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HomeMy WebLinkAboutAdministrative Financial AnalystJEFFERSON COUNTY Job Description Job Title: Administrative/Financial Analyst Department: Central Services Reports To: Central Services Director FLSA Exempt: No Union: Teamsters HIPAA: Level 4 BBP: No Salary Level: See Union Contract Location: Courthouse , Approved By: Human Resources Director Approved Date: May 2022 SUMMARY This position is responsible for assisting the Central Services Director with organizing, coordinating and monitoring bookkeeping, accounting, administrative activities and personnel for the Central Services Department by performing the following duties. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties maybe assigned. Performs bookkeeping and recordkeeping tasks associated with personnel, monthly payroll entries, and accounts payable. Monitors compensatory time accrual and use, materials and equipment usage, and orders office supplies. Prepares and maintains a variety of financial summaries, complex worksheets and special reports on both a special and recurring basis for project managers and management. Participates in various research projects and special assignments as directed. Compiles data to enter, update, display or report information using Jefferson County's financial database including developing reports using third party software. Prepares complex cost allocation plans for Facilities and Information Services for cost recovery. Manages the key control system for all County facilities including all inventory, paperwork and security protocol. Ensures compliance with Federal, State, and County standards, procedures and policies. Evaluates time lines, staffing and production levels. Ensures tasks are completed properly. Works with management, supervisors and staff to accomplish tasks and set minimum standards and provide continuing analysis and implementation of improvements to departmental financial systems and procedures. Participates as a team member for the annual preparation of the Central Services budgets which includes all funds managed by the Central Services Department. Work includes salary and Jefferson County Job Description: Administrative/Financial Analyst Page 2 of 5 benefit projections; revenue and expenditure projections; procedural planning; collation and input; serving as an information resource for all Central Services divisions and funds. Works with GIS, Facilities, Information Services, and ER&R divisions in planning and budgeting for annual equipment and capital outlay expenditures. Supports the development, coordination and management of Federal and State grants and other financial assistance programs for Central Services. projects. Provides information to assist with the preparation of grant applications, negotiation of terms of grant agreements, applying for budget and scope of work amendments, t h e preparation or review o f reimbursement requests, a n d receiving and processing grant reimbursements. ' Coordinates and cooperates with outside auditors as required during periodic audits of the County's and Central Services financial records. Monitors budget expenditure and revenue reports, reviews for accuracy and makes any necessary corrections and adjustments. Deposits and codes revenues for various funds. Prepares complex office documents such as agreements, contracts, resolutions and composes correspondence. Processes documents for risk management, legal review and approval by the Board of Commissioners. Accountable for specific accounting project steps, works in a team based environment and participates in self -directed team process to set work level expectations, goals and objectives. Performs employee recruitment and selection, employee development, performance and training, and classification and compensation. Conducts new employee orientation and assists new employees. Establishes and maintains record keeping systems for tracking personnel related activities. Administers program procedures and plans used to implement human resource policies. Advises Department on personnel rules, practices and procedures, union contract provisions, and County personnel rules Coordinates Commercial Driver License Drug & Alcohol Program; acts as Designated Employee Representative (DER). Maintains confidentiality of human resources activities, documents and records. Analyzes, researches alternatives, and recommends improvements to existing human resource policies, procedures, equipment and operating systems of the Department. SUPERVISORY RESPONSIBILITIES This position has no supervisory responsibilities; however, it does function as a lead position and provides technical guidance to employees within the department. Persons in this position are expected to plan their own work within a structured environment and may edit the work of co- workers. Jefferson County Job Description: Administrative/Financial Analyst Page 3 of 5 COMPETENCY Analytical__ Synthesizes complex or diverse information; Collects, and researches data. Problem Solving — Researches, investigates, analyzes and resolves problems in a logical manner." Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Works well in group problem solving situations; Uses reason even when dealing with emotional topics. Technical Skills - Strives to continuously build knowledge and skills; Shares expertise with others. Customer Service Responds to requests for service and assistance; Meets commitments. Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings. Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information. To perform the job successfully, an individual should demonstrate competency in the following: Cost Consciousness - Works within approved budget; Develops and implements cost saving measures; Conserves organizational resources. Diversi - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Educates others on the value of diversity; Promotes a harassment -free environment. Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values. Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Supports affirmative action and respects diversity. Judgment - Supports and explains reasoning for decisions; Includes appropriate people in decision- making process; Makes timely..decisions. Decision Making —Applies judgement and discretion in resolving varied and complex human resources problems and in interpreting policies, contracts and regulations. Plannin Or anizin - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Develops realistic action plans. Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments. uali - Demonstrates accuracy and thoroughness; Monitors own work to ensure quality. Creates high quality work product. Productivity and Output — Gathers, analyzes, evaluates and prepares clear and concise reports or recommendations. Develops, Meets productivity standards; Completes work in timely manner. Safety and Securi - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly. Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events. Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time. Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Completes tasks on time or notifies appropriate person with an Jefferson County Job Description: Administrative/Financial Analyst Page 4 of 5 alternate plan. MINIMUM QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE Associates degree (AA) in bookkeeping or related field and six (6) year related experience and a background in Human Resources is preferable. OR Bachelor's degree (BA or BS) from four year college or university in accounting or related field and two (2) years related experience, and a background in Human Resources is preferable. OR An equivalent combination of education and experience. LANGUAGE SHILLS Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write reports, business correspondence and procedure manuals. MATHEMATICAL SHILLS Ability to apply mathematical concepts. Ability to apply concepts such as discounts, interest, commissions, proportions, fractions, percentages, ratios, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry. REASONING ABILITY Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. COMPUTER SHILLS: To perform this job successfully, an individual should have knowledge of database software; internet software; spreadsheet software, word processing software and the County's financial management software. CERTIFICATES, LICENSES, REGISTRATIONS Valid Washington State Driver's License OTHER KNOWLEDGE, SKILLS AND ABILITIES Knowledge of human resource techniques utilized in emRloyee relations, discipline, investigating complaints, recruitment, classification, testing, job analysis, wage and salary administration, record keeping, labor relations and training. Jefferson County Job Description: Administrative/Financial Analyst Page 5 of 5 Ability to understand and consistently apply relevant laws, regulations, resolutions, ordinances, codes, rules, policies and procedures. Knowledge of theory and practice of governmental accounting principles and methods of payroll and accounts payable. Knowledge of bookkeeping, accounting and executive assistant processes. Ability to handle confidential information pertaining to payroll and personnel records. Ability to complete assigned tasks within a reasonable period of time and work under pressure and meet established time lines. Ability to perform work accurately and independently in a responsible manner. Ability to establish and maintain cooperative and effective working relationships with other employees, County officials, co-workers, union representatives and the general public. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 10 pounds and occasionally up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. CAREER LADDER/SKILL BAND This position is not part of a career ladder.