Senior Administrative Analyst - Jefferson County (Probate Court)

JobsQuest•Merit System, KY

5d•$60,923 - $94,515•Onsite

About The Position

Senior Administrative Analysts within Probate Court are responsible for judicial recording, accounting, and other administrative duties. Employees in this position perform a variety of tasks including managing and reviewing payroll information, tracking personnel leave time, developing on-boarding procedures for new hires, providing support for senior staff members, composing correspondence to internal and external entities (e.g., lawyers, other jurisdictions, citizens, customers), and monitoring a departmental budget. As supervisors of subordinate personnel, Senior Administrative Analysts take part in hiring decisions, assign and review work, administer performance appraisals, and provide work-related feedback. Senior Administrative Analysts work in an office and courtroom 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 managing a budget (preparing budget, tracking expenses, etc.) AND/OR working under the parameters of a grant program (adhering to grant guidelines, reporting grant requirements).

Nice To Haves

Experience using Microsoft Office Suite (e.g., Word, Excel, Outlook).
Experience as a supervisor training and guiding others on processes, systems, or job-related tasks.
Experience using case management systems (e.g., Benchmark, Ingenuity, Landmark, Alacourt).
Experience working in a courtroom setting (e.g., assisting judges, drafting orders, and managing dockets).

Responsibilities

Manage and review payroll information.
Track personnel leave time.
Develop on-boarding procedures for new hires.
Provide support for senior staff members.
Compose correspondence to internal and external entities.
Monitor a departmental budget.
Participate in hiring decisions.
Assign and review work of subordinate personnel.
Administer performance appraisals.
Provide work-related feedback.
Prepare, monitor, and administer departmental or organizational budget by reviewing spending trends, expenditure reports, analyzing financial data and ensuring expenditures are within annual budgetary limits.
Procure and/or manage inventory (i.e., supplies and equipment) to ensure the products and services are available to meet the operational needs of each department.
Manage various projects as they relate to assigned work area.
Coordinate activities, events, sponsorships, committee members, and volunteers.
Serve as the secretary or coordinator on a committee or board.
Collaborate and communicate 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.
Initiate, write, implement, monitor, and report on grants following Federal, State, Local, and grant guidelines.
Support 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.
Prepare for and attend City Council and Board Meetings.
Support 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.
Assist in coordinating the employee disciplinary process for department, jurisdiction, or program provider, and communicate with all parties involved.
Perform 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.
Produce training and/or presentation materials, distribute materials, and/or deliver training/presentations.
Supervise staff by assigning and distributing work, directing staff in their job duties, monitoring progress of work, providing feedback and/or training.