, and performance measures as well as multi‑year forecasts of revenues, expenditures, and fund balances. Facilitates and coordinates the resolution of cross‑departmental budgetary issues, including identifying and proposing procedural solutions; reviews all departmental budget submittals for completeness, accuracy, the appropriate use of funding sources, and adherence to County policies. Balances expenditures and revenues and identifies funding gaps; assists departments in resolving funding issues; prepares status reports and manages budgetary control systems; recommends and processes budget amendments. When performing a Human Resources Assignment Participates in and/or coordinates a range of human resource activities, which may include recruitment and selection, employee relations, risk management, classification and compensation, consistent with the County's human resources policies and administrative procedures. Develops and implements sound recruitment, testing, and selection processes, including ascertaining departmental needs; evaluating recruitment materials and sources, administering all phases of the examination process, screening resumes and applications ensuring equal employment opportunity for all candidates, and assisting hiring departments with the employee selection process. Organizes and administers oral and written examinations and results, including compiling test scores, preparing eligibility lists and candidate information, and coordinating follow‑up pre‑employment testing. Develops and implements background investigative policies and procedures and oversees and conducts background investigations; maintains background investigation and records management databases; tracks fingerprinting activity. Performs job analysis and classification studies of new and existing positions; designs and writes new and alters existing classification specifications as appropriate; conducts compensation studies for new and existing positions, determines appropriate internal and external comparators, makes recommendations, and participates in the development, implementation, and administration of compensation strategies and programs, and classification plans; responds to external compensation surveys. Develops and participates in employee relations activities; provides advice and counsel to department directors, managers, supervisors, and employees in the interpretation of human resources policies, procedures, contracts application, and the administering of grievances; reviews performance evaluations for consistency and makes recommendations; works closely with management on issues that require resolution or contract clarification. Conducts and coordinates investigations of allegations of misconduct, harassment, or unlawful discrimination; writes or edits various notices and related correspondence for labor attorney review and approval, including notices of due process, notices of findings, letters of discipline, and separation agreements; makes recommendations to the Director and labor attorney; coaches managers and directors regarding the conduct of termination meetings and serves as witness to terminations. Facilitates and participates in the grievance process; attends grievance hearings; represents management at arbitration hearings; serves as a witness. Assists the Assistant Human Resources Director and Human Resources Director with labor contract negotiations as directed; prepares labor relations documents and contract language; represents the County in meetings with bargaining units. Provides consultation with County departments and employees on risk management problems, including workers' compensation, 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. Qualifications Knowledge of Project and/or program management, analytical processes, and report preparation techniques. Organizational and management practices as applied to the analysis, evaluation, development, and implementation of programs, policies, and procedures. Principles of mathematical and statistical computations. Research and reporting methods, techniques, and procedures. Modern office practices, methods, and computer equipment and applications related to the work. English usage, grammar, spelling, vocabulary, and punctuation. Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility. Principles and practices of public administration as applied to operational unit and program administration. Principles and practices of county management and government. Sources of information related to a broad range of county programs, services, and administration. Basic principles, practices, and procedures of funding sources and grant funds disbursement. Principles and practices of contract administration and evaluation; and public agency budget development and administration, and sound financial management policies and procedures. Recent and on‑going developments, current literature, and sources of information related to the operations of the assigned division. Record keeping principles and procedures. Techniques for effectively representing the County in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations. Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and County staff. Ability to Assist in the development of goals, objectives, policies, procedures, and work standards for the department. Coordinate and oversee programmatic administrative, budgeting, and/or fiscal reporting activities. Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative. Conduct research on a wide variety of administrative topics including grant funding, contract feasibility, budget and staffing proposals, and operational alternatives. Evaluate and develop improvements in operations, procedures, policies, or methods. Research, analyze, and evaluate new service delivery methods, procedures, and techniques. Prepare clear and concise reports, correspondence, policies, procedures, and other written materials. Interpret, apply, explain, and ensure compliance with applicable Federal, State, and local policies, procedures, laws, and regulations. Establish and maintain a variety of filing, record keeping, and tracking systems. Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines. Operate and maintain modern office equipment, including computer equipment and specialized software applications programs. Use English effectively to communicate in person, over the telephone, and in writing. Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. Plan, organize, and carry out assignments from management staff with minimal direction. Plan and conduct effective management, administrative, and operational studies. Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner. Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations. Effectively represent the department and the County in meetings with governmental agencies, community groups, and various businesses, professional, and regulatory organizations, and in meetings with individuals. Education and Experience Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be: Equivalent to graduation from an accredited four‑year college or university with major coursework in business administration, public administration, or a related field. At least one year of professional administrative experience is typically required at the Associate Management Analyst level, and at least 3 years for the Management Analyst level. Licenses and Certifications Depending upon assignment, possession of a valid California Driver's License. Supplemental Information PHYSICAL DEMANDS Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. ENVIRONMENTAL ELEMENTS Employees work in an 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. Previous Classification Management Analyst I/II/III Date Established/Revised Last revised 8/23/2017. #J-18808-Ljbffr