Chief Administrative Analyst

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Job Description
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Grade 31
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CLOSE DATE
03/07/2022
SUMMARY
Chief Administrative Analysts are responsible for overseeing administrative human resource functions for their respective departments. Employees in this position perform a variety of high-level tasks including drafting ordinances/resolutions for approval by the city council/county commission, reviewing and updating departmental procedures, overseeing purchase orders and requisitions, making formal presentations on behalf of the department to various entities (e.g., city council, neighborhood associations, appointing authorities, etc.), providing direct support for senior staff members, and monitoring an annual departmental budget. As supervisors of subordinate personnel (e.g., Principal Accountants, Senior Accountants, Administrative Assistants, etc.), Chief Administrative Analysts take part in hiring decisions, assign and review work, administer performance appraisals, and provide work-related feedback. Chief Administrative Analysts work in an office setting using standard office equipment (e.g., computer, phone, copier, etc.).
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.
Manages various projects as they relate to assigned work area.
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.
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.
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.
Supervises staff by assigning and distributing work, directing staff in their job duties, monitoring progress of work, providing feedback and/or training.
MINIMUM QUALIFICATIONS:
The following Minimum Qualifications are required for this job. You must demonstrate possession of these qualifications by providing a detailed description of your related experience in the work history section of your application. Please note that replicating or restating these minimum qualifications or the information from the Personnel Board's job description as your own work experience will result in your disqualification. Please describe your work experience in your own words to represent the work you have performed that is related to the minimum qualifications for this job.
Bachelor's Degree in Public Administration, Business Administration, Management Finance, Accounting, or a related field with coursework in finance or accounting.
Experience working in a supervisory capacity (e.g., training, assigning work, approving time-off requests, taking disciplinary action, etc.).
Experience working within the procurement process to include requesting and/or issuing purchase orders, complying with applicable bid laws, and contract administration.
Experience researching, monitoring, and developing a budget (e.g., forecasting revenues, tracking expenditures, etc.).
Experience writing reports that outline or summarize proposals, research, projects, etc., including providing outcomes, recommendations, and presentations (e.g., grant applications, community improvement plans, policy analysis, and/or development).
Experience managing projects (e.g., capital projects, construction accounting, systems development, risk management, analytics, etc.) to include planning, development, and implementation.
Experience utilizing software and/or systems (e.g., MS Office Suite, Munis, Kronos, MinuteTraq, etc.) to include creating pivot tables, spreadsheets, correspondence, presentations, running reports, and/or creating reports.
Experience monitoring departmental compliance with policies, codes, laws, or standards.
PREFERRED QUALIFICATIONS:
Master's degree.
Certificate in Public Administration or Management.
Project Management Certifications (e.g., PMP, PMI, etc.).
Human Resources Certifications (e.g., SHRM, HRCI, IPMA, etc.).
COMPETENCIES:
Adaptability & Flexibility.
Computer & Technology Operations.
Customer Service.
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.
Technical Skills.
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 basic accounting principles and terminology, such as debit, credit, journal entry, general ledger, trial balance, cash flows, income statement, and balance sheet.
Knowledge of budgetary principles and procedures, and encumbrances/expenditures such as revenues, expenditures, and appropriations involved in establishing and maintaining budgets.
Knowledge of federal, state, and local laws and regulations for governmental bidding activities.
Knowledge of principles involved in the management of staff/personnel.
Knowledge of procedures and guidelines governing the purchase of equipment, supplies, services.
Knowledge of techniques involved in gathering, compiling, reporting information about programs, projects, policies and outcomes.
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 **** before the announcement closing date. Qualified applicants who believe they will need reasonable accommodation in the examination process should complete and submit an Accommodation Request Form. You may obtain an Accommodation Request Form by contacting our ADA Ombudsperson at ****, or by accessing the Request for Accommodation form through the following website: ****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. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. Employment decisions are made by the Merit System municipality or governmental agency in which the position exists. Each Merit System municipality, agency, or jurisdiction administers its own equal employment opportunity programs in compliance with applicable state and/or federal laws and regulations.
Job Address
Birmingham
Alabama
United States
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About City of Birmingham
Birmingham is a beautiful and diverse city that offers something for everyone. The largest city in Alabama, Birmingham has a population of over 209,000 and is the heart of a metro area of over 1.1 million. 
At the height of the nation’s manufacturing age, Birmingham grew so fast in population, it was labeled the “Magic City.” Today, Birmingham has retained that magic as it continues to see its finance and banking center, world-class higher education, civic innovation, medical research, and healthcare grow. The city will experience almost $1 billion in new capital investments through 2021. 
Birmingham’s central location and transportation system not only make it an attractive distribution and logistics hub in the Southeast, but also a convenient location for residents to take a drive to the mountains or the Gulf Coast beaches in only half a day. 
Birmingham has notable restaurants, chefs, breweries and food events that continue to collect national recognition and a dedicated following. Everything from meat-and-three eateries, coffee houses and fine dining to burgers, barbecue and bakeries can be found in this city, which has been labeled a travel destination for its “ramped-up food culture.’’ 
Besides its food, it’s easy to see why Birmingham has been named one of the 11 Great Travel Destinations in the United States. Places such as the Birmingham Zoo, Vulcan Park & Museum, the Birmingham Civil Rights District, the Birmingham Museum of Art, Railroad Park and Sloss Furnaces offer activities for every age. 
When it comes to sports, people in Birmingham love the adrenaline that competition brings. Barber MotorSports Park hosts the Honda Indy Grand Prix of Alabama, which is the signature event of the INDYCAR circuit. At Regions Field, cheering fans and the crack of a baseball bat against a ball fill the air as the Birmingham Barons play. And every year, thousands of people visit Legion Field for the Magic City Classic, which is the nation’s largest HBCU classic. 
While Birmingham is full of sporting traditions, it’s also a place where new traditions are made. In 2019, the Birmingham Legion soccer team kicked off its season. And in 2022, the city will welcome more than 4,000 athletes from 100 countries for the World Games. 
Birmingham’s low cost of living, high quality of life, shopping opportunities and culture of diversity have created a great place to work, play, and raise a family regardless of one’s race, religion, gender, age, or orientation. This city embraces, values, and celebrates diversity while it also exudes classic Southern charm, genuine hospitality and a spirit that makes one feel like they are right at home. 
Mayor Randall L. Woodfin has a vision for Birmingham to be a hub of qualified and diverse talent and a premier destination for small businesses, startups and businesses looking to expand. One way of helping the younger generation access this is through higher education, which is why the city worked to remove barriers Birmingham City Schools students may face when it comes to going to college. The city did this through the Birmingham Promise. 
The Birmingham Promise, a public-private partnership, provides apprenticeship opportunities at local companies for high school juniors and seniors from Birmingham City Schools and offers a college tuition assistance program for high school graduates at any public two-year or four-year institution in the state. More than 500 graduates of the Class of 2020 entered their first semester of college in fall 2020 through the Birmingham Promise. 
With all of this going on, it’s no wonder the slogan: “It’s Nice to Have You in Birmingham,” has stuck through these years.
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