Job Details

Administrative Analyst

The Quality Management Division at Butte County's Behavioral Health is looking for individuals to fill this classification with our team. The individual selected will have the opportunity to work on complex systems reforms and changes, coordinate trainings, and development of new projects. They will also be involved in analyzing and reviewing data collection for our Behavioral Health network of Mental Health and Substance Use Disorder services. If you are passionate about health care and health equity, this may be a great fit for you! We are champions for providing high quality services to our community and are dedicated to the mission of behavioral health.

The eligibility list created from this recruitment may be used to fill any current or future vacancies in ANY Butte County Department.

FLSA: Exempt

DEFINITION: Under general direction, assigns, directs, reviews, and participates in the work of staff providing analytical assistance in the administration of assigned operations, programs, and projects including budget development, financial administration and reporting, grants, purchasing, contract administration, human resources, risk management, and training/staff development, management analysis, legislative analysis and regulatory compliance, and/or program analysis; researches and analyzes programmatic practices and procedures and makes recommendations for organizational, operational, policy, and procedural improvements; conducts needs analyses, feasibility studies, and evaluations for assigned projects, programs, divisions, and/or departments; assists in departmental/divisional planning activities to improve organizational productivity and customer service; fosters cooperative working relationships among County departments; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED: Receives general direction from assigned supervisory or management personnel. Exercises technical and functional direction over and provides training to lower-level staff. Exercises no direct supervision over staff.

CLASS CHARACTERISTICS: This is the advanced journey-level lead classification in the Administrative Analyst series responsible for performing the most complex work assigned to the series, while also providing lead direction and training to lower-level staff. Incumbents regularly work on tasks which are varied and complex, requiring considerable discretion and independent judgement. Positions in the classification rely on experience and judgement to perform assigned duties. Assignments are given with general guidelines and incumbents are responsible for establishing objectives, timelines, and methods to deliver services. Work is typically reviewed upon completion for soundness, appropriateness, and conformity to policy and requirements. This class is distinguished from the Supervising Administrative Analyst in that the latter a first-line supervisor in the series responsible for organizing, assigning, supervising, and reviewing the work of assigned staff.

EXAMPLES OF TYPICAL JOB FUNCTIONS: Typical functions may include any of the following tasks, knowledge, abilities, and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks.

• Provides lead direction, training, and work review to assigned analyst staff; organizes and assigns work, sets priorities, and follows up to ensure coordination and completion of assigned work; assists in the evaluation, development, and implementation of work procedures and methods; assists staff in identifying and resolving difficult and complex client and office issues.
• Develops and standardizes procedures and methods to improve and continuously monitor the efficiency and effectiveness of operations, programs, and service delivery methods and procedures in order to maximize funding and efficiencies and minimize costs; assesses and monitors workload and administrative and support systems; identifies opportunities for improvement and develops related recommendations.
• Coordinates activities with those of other departments, depending upon the nature of the assigned operation, program, or project to which assigned.
• Represents assigned department in interdepartmental, community, and/or professional meetings; confers with and coordinates with other County staff on a wide variety of administrative analyses and planning issues.
• Performs professional-level administrative and program analysis work in areas such as budget development, financial administration and reporting, grants, purchasing, contract administration, human resources, risk management, and training/staff development, management analysis, legislative analysis and regulatory compliance, and/or program analysis.
• Conducts a variety of analytical and operational studies regarding departmental, divisional, and/or programmatic activities; evaluates alternatives and makes recommendations; participates in the development and measurement of industry benchmarks and best practices; discusses, consults with, and advises staff and management on recommendations; implements policy, procedural, administrative, and/or operational changes after approval; reviews and evaluates implemented changes; and prepares reports of conclusions.
• Independently writes content for administrative, management, operational, staff, legal, regulatory, and financial reports including the preparation of findings, conclusions, recommendations, and forecasts, for management, the Board of Supervisors, and external entities; develops formats to facilitate clear understanding and interpretation of information and materials to be presented.
• Ensures compliance with program, division/department, County, funding agency, and federal, state, and local requirements.
• Attends meetings, conferences, workshops, and training sessions; and reviews publications and related material to become and remain current on principles, practices, and new developments in assigned work areas.
• Performs related duties as assigned.

In addition, when assigned to:

• Budget, Grant, and Financial Administration and Reporting
• Leads the coordination of the budget process and ensures timely submission; formulates, prepares, and communicates budget completion schedules, calendars, and deadlines; conducts meetings with management to evaluate revenue and expenditure requests and keep all parties apprised of issues, challenges, and resolution thereof.
• Develops and administers annual and mid-cycle operating, grant, and capital budgets; prepares preliminary budget estimates, including revenue projections and forecasting, salary and benefits expenditures, multi-year cash flow analysis, cost containment and distribution, and grant funds disbursement; monitors revenues and expenditures; identifies and recommends resolutions for budgetary problems and makes budget adjustments; prepares budget reports, analyses, and documents.
• Audits cost allocation, journal entries, and revenue and expenditure reconciliations; reviews, approves, or posts receipts, disbursements, and related financial transactions to the general ledger; prepares, updates, and presents financial statements and scheduled and ad hoc reports.
• Plans, designs, and conducts analytical studies that pertain to the short- and long-range financial planning for assigned department/division/program.
• Coordinates grants management activities, including writing and submitting grant applications, preparing budgets, and grant administration activities; prepares monthly and quarterly grant reports; compiles data for grant audits and responds to questions; ensures funds received from grants comply with state and federal guidelines in regard to permissible use of monies.
• Facilitates and coordinates the resolution of cross-departmental budgetary issues, including identifying and proposing procedural solutions; recommends and processes budget amendments.
• Reviews departmental budget submittals for completeness, accuracy, the appropriate use of funding sources, and adherence to County policies; manages budgetary and internal fiscal control systems.
• Conducts special research projects and financial analysis for countywide programs and usage; produces findings and recommendations and prepares related reports.

• Contracts and Procurement
• Directs and participates in the initiation of solicitations as assigned, including requests for proposal and sole source requests to provide materials and services; facilitates pre-proposal meetings; coordinates and participates in the evaluation of submittals; drafts and reviews terms and conditions of agreements with legal and contractual requirements; executes contracts; prepares and submits Board of Supervisor agenda items for contract approval; administers and manages contracts ensuring compliance with all requirements.
• Confers with department representatives in writing scope of work and product specifications.
• Contacts vendors and contractors to obtain product, service, and insurance information; negotiates and resolves issues with contract terms and deliverables.
• Researches, analyzes, interprets, explains, and ensures compliance with federal, state, and local legislation, County policies and procedures, and contracting statutes, rules, and regulations; ensures funds spent comply with guidelines in regard to permissible use of monies.

• Program Analysis
• Identifies problems, determines and designs methodology for program evaluation and analysis, and researches, collects, and analyzes data, and develops recommendations for program changes.
• Reviews existing and proposed local, state, and federal legislation and regulations for impact on the department, division, and/or program activities and consults with department personnel; recommends and implements policy, guideline, and/or procedural changes to ensure compliance with legislation and regulations.
• Performs departmental quality assurance duties by reviewing casework and analyzing studies and production analyses; identifies and recommends key performance indicators; extracts, reviews, and analyzes data to prepare reports to monitor progress toward goals and develop workplans.

• Human Resources, Risk Management, and Training/Staff Development
• Leads the