Associate Management Analyst - Controller's Office (Departmental Promotional Only)

County of San Mateo•San Mateo, CA

About The Position

The County of San Mateo Controller's Office is seeking highly motivated candidates for the position of Associate Management Analyst. The mission of the Controller's Office is to promote the County's operational effectiveness and ensure its financial transparency and integrity by providing quality accounting, audit, and financial reporting services. The Controller's Office maintains the County’s financial systems and records and prepares award-winning annual financial reports that disclose the financial condition of the County to the public, calculates annual property tax bill amounts, distributes taxes collected to local government agencies, performs internal audits of the County’s operations, and provides payroll services for the County's workforce. Under the direction of the Finance and Administrative Division Manager, the Associate Management Analyst will provide financial and administrative related support to a large and complex County department and/or division to perform budget support, performance management, financial analysis and reporting, contract management, procurement, and a variety of administrative and other operational duties for the Controller’s Office. The Associate Management Analyst will support the Financial and Administrative Division Manager to streamline department operational needs, support the development and monitoring of key financial and administrative functions including budget development, budget monitoring, procurement, solicitation, and contractual needs, assist with key financial analyses of departmental claims and other receipt distributions with local special districts, daily operational support to customer service and public interactions, and oversee vendor payments for the department operations, and support department’s continuous administrative improvements.

Requirements

Equivalent to graduation from an accredited four-year college or university with major coursework in business administration, public administration, or a related field.
At least one year of professional administrative experience is typically required at the Associate Management Analyst level.
Knowledge of Project and/or program management, analytical processes, and report preparation techniques.
Knowledge of Organizational and management practices as applied to the analysis, evaluation, development, and implementation of programs, policies, and procedures.
Knowledge of Principles of mathematical and statistical computations.
Knowledge of Research and reporting methods, techniques, and procedures.
Knowledge of Modern office practices, methods, computer equipment, and applications.
Knowledge of English usage, grammar, spelling, vocabulary, and punctuation.
Knowledge of Principles and practices of public administration.
Knowledge of Principles and practices of county management and government.
Knowledge of Basic principles, practices, and procedures of funding sources and grant funds disbursement.
Knowledge of Record-keeping principles and procedures.
Knowledge of Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and County staff.
Ability to Assist in the development of goals, objectives, policies, procedures, and work standards for the department.
Ability to Coordinate programmatic, administrative, and fiscal reporting activities.
Ability to Use of independent judgment and personal initiative.
Ability to Conduct research on a wide variety of administrative topics.
Ability to Evaluate and develop improvements in operations, procedures, and methods.
Ability to Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
Ability to Interpret, apply, and ensure compliance with applicable Federal, State, and local policies, procedures, laws, and regulations.
Ability to Establish and maintain a variety of filing, record-keeping, and tracking systems.
Ability to Organize and prioritize a variety of projects and multiple tasks, and organize own work, set priorities, and meet critical time deadlines.
Ability to Operate and maintain modern office equipment, including computer equipment and specialized software applications programs.
Ability to Use English effectively to communicate in person, over the telephone, and in writing.
Ability to Establish, maintain, and foster positive and effective working relationships.
Ability to Plan, organize, and carry out assignments with minimal direction.
Ability to Analyze, interpret, summarize, and present information in an effective manner.
Ability to Use tact, initiative, and independent judgment.

Nice To Haves

Possess working knowledge of basic accounting, cost accounting, finance, auditing principles and practices, claiming and financial reporting, and associated principles and practices of reconciliation.
Knowledge of advanced principles and practices of public administration and management, and continuous review and improvement of operations.
Skilled in automated systems and spreadsheet applications, in particular Excel and database systems, to perform analyses and prepare reports.
Ability to develop recommendations and make positive process improvements.
Ability to communicate concisely and effectively, both orally and in writing, to summarize and clearly convey financial concepts.
Possess strong analytical skills to assist executive-level management leadership with planning, accounting, and policy implementation.
Ability to build strong, effective relations with executive-level management and staff and establish positive partnerships with others.
Be a politically astute, strategic thinker and planner.
Ability to assist in developing, tracking, reporting, and managing special projects.
Able to work in a fast-paced, deadline-driven environment.
Have strong organizational and time management skills.
Be able to work independently and be a quick learner.

Responsibilities

Provide operational support to the Finance and Administrative Division Manager.
Serve as a backup for the Controller’s Administrative Assistant and front desk administrative duties.
Oversee the Fiscal Office Specialist admin and fiscal duties, as needed.
Coordinate the validation and approval of departmental invoices for payment.
Prepare OFAS Accounts Payable, Cash Receipts, and Journal Entry batches.
Monitoring the status of Contracts and Purchase Orders.
Effectively representing the department in meetings in a professional manner.
Assist in the development of administrative and operational procedures.
Provide a review of the work of others, as applicable.
Exercise sound and independent judgement.
Support, budget analysis, monitoring, and reporting.
Monitor the Controller’s Job Ledger accounts.
Provide support for Mid-Year and Year-End Financials and Year-End Closing.
Assist with data collection and analyses for the Countywide Cost Allocation Plan.
Assist with data collection, review, and analysis for the SB-90 mandated cost reimbursement for state-mandated local programs.
Assist with the submission of state, counties, courts, and state agencies to transfer collected funds, fines, and fees to the State Treasurer.
Monitoring the payment status of the Service Level Agreements.
Prepare contracts, purchase orders, and other procurement documents.
Maintain and monitor purchase order and contract lists for expirations, encumbrance balances, and insurance terms, and notify the Division Manager.