Evanston, IL - Management Analyst

SALARY RANGE:$88,987.08 – $133,481.22/ANNUAL

*Starting salary is dependent on qualifications, but in most cases is no higher than the midpoint for the range. NATURE OF WORK Under general direction of the Fire Chief, the Management Analyst supports the Fire Department with payroll, budgeting, accounting, auditing, and project management and will contribute to the overall department through process evaluation and analysis. The range of assignments will vary; ideal candidates will have a strong financial, analytical, accounting, and business process experience. The Management Analyst coordinates and directs special projects and identifies process improvement opportunities that will enhance the internal and external customer experience as well as financial outcomes. Additionally, the analyst will determine departmental needs, strategies, and goals and will help develop and manage solutions that meet those needs. ESSENTIAL FUNCTIONS Specific assignment will include some or all of the following: Oversees all financial functions of the Fire Department, including annual budget forecasting, monthly reporting, and presenting at Council meetings with the Fire Chief. Manages department-wide payroll for 118 personnel, including bi-weekly processing, overtime tracking, wage increases, injury/FMLA edits, and compliance with HR procedures. Prepares and submits annual pension audit documentation. Manages the Department budget, including facilitating the annual budgeting process for the Department, generating periodic budget reports, preparing memorandum for budget requests for City Council, and projecting future expenses and revenues. Coordinates Accounts Payable functions for the department, including processing invoices on a semi-monthly basis, communicating with vendors about AP payments, and regular reconciliation of AP expenses. Coordinates department purchasing in compliance with City policies, including drafting memos for leadership approval, creating RFPs/RFQs, obtaining quotes, analyzing contracts, issuing purchase orders, and tracking expenses. Manages contract lifecycles in collaboration with Legal, Finance, and other City departments. Oversees billing and revenue functions for the Department, including billing third parties for Fire Detail services, assisting the Administrative Lead with Fire and Police Alarm billing, assisting the Fire Prevention Bureau with permit fees and plans review fees, managing grant funded training reimbursements, and serving as a liaison to the contracted billing vendors including monthly ambulance billing audits. In coordination with the Administrative Lead, processes Freedom of Information Act (FOIA) requests for Department records, customer tickets from the 311 Center, and ad hoc records request from other internal departments. As part of a collaborative inter-departmental team, support the recruitment, onboarding, payroll, and other logistics pertaining to hiring approximately 140 Seasonal Lifeguards in the Spring and Summer. This includes managing the job post, processing paperwork, scheduling and administering health screenings and fingerprinting, responding to employee inquiries, working with the Lifeguard Coordinators on projects, and entering each new employee in Vector Solutions for training and scheduling purposes. Conducts research, analyzes results, and generates reports, including monthly call volume statistics reports, financial reports, and other ad hoc research projects as assigned by the Fire Chief. Utilizes several databases, platforms, and programs to accomplish the work outlined above. These include, but are not limited to: New World ERP (Tyler Technologies), eSuite, Cry Wolf, OrbiPay, Vector Solutions, Vector Scheduling, IROL, Performance Pro, GATA, Amplifund, iCompass, First Due (ePCRs and NERIS), and Asana. Identifies, applies for, and manages compliance of state and federal grants and programs (e.g., AFG, GATA, GEMT, CMS) in coordination with EFD staff officers. Assists with onboarding new employees, including software training, preparing paperwork for payroll, working with IT to set up new user accounts. Monitors and tracks completion of annual employee performance reviews and related HR documentation. Works with Deputy Chief on facilitating step increases and ensuring compliance with collective bargaining agreements. Supports citizen engagement and recruitment initiatives including firefighter hiring campaigns, Emergency Preparedness Fair planning, and other community outreach efforts. Assists in providing direct customer service at department headquarters, including processing payments, handling deliveries, and managing daily front-desk operations during normal business hours (currently 8am – 4pm). Performs other duties as assigned. MINIMUM REQUIREMENTS OF WORK Must possess a bachelor’s degree or higher in Public Administration, Business Administration, Finance, Accounting or substantially similar area from an accredited college or university. Must possess three (3) or more years of progressively responsible administrative and analytical work experience. Work experience in government or non-profit sector is preferred, and the ideal candidate would have work experience in fire service administration. Must possess a valid driver’s license and a safe driving record. Knowledge, skills, and abilities in the following areas: Excellent verbal and written communication skills; including presentation skills. Ability to multi-task and work on multiple projects, some which may have conflicting deadlines and/or priorities. Knowledge of budgeting, forecasting, financial accounting systems and procedures. Ability to analyze comprehensive business processes, perform in-depth work analyses, and associated project plans for executing changes to existing policies and processes. Ability to gather and analyze complex data using statistical methods and cost center analyses. Excellent working skill and knowledge of computers, including networked files, word processing, spreadsheet, database applications, and software including, but not limited to, Microsoft Office (Word, Excel, Power Point, etc.), Google Suite, and PDF editing platforms such as Adobe or Foxit. Familiarity with programs such as New World ERP (Tyler Technologies), eSuite, Cry Wolf, OrbiPay, Vector Solutions, Vector Scheduling, First Due, IROL, Performance Pro, GATA, Amplifund, iCompass, and Asana is preferred. Knowledge of municipal policy and process theory, evaluation of concepts; the ability to assemble, analyze and organize critical data. Strong interpersonal skills and ability to deal effectively in a team environment. Ability to establish and maintain effective working relationships with a diverse group of individuals and staff throughout the City and outside of the organization. Ability to facilitate meetings and lead special project teams. Ability to learn, understand, and incorporate city ordinances, rules, regulations and procedures into daily activities. Ability to read, understand, and interpret scientific and technical journals, manuals, ordinances, policies and procedures, ordinances, statutes, rules, regulations, newspapers, memos, letters, abstracts, financial reports and legal documents. Ability to attend City Council evening meetings, if required. Ability to speak before audiences with poise, voice control and confidence, using proper grammar and vocabulary appropriate to the audience. PHYSICAL REQUIREMENTS OF WORK The ability to work in a primarily sedentary position, with the ability to occasionally use force to exert up to 10 pounds. The ability to lift, carry or otherwise move objects, books, materials, etc. using up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. The employee is subject to inside environmental conditions: protection from weather conditions, but not necessarily from indoor temperature changes. There are no environmental hazards associated with this classification. SUPERVISION This position operates under the general direction of the Fire Chief. Performance is reviewed through observation, completion of projects, status reports, conferences and meetings. Guidance is provided through the City Code, departmental policies, City operating practices and procedures, and other resources as applicable to the specific projects assigned. Work is evaluated at least annually with respect to ability, customer service, research and analytical skill, written and verbal communication skills, and performance in accordance with this classification standard. PUBLIC CONTACT The employee has regular and frequent contact with division and department employees, other City employees, and the general public including outside agencies and elected officials on occasion. The City of Evanston is an equal opportunity employer and ensures against discrimination in employment on the basis of a person’s race, color, sex, age, religion, disability, national origin, ancestry, sexual orientation, marital status, parental status, military discharge status, source of income, housing status, or gender identity. The City of Evanston is also committed to accessibility for persons with disabilities. Any person needing mobility or communications access assistance should contact Human Resources at View phone number on click.appcast.io (voice) or View phone number on click.appcast.io (TTY). #J-18808-Ljbffr City of Evanston