NATURE OF WORK:
Performs both basic and advanced personnel office administration, payroll, accounting, finance, administrative and research work, and a variety of professional, technical, and analytical project-based support in collaboration with the Comptroller’s Office and Human Resources. Assigned responsibilities will aid departments in the development and ongoing administration of a variety of City programs and services and in the management of related administrative functions. This position will assist in the planning and/or execution of payroll processing, bill reconciliation, budgetary reports, administrative research work, and projects which require interdepartmental cooperation and coordination. Assigned projects can include situations related to handling sensitive or confidential information, requiring a high level of discretion, with the ability to manage multiple deadlines. This position assists with overall departmental workflow and process improvement including handling of confidential materials, analysis of data generation, standard operating procedures, maintaining positive public relations with the general public and with staff members within the organization. The Management Analyst will perform skilled research and analysis tasks as well as complete special projects and other related duties as assigned.
Work is performed under the general direction of the Assistant Comptroller and Human Resource Director. This position works with other division and department staff at all levels, and with necessary resources in other departments and divisions. Work is assigned in collaboration with the Assistant Comptroller and Human Resource Director and through general goals and objectives set by the Departments. The employee is responsible for prioritizing work tasks, and for identifying and utilizing the appropriate resources and staff to resolve a problem or situation and/or research to analyze specific programmatic data. Supervision is provided by the Assistant Comptroller and Human Resource Director, and performance is reviewed through customer satisfaction, observation, including completion of projects, status reports, and meetings. Guidance is provided through the City Code, other City Departments, departmental policies, City operating practices and procedures, and other resources as applicable to the specific project assigned. Work is evaluated bi-weekly with respect to payroll, monthly with respect to billing reconciliation, and at least annually, with respect to problem-solving ability, customer service, research, and analytical skills, written and verbal communication skills, information technology problem-solving skills, and procedural analysis skills, and performance in accordance with the classification standard.
The employee has regular and frequent contact with department and division employees and other City employees; regular contact with individual citizens and groups, business owners, and elected officials.
(Specific assignments may include all or some of the following):
- Oversee all phases of payroll operations including entry, verification, and resolution of payroll issues for all departments.
- Maintains accurate and complete records of vehicle title management and asset management for the City’s fleet of vehicles.
- Performs professional complex, technical, analytical, and administrative duties in support of the departments including assisting in budget administration, special projects, and other duties as assigned.
- Prepares monthly reconciliation of billing and benefit statements with vendor insurance providers.
- Responsible for the administrative aspect of personnel matters including, personnel changes, employee accruals, employee evaluation distribution, maintaining personnel files and employee databases.
- Evaluate current systems/practices in place and makes recommendations/implementations of new practices to streamline processes.
- Respond to Freedom of Information Act Requests.
- Performs research on special projects, analyzes findings, and develops recommendation reports.
- Proficient with current computer software systems, including email, calendar programs, job-specific software, and knowledge of Paylocity a plus.
- Assist with recruitment/interview process and retention of City employees.
- Assist with New Employee Orientations. Including preparing new employee files and paperwork.
- Support with the administration of all compensation, benefit, risk management, and training programs.
- Assist with employee separation/termination procedures, including preparing forms and insurance notifications.
- Assist with coordinating and maintaining all City risk management programs.
- Verify I-9 documentation and maintains I-9 files/binder.
- Perform customer service functions answering employee requests and questions.
- Assist with investigation requests to include new employee background checks.
- Provides assistance with the preparation of performance review forms.
- Coordinate and maintain all City insurance program enrollments, including for newly hired employees.
- Maintain all City employee personnel, medical, and other necessary files.
- Compile reports for various federal, state, and local government entities.
- Create, maintain and update various spreadsheets for HR and Comptroller’s Office.
- Assist HR Director and Assistant Comptroller with various research projects and/or special projects.
The incumbent must possess the following knowledge, skills, and abilities in order to successfully perform the essential functions:
Requires High School Diploma or equivalent. Bachelor’s degree from an accredited college or university in Accounting, Finance, Business, or Public Administration preferred.
Minimum of three (3) years of progressively responsible experience in financial, budgeting, human resources, or associated position or any equivalent combination of experience and training that provides the following required knowledge, skills, and abilities.
Ability to research data and prepare reports as requested/required.
Communicate effectively both orally and in writing.
Establish and maintain good working relationships with general staff, city officials, employees, and union representatives, and the general public.
Ability to receive training and learn the LEADS computer system within six months of employment.
Working knowledge of budgeting, research and review of statistical data, financial accounting systems and procedures, and development of recommendations based on such analysis; human resource management theory, techniques and applications of municipal management; and the ability to assemble, analyze and organize critical data.
Learn, understand, and incorporate City ordinances, rules, regulations, and procedures into daily activities.
Responsible for gathering and analyzing complex data using statistical methods and cost center analyses.
Ability to use personal computer hardware and software to include word processing, database, spreadsheets, e-mail, presentation packages, and desktop publishing programs.
Must be able to prioritize work and handle multiple projects with conflicting deadlines.
Excellent customer service skills, including the ability to deal tactfully with the public and a high level of integrity in dealing with confidential and sensitive information, are essential.
Excellent oral, written, and interpersonal communication skills in dealing with individuals and groups at all levels.
Ability to understand and interpret manuals, ordinances, policies and procedures, statutes, rules, regulations, journals, memos, letters, reports, and financial reports.
Ability to learn and perform any specialized operations of the department and work accurately with figures and numbers.
Ability to make disposition of problems and exercise good judgment in handling issues and situations in a courteous and tactful manner.
Ability to analyze financial, budgetary, administrative, operational, and organizational data.
Special Licenses & Requirements
Valid driver’s license and safe driving record.