Management Analyst

DEFINITION

Under direction, performs a variety of complex professional administrative and analytical work in support of department managerial functions; coordinates activities with other programs, sections, divisions, outside agencies, and the general public; ensures work quality and adherence to established policies and procedures; recommends action and participates in formulating policy and procedure and in budget development and administration; provides technical and responsible assistance to the department head and/or division managers; and performs related work as required.

SUPERVISION RECEIVED AND EXERCISED

Receives direction from assigned management personnel. Exercises technical and functional direction over and provides training to lower-level staff.

CLASS CHARACTERISTICS

This is the fully qualified journey-level classification in the Management Analyst series. 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 the Senior Management Analyst in that the latter performs the most complex duties assigned to the department which may include, but are not limited to, budgetary, organizational, and policy-related accountabilities.

EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)

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.

• Collects, compiles, and analyzes information from various sources on a variety of specialized topics related to programs administered by the position or by management staff including complex financial, budgetary, or administrative issues or questions.
• Participates in the development and implementation of goals, objectives, and policies for assigned projects and programs; develops policies, procedures, standards, and guidelines to support programs.
• Researches, analyzes, evaluates, and develops recommended solutions for special projects.
• Continuously monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; identifies opportunities for improvement; implements improvements as authorized.
• Builds and maintains databases and spreadsheets of financial, budgetary, and other data; monitors and advises management of departmental budget expenditures; forecasts funding needed for staffing, equipment, materials, and supplies; prepares budget adjustments as necessary; prepares forecasts of and monitors revenues and expenditures for mid-year and end-of-fiscal year budget documents; prepares related budgetary reports.
• Prepares memorandums, letters, and reports; responds to written correspondence.
• Responds to and helps resolve customer inquiries and complaints; coordinates efforts and works closely with all City departments; coordinates and monitors responsive actions to resident service requests; compiles responsive documents for subpoenas and requests for public records.
• Processes, enters, adjusts, and reviews payroll for the Department; analyzes timesheets and payroll data to match Human Resources and Finance Department records; troubleshoots payroll issues; serves as a liaison between the department and City payroll regarding payroll matters; prepares Personnel Action Forms as needed for position, pay, and benefit adjustments.
• Participates in the oversight and management of grants and special funds; identifies grant funding opportunities and partnerships with nonprofit groups; audits grants and federal and state entitlements; researches and writes grant proposals; supports Finance with compiling information requested for annual audits; analyzes various budget accounts as needed for auditing purposes.
• Reviews and prepares invoices for payment approval; prepares purchase order requests; works with outside sources regarding asset forfeiture and other grant funds; provides grant expenditure reporting and department specific documentation backup as needed.
• Participates in the coordination and facilitation of specialized departmental committee or commission meetings.
• Works with department staff to coordinate special events; directs and monitors activities surrounding special projects and events.
• Plans, coordinates, oversees, tracks, and reports status on capital improvement projects.
• Enhances the department's outreach efforts via social media, including preparation of brochures, pamphlets, and press releases.
• Works closely with other departments to analyze and monitor impact fees and ensure proper use and reporting of funds.
• Manages daily activities of staff and contractors; monitors staff assignments and provides progress reports to executive staff; oversees and coordinates work assigned to professional and administrative staff on projects and interdepartmental teams; assesses and monitors staff workloads, administrative and support systems, and internal reporting relationships.
• Maintains record keeping and filing systems.
• Attends and participates in meetings as required.
• Observes and complies with City and mandated safety rules, regulations, and protocols.
• Performs other duties as assigned.
  
  

Qualifications

Knowledge of:

• General principles and practices of municipal government budget preparation and administration.
• Grant funding sources and grant writing techniques.
• Sources of information related to a broad range of municipal programs, services, and administration.
• Pertinent federal, state, and local laws, codes, and regulations and processes in assigned areas of responsibility
• Methods and techniques of research, statistical analysis, report preparation, and presentation.
• City government organization structure and operations.
• Public relations, marketing, and outreach techniques.
• Principles and procedures of record keeping, document processing, and filing systems.
• Uses and outputs of databases.
• Mathematical principles and statistical techniques.
• City and mandated safety rules, regulations, and protocols.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City 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:

• Research, analyze, evaluate, understand, interpret, and apply programs, policies, procedures, and guidelines; and develop recommended solutions.
• Prepare clear and concise correspondence and reports on a variety of financial, budgetary, and administrative issues.
• Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative.
• Interpret and apply federal, state, and local policies, procedures, laws, and regulations.
• Develop and administer assigned budgets and accurately track and process receipts of revenues and payments of expenditures.
• Use mathematical functions and principles and perform complex arithmetic calculations accurately.
• Maintain and update accurate records and files.
• Handle sensitive and confidential information.
• 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.
• 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 and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Education

Equivalent to a bachelor's degree from an accredited college or university with major coursework in public or business administration, accounting, finance, information technology, economics, or a related field.

Experience

Three (3) years of increasingly responsible professional experience in administrative work involving finance, budgets, contracts, or other related functions.

Licenses And Certifications

• None.
  
  

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 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. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

ENVIRONMENTAL CONDITIONS

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.

E-Verify: The City of El Monte is an E-Verify employer. E-Verify is an Internet based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of newly hired employees in the United States.