Senior Administrative Analyst -JC (Fleet Management)

JobsQuest

12d • Onsite

About The Position

Jefferson County’s Fleet Management Department is seeking well-qualified, motivated Senior Administrative Analysts to perform and/or oversee administrative support for the County’s fuel management system. Employees in this position perform a variety of tasks, including managing and reviewing fuel station data and reports; developing onboarding materials; creating and implementing standard operating procedures (SOPs); supporting senior leadership with operational initiatives; composing correspondence for internal and external stakeholders (e.g., contractors, other jurisdictions, citizens, and customers); and monitoring fuel program budgets. Senior Administrative Analysts also create, analyze, and present operational and fuel management data for Fleet Management reports to support leadership decision-making and program oversight. In their supervisory capacity, employees in this role participate in hiring decisions, assign and review work, administer performance appraisals, and provide work-related feedback. Senior Administrative Analysts also assist leadership with various human resources functions (e.g., tracking personnel leave time and developing onboarding procedures for new hires). Employees in this role work in an office setting using standard office equipment (e.g., computer, phone, copier).

Requirements

• 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.).

Nice To Haves

• Bachelor's degree in Business, Public Administration, Accounting, Management, Education, Psychology, etc.
• 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 using Excel (e.g., pivot tables, calculations, creating formulas).
• Jefferson County: Experience developing standard operating policies and procedures.
• Work experience developing and delivering reports, presentations, or recommendations and communicating administrative or analytical information to managers, executives, or governing bodies.
• Contract management experience (e.g., reviewing and monitoring contracts for compliance with terms).

Responsibilities

• 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.

Benefits

• Jefferson County provides competitive pay and comprehensive benefits packages to include medical and dental insurance, employer-sponsored retirement plan (pension), generous paid holidays, sick and vacation leave, and more.
• The pay range for this job is presented below: $60,923.20 - $94,515.20

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level