Administrative Analyst

Compensation Range:

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Job Description:

JOB SUMMARY

• This employee works with the Administrators of Domestic Relations Section in duties which involve organizational planning/development, coordination/evaluation of program functions, and monitoring/analysis of staff.

• While most of this individual’s duties will be the fulfillment of assigned tasks and special projects, his/her work must be completed with considerable initiative and independence. Specified administrative duties and records keeping tasks will be performed in areas involving organization-wide policy, procedure, personnel, purchasing and fiscal matters. Completed work and performance are reviewed for soundness of reasoning, effectiveness, and conformance with established policies and objectives.Â

REPORTING RELATIONSHIPS

Position reports to DRS Deputy Director.

ESSENTIAL JOB FUNCTIONS

• Prepare job postings for vacant positions. Review incoming job applications. Schedule and conduct initial interviews with qualified applicants. Select and recommend qualified candidates for second/final interviews. Orient new employees to DRS, Court and child support program personnel policies. Coordinate and schedule training for all DRS staff members including PACSETI training. (25%)

• Plan, recommend and implement human resource programs and related personnel initiatives. Work in cooperation with the County Human Resources department, Court Administration and DRS management with reference to personnel classifications/adjustments, appropriation of benefits and administration of all other personnel matters including developing/maintaining department’s organizational chart, assignment of position numbers, processing of payroll and leave requests. Review all Performance Appraisals to insure required forms are completed timely and accurately. Process appraisals after approval including PeopleSoft updates and forward required documents to the Court Administration Office. Provide forms to employees related to leaves of absence based on employee eligibility. Review submitted leave of absence requests for eligibility and insure receipt of all required documents. Maintain records for approved leaves of absence. (30%)

• Maintain primary responsibility for assembling and compiling revisions to the DRS Policy, Procedures and Practices manual. Insure updated personnel policies are distributed to all staff members for placement in the Judicial Manual. Respond to inquiries pertaining to personnel policies for department. Investigate personnel problems and employee complaints; participate in resolving conflicts. Collect, interpret, and summarize information to be used as a basis for executive action. Maintain records keeping systems for all special projects and ongoing duties including, but not limited to, personnel files, staff training records, and operational statistics. Maintain confidentiality and insure the security of all personnel records. (30%)

• Administer the budget in cooperation with the Director & Deputy Director. Analyze expenditures and fund balances to predict budget deficiencies/surpluses using PeopleSoft. Review monthly budget summaries for overall organizational expenditures and advise Administrators of any concerns/needs regarding rate/distribution of spending. Prepare a variety of reports on behalf of the Administrators including any research to production of a final draft. Manage the preparation and review of bids for contract proposals. Ensure appropriate and efficient allocation of funds received. Procure budget estimates, prepare contractual agreements, facilitate payment of services rendered and products received. Participate in the analysis of operational procedures and standards compliance; prepare detailed and comprehensive reports of findings and recommendations. (5%)

• Facilitate, provide notice of and make arrangements for staff meetings, seminars and/or conferences. Form and serve as chair of a committee whose primary function is to establish safety and security procedures in the DRS. Investigate and submit written reports for all safety or security incidents or worker's compensation matters and recommend any corrective actions. Represent DRS on County Safety Committee. (10%)Â

OTHER SPECIFIC TASKS OR DUTIES

• Adhere to established safety and security procedures. Report safety and security concerns to office management. Attend and successfully complete all training courses mandated by DRS/BCSE. Perform other duties as assigned.

MINIMUM QUALIFICATIONSÂ

• Candidate for position must have at least two years of related experience with strong aptitude and ability in administrative, interpersonal and organizational skill; or any combination of the acceptable education and experience which has provided the knowledge, skills and abilities to perform the essential job functions. Â

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of English grammar, spelling and punctuation, as required for professional written presentation.

• Knowledge of operational policies and procedures which relate to administrative, programmatic, and support services functions.

• Advanced proficiency in the use of computer programs and software applications, as required for essential job functions.

• Ability to comprehend organizational/programmatic goals/objectives and to relate these to administrative operations and analysis.

• Ability to gather, correlate and analyze information/evaluative data; correspondingly able to compile and communicate said results in written form.

• Ability to devise and implement solutions to administrative problems with minimal oversight.

• Ability to present ideas/concepts, methods/procedures, and instructions/responses clearly and concisely, both verbally and in writing.

• Ability to establish and maintain effective working relationships with a full range of staff employed by Domestic Relations Section, as well as with individuals from other County departments.

• Ability to organize and complete work and coordinate tasks within established schedules and with accuracy critical to the success of those duties.

• Skill in organizing and maintaining financial and personnel records and in preparing reports and statements from those records.

• Effective time management skills and ability to prioritize work duties.

• Display initiative and creative resourcefulness.Â

• Communication: Personal responsibility to give and receive information and feedback in order to provide a more complete result.

• Interpersonal: The ability to demonstrate respect for and awareness of others, good judgment in responding to conflict and flexibility to adapt to changes in one’s work environment.

• Accountability: The ability to contribute one’s very best to the County with a focus on continuous improvement and excellence.

• Customer Focus: The ability to understand and anticipate customer wants and resolve customer needs.

REQUIRED LICENSES/CERTIFICATIONS/CLEARANCES

• This position requires a pre-employment background check as required by policy to perform the duties.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to sit for long periods of time

• Ability to utilize a personal computer, laptop, calculator and other general office equipmentÂ

• Ability to take notes while interviewing parties Â

• Ability to lift and/or move case files weighing up to 10 poundsÂ

• Ability to pull or push carts containing multiple files and laptop computer in DRS office and between DRS office Â

• located at 150 N. Queen St. and Courthouse located at 50 N. Duke St.Â

• Ability to travel up to 5 city blocks

• Ability to move from workstation to secure public meeting area

• Ability to escort clients to/from waiting area from/to secure meeting rooms

• Ability to meet multiple demands in a high stress and constantly changing work environment.

• Ability to function in an open work environment with moderate noise levels

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The County of Lancaster offers comprehensive benefits to our employees. Â Read more about our benefits here .

Lancaster County Government provides Equal Employment Opportunity for all persons regardless of race, religion, age, sex, national origin, genetic information or disability. The County also observes all applicable laws regarding Veterans status. The County reflects this action in all areas of employment and compensation practices and policies. Employment with the County is based upon the ability to perform the job as well as dependability and reliability once an individual is hired. Â