Supervising Staff Services Analyst (MSS)

CalHR•Crescent City, CA

1d•Onsite

About The Position

Under general direction, a Supervising Staff Services Analyst is responsible for providing first-level supervision over professional staff engaged in general administrative, personnel, staff development, fiscal, and/or program analytical work. In addition to supervisory responsibilities, incumbents typically handle the most difficult and sensitive analytical work in their assigned work unit. This classification is the first supervisory level in the Staff Services series. Depending on department size, incumbents may supervise staff in multiple administrative functional areas or within a single functional area due to complexity. It is distinguished from the Staff Services Analyst III by its full scope of supervisory responsibilities and from the Staff Services Manager by the latter's role as a functional manager over a complex staff services function. Assignment can emphasize staff development or program supervision and analysis, with potential for separate lists for specific options based on qualifications.

Requirements

One (1) year of full-time experience as a Staff Services Analyst III.
OR Two (2) years of full-time experience as a Staff Services Analyst II.
OR Graduation from an accredited college or university with a bachelor's degree; AND Depending upon the option recruited for, three (3) years of full-time professional experience performing general administration (may include personnel and/or fiscal), staff development, and/or program analysis work.
Knowledge of methods and techniques involved in conducting analytical studies of administrative and management practices, methods, and procedures.
Knowledge of research methods and techniques and sources of information.
Knowledge of organization and functional structure of the County.
Knowledge of laws, rules, and regulations governing assigned program areas.
Knowledge of principles and practices of supervision, performance management, training, and organizational development.
Knowledge of principles of teambuilding to facilitate effective teamwork.
Knowledge of project management to ensure project activities are conducted in a fiscally responsible and timely manner.
Knowledge of effective customer service principles and practices.
Knowledge of basic statistics and statistical methods.
Knowledge of effective techniques for speaking before groups and preparing public presentations.
Knowledge of English grammar and punctuation.
Ability to supervise subordinate staff, including planning, organizing, coordinating, and reviewing all work.
Ability to select, train, evaluate, and manage the performance of subordinate staff.
Ability to gather, organize, and analyze complex data, draw conclusions, make recommendations, and present ideas and information effectively.
Ability to identify and analyze problems and central issues, select alternatives, develop workable solutions, identify potential consequences of proposed actions, and implement recommendations.
Ability to provide information to managers and other supervisors on a wide variety of matters.
Ability to acquire subject matter expertise in specific functions and programs including applicable laws, rules, regulations, procedures, and operations.
Ability to recommend and implement changes and improvements in assigned areas.
Ability to understand, interpret, and apply laws, rules, and regulations.
Ability to speak and write effectively using proper English.
Ability to establish and maintain effective working relationships with colleagues, subordinate staff, management, representatives of other departments, other agencies, and the general public.
Ability to build coalitions among groups with differing needs and objectives.
Ability to resolve conflict and disputes between employees, employee groups, management, and between internal staff and other agencies.
Ability to facilitate, coordinate, mediate and negotiate between members of different county and non-county offices.
Ability to represent the department and exercise judgment, tact, and diplomacy.
Ability to assess a customer's immediate needs and ensure customer's receipt of needed service.
Ability to apply statistical methods in the analysis of management methods and problems.
Ability to use a personal computer and standard business software (e.g. word processing, spreadsheet, email, presentation).
Ability to make presentations to the Board of Supervisors, other agencies, staff, and the public.
Ability to communicate effectively with a variety of individuals representing different cultures and backgrounds and function calmly in situations which require a high degree of sensitivity, tact, and diplomacy.
Ability to prepare clear and concise comprehensive reports, summaries, abstracts, correspondence, and other documentation.
Ability to oversee projects by developing project budgets and timelines.
Ability to interpret and/or develop rules, regulations, policies, and procedures.
For Staff Development Option: Knowledge of principles and practices of employee training and development, adult learning processes, and the variety of training programs appropriate for employee development.
For Staff Development Option: Knowledge of effective communication, facilitation methods, and aids used for training programs and presentations.
For Staff Development Option: Ability to plan, coordinate, and supervise the implementation of training programs.
For Staff Development Option: Ability to prepare and implement employee training programs.
For Program Analysis Option: Knowledge of program planning and design.
For Program Analysis Option: Ability to plan and evaluate social service programs.

Nice To Haves

Lead or supervisory experience is desirable.

Responsibilities

Serves as a first-level supervisor over staff engaged in professional analytical work in support of one or more administrative functions; provides guidance and technical direction to staff.
Plans, prioritizes, organizes, assigns, and delegates staff tasks and projects.
Monitors work of staff to ensure quality, quantity, and timeliness.
Establishes performance standards and provides feedback to employees.
Works with staff in developing professional goals and assists in their accomplishment.
Keeps informed of labor-management agreements and their effects on departmental operations.
Investigates complaints related to assigned staff, recommends corrective action, and resolves escalated complaints or disputes.
Applies progressive discipline actions and termination procedures as needed.
Establishes and implements work performance standards and regularly reviews subordinate work performance.
Prepares and signs performance evaluations and conducts regular performance evaluation meetings.
Ensures workload is effectively distributed.
Monitors the work environment to ensure it is free of discrimination and harassment.
Provides employees with guidance in handling difficult, unusual, or complex problems.
Develops oral interview exam questions and identifies subject matter experts for interview panels and rating.
Directs, oversees, and participates in data collection and analysis, making recommendations on policy, staffing, and organizational changes.
Conducts surveys and performs advanced research and statistical analysis on administrative, fiscal, staff development, personnel, and/or programmatic topics.
Performs complex analysis of existing and proposed organization, policies, procedures, programs, systems, and functions, including fiscal operations, budget preparation, and training plans.
Prepares forecasts of departmental personnel staffing needs and advises managers on human resources matters.
Handles the most complex departmental management audit studies.
Delivers oral presentations to various audiences.
Prepares daily written correspondence and detailed budget, administrative, and fiscal reports, procedures manuals, and correspondence.
Manages and oversees the development of documents written in non-English languages.
Provides courteous, quality service to the public.
Represents the department/agency in management, fiscal, program, and personnel matters.
Participates on state and county committees to share information and relays information to smaller counties.
Deals with confidential and sensitive personnel matters and organizational issues, maintaining security of records.
Participates in and supervises the design, analysis, development, and implementation of new and revised programs, systems, software, procedures, methods of operation, and forms.
Compiles materials and coordinates or participates in the preparation of budgets, reports, manuals, and publications.
Ensures effective coordination of assigned activities with other departments, divisions, units, and outside agencies.
Responds to sensitive and difficult complaints and requests for information.
Initiates new legislation as appropriate.
Reviews and analyzes proposed or adopted legislation and/or regulations impacting County or department functions.
Ensures the availability of current and accurate written resources for staff through regular review and assignment of tasks to update county maintained handbooks, forms, and tools.
Performs related duties as assigned.
For Staff Development Option: Supervises and oversees departmental training and development programs, staff engaged in development and coordination of training resources, and staff who conduct workshops and training sessions.
Completes annual State training report and develops/conducts specific trainings for the division.
Ensures all staff complete State mandated training regulations and develops/maintains tracking systems for training.
Evaluates trainee suitability and reviews training materials for accuracy and completeness.
Solicits feedback from trainees and supervisors regarding training and makes adjustments as required.
Tracks progress of post-induction trainees to determine training effectiveness.
For Program Analysis Option: Supervises and oversees the identification and analysis of program administration problems and develops solutions.
Reviews regulatory materials and notices for program impact and possible revision of current systems and procedures.
Reviews time cards and time studies for accuracy and completeness and authorizes.
Develops new and modifies existing policies and procedures.
Provides input to management and tests procedures for applicability and functionality.
Ensures staff is informed of changes and consults with executive staff relative to planning, policy, and program direction.
Makes recommendations involving policy, procedures, staffing, and organizational changes.
Reviews state reports generated from the state-wide automated system to provide feedback to management.