Senior Administrative Analyst - Jefferson County

TARGET CLOSE DATE

06/03/2024

Note: This job posting may close before, or be extended beyond, the listed Target Close Date based on the employment needs of the Merit System.

Grade 24

The pay range for the listed pay grade varies depending on the employing agency. Click HERE and then select the desired agency to view the pay range for that employer.

Jefferson County is seeking Senior Administrative Analysts to be responsible for performing and/or overseeing administrative and human resource functions for their respective departments. Employees in this position perform a variety of tasks including managing and reviewing payroll information, tracking personnel leave time, developing on-boarding procedures for new hires, providing support for senior staff members, composing correspondence to internal and external entities (e.g., contractors, other jurisdictions, citizens, customers), and monitoring a departmental budget. As supervisors of subordinate personnel, Senior Administrative Analysts take part in hiring decisions, assign and review work, administer performance appraisals, and provide work-related feedback. Senior Administrative Analysts work in an office setting using standard office equipment (e.g., computer, phone, copier).

About Jefferson County

Jefferson County, Alabama offers an array of advantages that make it a perfect place to start or grow your career. Home to over 670,000 residents, Jefferson County is a vibrant and dynamic community that seamlessly blends Southern charm with modern opportunities, making it an ideal destination for individuals seeking not just a career, but a thriving lifestyle. Nestled in the heart of the state, the County encompasses the bustling city of Birmingham, as well as many additional suburban cities, and provides residents with a rich cultural tapestry, diverse recreational options, and excellent educational opportunities.

Known for its hospitality, Jefferson County offers a welcoming atmosphere that fosters personal and professional growth. The area is home to a diverse population, creating a melting pot of cultures and traditions. Residents enjoy a strong sense of community, where neighbors become friends, and local businesses thrive. The county's commitment to inclusivity makes it an appealing location for individuals from all walks of life.

Beyond the workplace, Jefferson County is home to world-class universities and medical research facilities, a critically-acclaimed culinary arts scene bursting with eclectic restaurants, a vibrant arts and music scene that caters to those seeking cultural enrichment, national and international sports and athletic competitions, and a progressive business climate. Jefferson County is also committed to education, with excellent schools and universities contributing to a well-educated workforce. The county's dedication to lifelong learning ensures that residents have access to quality education and training programs to support their career advancement. Also, with is picturesque location in the foothills of the Appalachian Mountains, Jefferson County provides an abundance of natural and scenic wonders, along with beautiful parks, hiking and biking trails, and mild weather to complement virtually any lifestyle or adventure.

We welcome you to explore more about Jefferson County, Alabama, as we are confident that you will find it to be the perfect place to live, work, and prosper.

A Career with Jefferson County

The County's mission, vision and core values drive all facets of its services, serve as the foundation of the organization's future, and encompass the ideals that guide decisions, shape culture, and establish standards.

Mission: Providing exceptional, everyday service through character and competence

Vision: To be a model local government that anticipates and meets the evolving needs of the diverse community with energy, character, dedication, and accountability

Core Values: Transparency, Inclusion, Integrity, Innovation, Energetic Service, and Safety

Jefferson County employs over 2,500 employees in 35 departments who contribute to and strengthen the quality of life of the County's residents through dedicated work and commitment to economic growth and development, infrastructure, safety, community, along with many other public services. Employment with the County provides an opportunity to work in an environment that fosters a culture of teamwork and community, promotes employee growth and development, and encourages accountability to fellow coworkers and the community.

Jefferson County is served by a County Commission comprised of five Commissioners elected from districts, for concurrent four-year terms. The Commission appoints a County Manager as the Chief Executive Officer who oversees and manages the County's administration and operations. Department heads and their chief deputies manage departmental operations.

Jefferson County strives to provide and maintain a highly competitive compensation structure, excellent health and medical benefits, and a strong and secure retirement and pension plan, along with other employee wellness benefits and programs. Working with the Jefferson County provides not only the opportunity for a productive and secure career, but also a career that provides meaning and the opportunity to truly make a difference.

To learn more about Jefferson County, please visit www.jccal.org

Minimum Qualifications:

• Experience researching, evaluating, and reporting data (i.e., writing and presenting reports) related to organizational operations (profit, not-for-profit, or government).

• Experience planning, coordinating, managing, and evaluating projects (e.g., identifying resources, establishing timelines and goals for oneself and/or others, evaluating impact).

• Experience writing reports that outline or summarize proposals, research, projects, etc., including providing outcomes, and recommendations (e.g., grant applications, community improvement plans, policy analysis).

• Experience working under the parameters of a grant program (adhering to grant guidelines, reporting grant requirements) AND/OR managing a budget (preparing budget, tracking expenses, etc.).

Preferred Qualifications:

Preferred qualifications are experiences, education, and/or other job-related qualifications considered to be highly desirable by Merit System agencies. The preferred qualifications may be used by the hiring agency to identify applicants to invite to participate in subsequent selection processes.

• Possession of Project Management Professional (PMP) certification

• Bachelor's degree or higher in Business Administration, Management, Public Administration, Accounting, Finance, or a highly related field of study.

• Experience using Microsoft Office Suite (e.g., creating graphs, pivot tables, calculations, creating formulas, creating PowerPoint presentations).

• Experience developing standard operating policies and procedures.

• Payroll experience (e.g., processing personnel actions, tracking vacation time, identifying errors).

• Purchasing experience (e.g., reviewing invoices, tracking expenses, processing supply orders, travel requests).

• Budgeting experience (e.g., entering information into tracking programs, identifying errors, producing reports).

• Experience using timekeeping and purchasing programs (e.g., Kronos, Munis, New World, Workday).

• Experience developing and delivering presentations to various audiences.

• Contract management experience (e.g., reviewing and monitoring contracts for compliance with terms).

Typical Job Duties:

• Prepares, monitors, and administers departmental or organizational budget by reviewing spending trends, expenditure reports, analyzing financial data and ensuring expenditures are within annual budgetary limits.

• Procures and/or manages inventory (i.e., supplies and equipment) to ensure the products and services are available to meet the operational needs of each department.

• Manages various projects as they relate to assigned work area.

• Coordinates activities, events, sponsorships, committee members, and volunteers.

• Serves as the secretary or coordinator on a committee or board.

• Collaborates and communicates with various individuals, merit system employees, department heads, and elected officials by sending and responding to correspondence, attending meetings, making presentations, and working with other internal departments.

• Initiates, writes, implements, monitors, and reports on grants following Federal, State, Local, and grant guidelines.

• Supports a senior staff member and/or department/jurisdiction by coordinating schedules, composing correspondence, producing reports, drafting ordinances/resolutions, updating procedure manuals, creating forms, maintaining and updating files, attending trainings, maintaining records, ordering supplies, and implementing and monitoring new programs.

• Prepares for and attends City Council and Board Meetings.

• Supports the safety initiative and Workers' Compensation function of the jurisdiction by holding safety fairs, ensuring proper forms are filled out, filed, and that medical treatment is sought in the case of an on-the-job injury; that the employee is reassigned to light duty when necessary; and that all communication and proper paperwork is filled out and maintained.

• Assists in coordinating the employee disciplinary process for department, jurisdiction, or program provider, and communicates with all parties involved.

• Performs human resources functions to include tasks such as filling out critical needs forms or certification list requests, on-boarding new hires, monitoring timesheets, tracking leave time, assisting in the annual review process, and/or processing payroll for the department/organization.

• Produces training and/or presentation materials, distributes materials, and/or delivers training/presentations.

• Supervises staff by assigning and distributing work, directing staff in their job duties, monitoring progress of work, providing feedback and/or training.

Compensation & Benefits

• Salary range: $57,179 - $88,691 (starting salary is commensurate with education and experience)

• General Retirement System (Pension) enrollment and Deferred Compensation

• Excellent medical insurance with low deductibles and copays.

• Dental insurance

• Vision insurance

• Behavioral health plan

• Group Term Life & AD&D Insurance, Voluntary Term Life & AD&D, Whole Life Insurance, and Short-term Disability options

• Paid vacation and sick leave

• Generous holiday schedule

Competencies:

• Adaptability & Flexibility

• Computer & Technology Operations

• Leadership & Management

• Mathematical & Statistical Skills

• Oral Communication & Comprehension

• Planning & Organizing

• Problem Solving & Decision Making

• Professionalism & Integrity

• Researching & Referencing

Reviewing, Inspecting & Auditing

• Self-Management & Initiative

• Teamwork & Interpersonal

• Technical & Job Specific Knowledge

• Training & Facilitation

• Written Communication & Comprehension

Critical Knowledges:

• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.

• Knowledge of appropriate citizen interactions when dealing with the public.

• Knowledge of computer fundamentals and software, including database, spreadsheet, and word processing software.

• Knowledge of techniques involved in gathering, compiling, reporting information about programs, projects, policies and outcomes.

• Knowledge of budgetary principles and procedures, and encumbrances/expenditures such as revenues, expenditures, and appropriations involved in establishing and maintaining budgets.

• Knowledge of principles involved in the management of staff/personnel.

Work Environment:

Work is conducted almost exclusively indoors in an office setting. Work involves use of standard office equipment, such as computer, phone, copier, etc.

Physical Demands:

Job is primarily sedentary involving sitting for long periods of time, but may involve occasional walking or standing for brief periods. Job may involve occasional light lifting of items or objects weighing up to 25 lbs.

DISCLAIMER: This job description is not meant to be an all-inclusive list of the job duties, responsibilities, or skills and abilities required to do the job and may be changed at the discretion of the Personnel Board at any time.

SPECIAL ACCOMMODATIONS

Persons requiring special conditions to accommodate a disability when completing the application should contact the Personnel Board at 205-279-3500, Option 1, prior to the target close date.

AN EQUAL OPPORTUNITY EMPLOYER

The Personnel Board of Jefferson County (Personnel Board) provides a public personnel system based on merit principles. The Personnel Board strives for the constant improvement of the public service by employing and developing the best-qualified persons available. The Personnel Board provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, sex, creed, religion, political beliefs, national origin, age, disability, veteran status, sexual orientation, gender identity or expression, or genetics.

Employment decisions are made by the Merit System agency where the position exists. Each Merit System agency administers its own equal employment opportunity programs in compliance with applicable state and/or federal laws and regulations.

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DISCLAIMER:

This job description is not meant to be an all-inclusive list of the job duties, responsibilities, or skills and abilities required to do the job and may be changed at the discretion of the Personnel Board at any time.