Senior Administrative Analyst - Jefferson County (Probate Court)

Senior Administrative Analysts within Probate Court are responsible for judicial recording, accounting, and other administrative duties.

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.
• Manages and reviews payroll information, tracks personnel leave time, develops on-boarding procedures for new hires, and provides support for senior staff members.
• Composes correspondence to internal and external entities (e.g., lawyers, other jurisdictions, citizens, customers).
• Monitors a departmental budget.

Requirements

Minimum Qualifications

• 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).

Targeted Qualifications

The following are job-related qualifications deemed desirable by Jefferson County:

• 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).

Pay

The pay range for this job is $60,923 - $94,515.

Benefits

• Medical and dental insurance
• Employer-sponsored retirement plan (pension)
• Generous paid holidays
• Sick and vacation leave

Schedule

Full time

Physical Demands

• Job is primarily sedentary involving sitting for long periods of time, but may involve occasional walking or standing for brief periods.
• Job may involve occasional light lifting of items or objects weighing up to 25 lbs.

Work Environment

• Work is conducted almost exclusively indoors in an office setting.
• Work involves use of standard office equipment, such as computer, phone, copier, etc.
• Work may also take place in a courtroom setting.