Management Analyst, Associate

Management Analyst

The City of Richmond, Department of Fire & Emergency Services is seeking a qualified candidate for the position of Management Analyst to manage and coordinate Payroll and Sworn Recruitment functions for the department. As a member of the Business Office Team the incumbent may be assigned to any of the below administrative functions. Primary responsibilities will include the area of Procurement and Payroll.

Procurement

• Ability to enter requisitions timely, coordinate with multiple stakeholders to execute all requirements necessary for the creation of Purchase Orders
• Forecast mid- and long-term purchasing needs of the agency to establish contracts that enable continuity of operations for purchases. (eg. IFB's, RFP's)
• Work with Agency Contract Administrators to ensure compliance.
• Attend all necessary DPS training and stay current on best procurement practices.
• Communicate lead times on purchase orders to keep agency informed on acquisition dates.
• Maintain integrity and professionalism in the day-to-day transaction of public business.

Payroll

• Collects, reviews, and enters employee time and attendance data to ensure accuracy and compliance with organizational policies and labor regulations.
• Audits timesheets and payroll records to identify discrepancies, correct errors, and maintain precise documentation.
• Processes payroll adjustments such as overtime, leave, shift differentials, retroactive pay, and special pay situations.
• Provides guidance to supervisors and employees on time entry procedures, payroll deadlines, leave policies, and system usage.
• Coordinates with HR, finance, and department leadership to resolve payroll issues, ensure timely pay distribution, and support reporting or audits.

Accounts Payable

• Receives, reviews, and verifies invoices for accuracy, proper documentation, and compliance with purchasing and financial policies.
• Reconciles accounts payable transactions, resolves discrepancies, and maintains organized financial records.
• Communicates with vendors and internal departments to address billing issues, clarify charges, and ensure smooth payment operations.

Grants:

• Supports month-end and year-end closing activities by preparing reports, tracking outstanding payables, and ensuring all invoices are properly recorded.
• Identifies, researches, and evaluates grant opportunities that align with departmental or organizational priorities.
• Coordinates with internal stakeholders and external agencies to track expenditures, maintain compliance, and support successful grant financial compliance.

Customer Service:

• Maintain excellent customer service with internal and external customers.
• Aid in processing FOIA requests and returning general inquiries timely.

This position is considered Essential Personnel, which means that the incumbent is required to work when the City is closed due to public emergencies, critical or hazardous conditions or inclement weather. Teleworking options will not be granted for this position during the first year of employment.

Duties include but are not limited to:

• Manages and performs all functions as the Payroll Administrator for the department.
• Responds to internal and external payroll inquiries with courtesy and professionalism.
• Analyzes complex payroll with an understanding of the pay structure, personnel policies, and procedures, for sworn and civilian personnel.
• Maintains confidentiality regarding employees and safeguards employee digital and physical information.
• Serves as the lead Payroll representative and Subject Matter Expert (SME) member in the implementation of payroll technology for the department.
• Oversees, researches, and provides analytical report of payroll and leave transactions, exceptions, and changes in applicable payroll laws.
• Performs complex compensation research and comparative analysis.
• Provides substantial support and coordination of Sworn Recruitment and Promotional processes; assists in the development of recruitment sourcing and engagement initiatives and communications.
• Serves as a Richmond Fire Human Resources point of contact to the department's managerial team regarding payroll and recruitment guidelines, city policies and procedures.
• Performs professional level human resources functions in alignment with the department's payroll and annual sworn recruitment strategic plans.
• Serves as the Department's Liaison with the City's Finance/Payroll Department and to the Richmond Retirement Office.
• Generates statistical information and monthly reporting data on all Fire payroll/ leave, compensation and recruitment processes.

Qualifications, Special Certifications and Licenses

Minimum Training and Experience:

• Bachelor's degree in business or public administration, or field related to assignment;
• Two years of journey-level professional experience in area related to assignment, such as program/project management or management/policy/financial analysis;
• An equivalent combination of training and experience (as approved by the department) may be used to meet the minimum qualifications of the classification.
• Intermediate Level in Microsoft Office Suite (EXCEL/Word/Access/Pivot Tables/Infographics)

Licensing, Certifications, and/or Other Special Requirements:

• None

Preffered Training and Experience:

• Prior Payroll experience;
• Knowledge of HR Practices and Procedures;
• Knowledge of federal and state laws/regulations related to payroll management;
• Knowledge of payroll and applicant information systems;
• Skills in preparing, interpreting, analyzing, and auditing standard reports and records;
• Ability to coordinate a variety of resources in gathering information and independently answering inquiries;
• Ability to communicate effectively oral and written;
• Ability to establish and maintain effective working relationships with all level of employees and the public;
• Ability to handle data and information that is sensitive and confidential;
• Knowledge of federal, state and local payroll principles;
• Experience managing payroll for a sworn environment;

Knowledge, Skills, and Abilities:

Typical Knowledge, Skills, and Abilities: These are a representative sample; position assignments may vary.

Knowledge (some combination of the following):

• General and special funds
• Electronic databases and related software applications
• Governmental accounting concepts
• Intermediate to advanced level mathematics and statistics as applicable to appraisal measures and assessment ratio studies
• Thorough knowledge of computer programs such as Microsoft Office Suite and Adobe Acrobat

Skills (some combination of the following):

• Analyzing and aggregating data
• Analyzing and interpreting manuals and operating procedures
• Assisting with special projects and programs
• Communicating with various internal and external departments effectively
• Communicating results of analyses and recommendations professionally and effectively with senior management and peers
• Conducting basic analyses
• Developing manuals and operating procedures as necessary
• Developing recommendations and reports
• Gathering and compiling data
• Maintaining records, data, and other information in department of focus
• Performing various administrative duties such as answering phones, ordering supplies, etc.
• Proofreading and editing
• Preparing and submitting documents related to focus area
• Working in a team environment
• Customer service
• Excellent oral and written communication

Abilities (some combination of the following):

• Multi-task
• Organize
• Plan
• Prioritize
• Problem solve
• Manage time effectively

Americans with Disabilities Act Requirements

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the job. Prospective and current employees are invited to discuss accommodations.

Environmental Hazards: Working conditions may include exposure to travel to other locations within the City of Richmond as well as outside of the City of Richmond; exposure to hazardous physical conditions such as mechanical parts, electrical currents, vibrations, etc.; atmospheric conditions such as fumes, odors, dusts, gases, and poor ventilation; inadequate lighting; intense noise; and environmental hazards such as disruptive people, imminent danger, and a threatening environment.

Physical Requirements and Working Environment: Due to the nature of work assignments, incumbents must be able to perform detailed work on multiple, concurrent

City of Richmond, Virginia