Management Analyst III - Public Works

City of Rancho Cucamonga, CA•Rancho Cucamonga, CA

28d

About The Position

If you have a curious mind that drives you to ask questions about current practices, like to work with others to identify solutions that will lead to the development of best practices to improve and optimize business decisions this position is your ideal job! In this role, you will be identifying and delving deep into the ins and outs of the Public Works Department data reports, performance measures, finance reports, and other analytic tools. Once data is acquired the goal would be to transform it into meaningful and useful business tools to guide decision making. As an integral member of the management team, you will be contributing to the long-term fiscal stability, programmatic efficiencies, and quality of services to the public. This position might be perfect for you if: You have strong skills in working with numbers and presenting them clearly. You can explain complex financial concepts in a way that's clear to non-finance audiences. You're approachable and collaborative, and you take pride in helping colleagues achieve their goals. You're resourceful and creative when tackling challenging or unfamiliar tasks. You enjoy investigating data to solve problems, even when the answer isn't immediately clear. You pay close attention to detail and understand the importance of accuracy. You lead with integrity, encourage teamwork, contribute to policy development, and support the City's mission, vision, and values. Reporting to the Director of Public Works and providing technical analytical support to the Public Works and Finance Team, the major duties of the position include: AP & Expenditure Monitoring: Monitoring and analyzing accounts payable activity to ensure compliance with City policies, payment terms, and vendor requirements. Reviewing high-dollar or complex invoices for accuracy, proper documentation, and budget availability. Assisting with accruals, encumbrances, and AP tie-outs during the monthly and year-end close process. Supporting process improvement to reduce AP backlog and improve vendor payment timeliness. Contract Management & Compliance: Monitoring and administering the Procurement & AP division's contract lifecycle, including vendor onboarding, insurance/COI tracking, expirations, and renewals. Ensuring contracts and related AP transactions comply with City policies, state/federal procurement law, and audit requirements. Facilitating and supporting Requests for Proposals (RFPs) and other solicitation processes. Maintaining the City's contract repository in Workday/PlanetBids and ensuring documentation is current and complete. Business Process Management: Supporting the Public Works & Finance team in evaluating and improving AP and contract workflows in Workday, serving as a functional lead/super user. Developing and monitoring Key Performance Indicator's for AP and contract management (i.e. vendor payment cycle times, compliance rates, contract expirations). Providing training and guidance to departments on proper AP and contract practices. Other duties: Preparing audit and compliance reports related to AP and contracts, serving as a division liaison during external/internal audits. Assisting Public Works Management in analyzing vendor spend, contract utilization, and cost-saving opportunities. Administering the City's purchasing-card systems and resolving integration issues with Workday and the City's banking partners. Managing ad-hoc special projects related to procurement, AP, or Finance as needed. May supervise assigned staff. For more information on this position please visit the job description here.

Requirements

Graduation from college with a Bachelor's degree or coursework in Public Administration, Accounting, or a related field; and four years of responsible governmental administrative experience including two years of supervisory experience or any combination of training and experience that provides the desired knowledge and abilities.
Knowledge of the principles of municipal administration, accounting and auditing, budget and grants management; computer applications in administrative functions; related laws, ordinances, and regulations; principles of research, statistical analysis and report preparation; supervision theory and practices.
Ability to perform complex professional administrative and analytical work requiring sensitivity to issues; interpret and apply related laws, ordinances, and policies; conduct research; prepare and present reports; provide liaison to other City personnel, other agencies, and the public; establish and maintain cooperative working relationships; communicate effectively both orally and in writing.
Depending upon assignment, possession of or ability to obtain an appropriate California driver's license and a satisfactory driving record may be required.
Complete a verification form designated by Immigration and Naturalization Service to certify that they are eligible for employment in the United States of America; and
Pass a pre-employment medical exam including a TB screening; and
Provide proof of a valid California driver's license and be insurable; and
Pass a reference and background verification.

Responsibilities

Monitoring and analyzing accounts payable activity to ensure compliance with City policies, payment terms, and vendor requirements.
Reviewing high-dollar or complex invoices for accuracy, proper documentation, and budget availability.
Assisting with accruals, encumbrances, and AP tie-outs during the monthly and year-end close process.
Supporting process improvement to reduce AP backlog and improve vendor payment timeliness.
Monitoring and administering the Procurement & AP division's contract lifecycle, including vendor onboarding, insurance/COI tracking, expirations, and renewals.
Ensuring contracts and related AP transactions comply with City policies, state/federal procurement law, and audit requirements.
Facilitating and supporting Requests for Proposals (RFPs) and other solicitation processes.
Maintaining the City's contract repository in Workday/PlanetBids and ensuring documentation is current and complete.
Supporting the Public Works & Finance team in evaluating and improving AP and contract workflows in Workday, serving as a functional lead/super user.
Developing and monitoring Key Performance Indicator's for AP and contract management (i.e. vendor payment cycle times, compliance rates, contract expirations).
Providing training and guidance to departments on proper AP and contract practices.
Preparing audit and compliance reports related to AP and contracts, serving as a division liaison during external/internal audits.
Assisting Public Works Management in analyzing vendor spend, contract utilization, and cost-saving opportunities.
Administering the City's purchasing-card systems and resolving integration issues with Workday and the City's banking partners.
Managing ad-hoc special projects related to procurement, AP, or Finance as needed.
May supervise assigned staff.