Administrative Analyst II

The Department of Transportation is seeking a talented and exemplary professional to join a dynamic work group. The selected candidate will be leading a team of financial/accounting professionals. The successful candidate is expected to have exceptional leadership, communication, organizational and financial management skills. This position will be responsible for all financial and accounting matters related to operational and capital funds for Transportation. The successful candidate will represent the County at State, Regional, local elected and appointed committees and oversee an annual capital and operating budget of approximately $100M. The chosen candidate will be responsible for leveraging County funding and pursue funding for Transportation projects including Federal, State and Regional funding, such as SmartScale, NVTA 70% and other Regional, State and Federal Grants. In addition, this position will be responsible for overseeing the Capital Project billing process, process all outside funding agreements, and coordinate with all outside agencies regarding funding cash flow for Capital projects. This position is also expected to increase Transportation project funding for County projects on an annual basis. Some evening and weekend meetings will be required.

PREFERENCES:
Knowledge of Transportation Programming, Grant Administration and experience with contracts and agreements associated with large capital projects.

STARTING SALARY RANGE: $68,523.00 – $92,430.00

General Definition of Work, Typical tasks, Knowledge, Skills and Abilities

The statements in this class specification are intended to describe the general nature and level of work being performed by incumbent(s) assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

GENERAL DEFINITION OF WORK:
Performs complex analytical work and supports the Administrative Division Chief, Police/Fire & Rescue Administrative Division Chief, Public Works Director, or Transportation Director by managing multiple major administrative functions such as fiscal, financial and budgetary analysis, contract management and procurement, personnel and payroll, facilities management and maintenance, and/or departmental information technology initiatives and staff.

Work is performed under general supervision of Administrative Division Chief, Police/Fire & Rescue Administrative Division Chief, Public Works Director, or Transportation Director. Management and supervision is exercised over supervisory and subordinate staff.

Distinguishing CHARACTERISTICS:
The Administrative Analyst II is distinguished from the Police/Fire & Rescue Administrative Division Chief or Administrative Division Chief by having oversight for a portion of the Administrative Division’s functions under the leadership of the Police/Fire & Rescue Administrative Division Chief or Administrative Division Chief. The Administrative Analyst II has delegated responsibility for managing multiple major administrative functions and multiple supervisory staff in support of the Police/Fire & Rescue Administrative Division Chief or Administrative Division Chief. Analytical work covers operational, policy and program research, analysis, reporting, and evaluation for the effective development and administration of programs or improvements to operational policies and procedures.

Criteria for assignment of an Administrative Analyst II include:

(A) Departmental Budget over $30 million & Departmental full-time equivalent positions (FTE’s) over 275; Position is the head of the Departments’ Administrative Division having over 12 employees; Position reports to a Police/Fire & Rescue Administrative Division Chief or Administrative Division Chief and supervises multiple major administrative functions; and Manages the work of two or more supervisory employees. OR

(B) ) In the Public Works Department which has a budget of over $85 million & Departmental full-time equivalent positions (FTE’s) over 340; Position manages the Departments’ Administrative Services; and reports to the Public Works Director.

TYPICAL TASKS :
Supervises multiple major administrative functions for a large department under the leadership and supervision of the Administrative Division Chief, Police/Fire & Rescue Administrative Division Chief, or Public Works Director;

Supervises and performs extensive fiscal, financial and budgetary analysis which may include grant initiatives;

Supports strategic planning initiatives for capital improvement projects;

Assesses and evaluates the impact of recommended or implemented policies associated with the assigned administrative functions;

Advises others on policy and procedures related to personnel, budgets, and related operational functions to meet programmatic goals;

Performs comprehensive analysis of future needs and statistical analysis to assess progress towards goals and objectives associated with the assigned administrative functions;

Assists in preparing long-range development plan;

Assists with long-range and strategic issues involving regional and inter-jurisdictional matters;

Maintains capital asset documentation;

Provides professional administrative services;

Supervises plans, organizes, directs, trains and evaluates subordinate staff;

Ensures department’s compliance with local, County, State and federal laws and regulations associated with the assigned administrative functions;

Supervises departmental contract administration and procurement activities, and collaborates with appropriate staff in Finance and Budget Department’s as required;

May oversee department personnel and payroll functions;

Formulates and implements administrative policies and procedures as approved;

Assists in formulating department-wide policy and procedures;

Conducts analysis of major program initiatives;

May coordinate construction and renovations with general services, architect, and/or building contractors;

May oversee facilities design, operation and maintenance;

Engages in program and policy administration on behalf of the Administrative Division Chief, Police/Fire & Rescue Administrative Division Chief, Public Works Director or Transportation Director;

May oversee department information systems and information system staff.

KNOWLEDGE, SKILLS AND ABILITIES:
Comprehensive knowledge of business and administrative management principles involved in planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources; comprehensive knowledge of fiscal, financial and budgetary analysis; comprehensive knowledge in research, statistical methods and report writing; comprehensive knowledge of the principles and practices of supervisory techniques; comprehensive knowledge of strategic planning principles and practices; comprehensive knowledge of the principles and practices of capital improvement projects; comprehensive knowledge of capital asset management; comprehensive knowledge of local, County, State and federal laws and regulations; skill in researching, analyzing and conducting statistical analysis and research; some knowledge of public sector organization functions and structures, and allied administrative management principles and practices; some knowledge of Transportation on programming grant administration; skill in motivating, developing, and directing people as they work; ability to plan, organize, supervise and evaluate assigned subordinates engaged in performing delegated administrative functions; ability to design and conduct research projects and training programs; ability to analyze and interpret funding availability, cost patterns, research findings and operating results and forecasts; ability to establish and maintain effective working relationships with subordinates, managers in own and other departments, contractors, and elected officials; ability to research and interpret data and to develop sound conclusions; ability to develop and recommend new or revised policies and procedures; ability to understand problems and develop solutions; ability to communicate effectively both orally and in writing; ability to establish and maintain effective working relationships with subordinates, leadership in own and other departments, County officials, key personnel in other jurisdictions, contractors, and elected officials;

Education and Experience

EDUCATION AND EXPERIENCE:
Any combination of education and experience equivalent to a Bachelor’s Degree in public administration, business administration, accounting or related field, and 5-7 years analytical/professional administrative management experience in a large organization overseeing multiple major administrative functions and experience with contracts and agreements associated with large capital projects; and 3-5 years supervisory experience at a professional level.

Special Requirements

SPECIAL REQUIREMENTS:
Background Checks, which may include but are not limited to: Criminal History Check, Credit History Check, Education Verification Check, License Verification Check, and/or Fingerprinting may be required as posted in the job advertisement.

PREFERENCES:
Prefer administrative analysis experience in an environment of similar size to the department of assignment.

Prefer supervisory experience overseeing multiple major administrative functions similar to department of assignment.

Fire & Rescue Requirement:
Effective October 2012, mandated by the Virginia State Board of Health 12VAC5-31-540, VA EMS Regulations require a criminal background check conducted by the Central Crime Records Exchange and the National Crime Information Center via Virginia State Police; and a driving record transcript from the individual’s state Department of Motor Vehicles