Supervising Staff Analyst
Supervising Staff Analyst
Posted on :
02-05-2025
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1 Vacancy
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Hourly Salary
USD 32 - 32
Vacancy
1 Vacancy
Posted on :
02-05-2025
Job Description
Position Information
SALARY RANGES: $32.41 / hourly $5617.73 / monthly $67412.80 / annuallyUnder general direction a Supervising Staff Services Analyst is responsible for providing first level supervision over professional staff engaged in general administrative personnel staff development fiscal and/or program analytical work. In addition to the supervisory responsibilities incumbents typically handle the most difficult and sensitive analytical work in their assigned work unit and performs related duties as assigned.
The Supervising Staff Services Analyst classification is the first supervisory level in the Staff Services series. In smaller departments a Supervising Staff Services Analyst may supervise staff working in more than one administrative functional area. In the larger departments the class may supervise within a single functional area due to the size and complexity of that function. It is distinguished from the Staff Services Analyst III by its full scope of supervisory responsibilities and the fact that the latter is the advanced journeylevel class in the series where incumbents primarily serve as lead workers and/or may perform the more advanced and complex analytical work in the unit but do not typically supervise other analysts. It is also distinguished from the Staff Services Manager in that the latter is the highly advancedlevel in the Staff Services series where incumbents serve as functional managers (e.g. as a fiscal administrator or officer) over a complex staff services function but may not have firstline supervisory responsibility over other analysts.
Assignment as a Supervising Staff Services Analyst can emphasize one of the following options: staff development or program supervision and analysis incumbents may be assigned to supervise and perform general duties that encompass a broad scope of administrative analytical functions and areas of responsibility. For positions specifically assigned to the staff development or program supervision and analysis option specific minimum qualifications and recruitments are permitted which allow for separate lists for the option that meets the specific needs of the assignment.Examples of Duties
- Duties may include but are not limited to the following:
- Serves as a first level supervisor over staff engaged in professional analytical work in support of one or more administrative functions; provides guidance and technical direction to staff in performing their assignments.
- Plans prioritizes organizes assigns and delegates staff tasks and projects. Monitors work of staff to ensure that it meets quality quantity and timeliness.
- Establishes performance standards and provides feedback to employees.
- Works with staff in developing professional goals and assists in the accomplishment of those goals by setting timeframes and ongoing facetoface meetings to discuss their progress and to provide guidance and support.
- Keeps informed of provisions of labormanagement agreements and their effects on departmental operations to ensure working conditions are in compliance.
- Investigates complaints related to assigned staff recommends corrective action as needed and resolves escalated complaints or disputes.
- In coordination with manager or personnel staff applies progressive discipline actions and termination procedures to resolve staff conflicts as needed.
- Establishes and implements work performance standards.
- Regularly reviews and keeps record of work performance of subordinates to ensure accurate completion and conformance with applicable standards rules and regulations. Prepares and signs performance evaluations. Conducts regular performance evaluation meetings.
- Ensures workload is effectively distributed to promote the effective operation of the organizational unit.
- Monitors the work environment to ensure it is free of discrimination and harassment.
- Provides employees with guidance/instructions in handling difficult unusual or complex problems as they arise.
- Develops oral interview exam questions to assess applicants based on required knowledge skills and abilities. Identifies and selects subject matter experts to serve as oral interview panel members training and experience raters and/or performance exam raters.
- Directs oversees and participates in the collection and analysis of data and makes recommendations on the formulation of policy and procedures staffing and organizational changes.
- Conducts surveys and performs advanced research and statistical analysis on administrative fiscal staff development personnel and/or programmatic topics.
- Performs complex analysis of existing and proposed organization policies procedures programs systems and functions of the department or assigned programs including fiscal operations budget preparation equipment usage staff patterns work flow space utilization and training plans; consults with and advises department staff; evaluates effectiveness determines feasibility resolves problems and makes recommendations to increase efficiency and level of service and/or decrease cost.
- Prepares forecasts of departmental personnel staffing needs and provides advice direction and information to department managers and supervisors on a variety of human resources related matters.
- Handles the most complex departmental management audit studies.
- Delivers a variety of oral presentations to a variety of audiences including committees boards commissions departmental staff advisory groups or community groups.
- Prepares daily written correspondence to staff management and state/county contacts.
- Prepares detailed budget administrative and fiscal reports procedures manuals and correspondence.
- Manages and oversees the development of documents written in nonEnglish languages by utilizing appropriate resources to ensure accuracy.
- Provides courteous quality service to members of the public by personally responding to requests for service or making appropriate referral.
- Represents the department/agency in management fiscal program and personnel matters in meetings with other agency departments employee organizations community groups and governmental agencies.
- Participates on various state and county committees in order to receive and share information regarding process/procedures pending program and system updates and county issues. Relays information from these meetings to smaller counties which are unable to participate on these committees as well as to local county management.
- Deals with confidential and sensitive personnel matters and organizational issues maintains security of records and information.
- Participates in and supervises the design analysis development and implementation of new and revised programs systems software procedures methods of operation and forms.
- Compiles materials and coordinates or participates in the preparation of budgets reports manuals and publications.
- Ensures effective coordination of assigned activities with other departments divisions units and outside agencies; represents the department head in committee meetings and on task forces; responds to the more sensitive and difficult complaints and requests for information.
- Initiates new legislation as appropriate. Reviews and analyzes proposed or adopted legislation and/or regulations impacting County or department functions; formulates and recommends the groups reaction to such legislation; analyzes fiscal and/or program impact.
- Ensures the availability of current and accurate written resources for staff through regular review and assignment of tasks to update county maintained handbooks forms and tools for programs computer systems and multiple electronic resources. This includes the tracking and review of various written notifications from State analysts system contacts and subject matter experts.
- Performs related duties as assigned.
For Staff Development Option (in addition to the general duties):- Supervises and oversees departmental training and development programs.
- Supervises and oversees staff engaged in the development and/or coordination of resources for training and staff development including workshops college coursework training programs and onthejob training sessions.
- Supervises and oversees staff who conduct workshops and training sessions on a variety of topics including but not limited to technical skills supervisory principles customer service skills safety diversity and sexual harassment prevention.
- Completes annual State training report.
- Develops conducts and oversees specific trainings for division.
- Ensures that all staff complete the State mandated training regulations. Develops and maintains tracking systems related to training.
- Evaluates induction or refresher training participants suitability through the review of all curriculums for accuracy and completeness and observation of training presentations on recurring basis.
- Monitors preparation of and reviews all induction update and refresher training related materials to include calendars curriculum and tools for accuracy and completeness.
- Solicits written and verbal feedback from postinduction/refresher trainees regarding training flow curriculum tools and delivery. Solicits feedback from supervisors reviews to determine if adjustments to training plans are required.
- Tracks progress of postinduction trainees after leaving training to assist in determining effectiveness of training.
For Program Analysis Option (in addition to the general duties):- Supervises and oversees the identification and analysis of program administration problems and develops solutions.
- Reviews regulatory materials and notices such as All County Letters for program impact and possible review and revision of current systems and procedures.
- Reviews time cards and time studies for accuracy and completeness and authorizes.
- Develops new and modifies existing policies and procedures. Provides input to management. Tests procedures to ensure applicability and functionality. Ensures staff is informed of changes.
- Consults with executive staff relative to planning policy and program direction.
- Makes recommendations involving the formulation of policy and procedures as well as staffing and organizational changes.
- Reviews various state reports generated from the statewide automated system to provide feedback to management as needed.
EMPLOYMENT STANDARDS
Note: The level and scope of the knowledge and abilities listed below are related to job duties as distinguished between the two levels in the Definition section.
Knowledge of:- Methods and techniques involved in conducting analytical studies of administrative and management practices methods and procedures.
- Research methods and techniques and sources of information.
- Organization and functional structure of the County.
- Laws rules and regulations governing assigned program areas.
- Principles and practices of supervision performance management training and organizational development.
- Principles of teambuilding to facilitate effective team work.
- Project management to ensure project activities are conducted in a fiscally responsible and timely manner.
- Effective customer service principles and practices.
- Basic statistics and statistical methods.
- Effective techniques for speaking before groups and preparing public presentations.
- English grammar and punctuation.
Ability to:- Supervise subordinate staff including planning organizing coordinating and reviewing all work.
- Select train evaluate and manage the performance of subordinate staff.
- Gather organize and analyze complex data draw conclusions make recommendations and present ideas and information effectively.
- Identify and analyze problems and central issues select alternatives develop workable solutions identify potential consequences of proposed actions and implement recommendations in support of departmental objectives.
- Provide information to managers and other supervisors on a wide variety of matters.
- Acquire subject matter expertise in specific functions and programs including applicable laws rules regulations procedures and operations.
- Recommend and implement changes and improvements in assigned areas.
- Understand interpret and apply laws rules and regulations as they relate to various areas of responsibility.
- Speak and write effectively using proper English.
- Establish and maintain effective working relationships with colleagues subordinate staff management representatives of other departments at all organizational levels as well as other agencies and the general public.
- Build coalitions among groups with differing needs and objectives.
- Resolve conflict and disputes between employees employee groups members of management and between internal staff and other agencies.
- Facilitate coordinate mediate and negotiate between members of different county and noncounty offices.
- Represent the department and exercise judgment tact and diplomacy with a variety of political social and economic groups in a variety of situations relative to a variety of issues.
- Assess a customers immediate needs and ensure customers receipt of needed service through personal service or making appropriate referral.
- Apply statistical methods in the analysis of management methods and problems.
- Use a personal computer and standard business software (e.g. word processing spreadsheet email presentation).
- Make presentations to the Board of Supervisors other agencies staff and the public.
- Communicate effectively with a variety of individuals representing different cultures and backgrounds and function calmly in situations which require a high degree of sensitivity tact and diplomacy.
- Prepare clear and concise comprehensive reports summaries abstracts correspondence and other documentation.
- Oversee projects by developing project budgets and timelines to ensure time and budget guidelines are met.
- Interpret and/or develop rules regulations policies and procedures.
For Staff Development Option (in addition to general KAs):
Knowledge of:- Principles and practices of employee training and development.
- Adult learning processes.
- The variety of training programs appropriate for employee development.
- Effective communication facilitation methods and aids used for training programs and presentations.
Ability to:- Plan coordinate and supervise the implementation of training programs.
- Prepare and implement employee training programs.
For Program Analysis Option (in addition to general KAs):
Knowledge of:- Program planning and design.
Ability to:- Plan and evaluate social service programs.
Minimum Qualifications
- Pattern 1: One 1 year of fulltime experience as a Staff Services Analyst III.
OR
Pattern 2: Two 2 years of fulltime experience as a Staff Services Analyst II.
OR
Pattern 3:Graduation from an accredited college or university with a bachelors degree;
AND
Depending upon the option recruited for three 3 years of fulltime professional experience performing general administration (may include personnel and/or fiscal) staff development and/or program analysis work. Lead or supervisory experience is desirable.
Substitution: Additional progressively responsible professional experience performing analytical duties (which require considerable independence performing compiling organizing and evaluating information and prepared reports) in any of the functional areas noted above may be substituted for the required education on a yearforyear basis. Supplemental Information
- A valid drivers license will be required at the time of interview. Individuals who do not meet this requirement due to a disability will be reviewed on a casebycase basis.
- Positions require preemployment screening including background checks and fingerprinting.
- Government agencies accessing US government information which include federal tax information must ensure that background investigation requirements for all agency employees and contractors that have access to federal tax information are consistent to the IRS background investigation requirements for access to federal tax information.
- Background checks are required and must be repeated every 5 years. Background requirements consist of three components which include fingerprinting citizenship verification and local law enforcement checks.
- Lake County is required to verify Employment and Education if a conditional offer of employment is made to an applicant.
- Lake County offers: Flexible Office Hours available for most positions; Monday Friday with a variety of schedules between 6:30am 7:00pm.
- Work remotely from home available for some positions upon Lake County Department of Social Services Approval.
VETERANS PREFERENCE
If you would like to request Veterans preference points as part of the application packet please attach a copy of your DD214 form to your application.
EXAMINATION INFORMATIONTRAINING & EXPERIENCE EXAMINATION WEIGHTED 100
The Training & Experience Examination is designed to elicit a range of specific information regarding each candidates knowledge skill abilities and potential to effectively perform the duties relative to the classification. Responses to the questionnaire will be assessed based on predetermined rating criteria. All applicants must complete the entire examination to receive a score. In order to obtain a position on the eligible list candidates must receive a minimum rating of 70 on the examination.
Examination administration and processing time is approximatelytwoweeks after the closing date of the job bulletin.
ELIGIBLE LIST INFORMATION
A departmentalopeneligible list will be established for the county of Lake. The list will be utilized for 12 months after it is established unless the needs of the service and conditions of the list warrant a change in this period.
RETEST PERIOD
Once you have taken the examination you may not retest for SIX 6 MONTHS from the established eligibility date.
SPECIAL TESTING ARRANGEMENTS
Special testing arrangements may be made to accommodate applicants for disability military or religious reasons. If you require such arrangements please contactCalHRat orupon notification that your application has been approved. Documentation from medical military school or church officials outlining the accommodation request must be received by our office a minimum of five business days prior to a scheduled examination.
APPLICATION DOCUMENTS
If you are using education to meet the minimum qualifications you must attach your transcripts to your application. Applicants with foreign transcripts must provide a transcript evaluation that indicates the number of units to which the foreign course work is equivalent. Transcripts and evaluations may be unofficial; official transcripts may be required upon appointment. Please redact birthdates and social security numbers.
GENERAL INFORMATION
MSS reserves the right to revise the examination plan to better meet the needs of the recruitment if the circumstances under which this examination was planned change. Such revision will be in accordance with civil service laws and rules and all competitors will be notified.
If you meet the requirements stated on this bulletin you may take this examination. Your performance in this examination will be rated against predetermined rating criteria. All competitors who pass will be added to the eligible list. Meeting the entry requirements does not assure success in the examination or placement on the eligible list.
General Qualifications: Applicants must possess essential personal qualifications including integrity initiative dependability good judgement the ability to work cooperatively with others and a state of health consistent with the ability to perform the assigned duties of the class. A medical examination may be required. As part of the hiring process a background investigation may be required.
EQUAL EMPLOYMENT OPPORTUNITY
ABOUT LAKE COUNTYThe Merit System Services program is committed to equal employment opportunity for all regardless of age ancestry color disability (mental and physical) exercising the right to family care and medical leave gender gender expression gender identity genetic information marital status medical condition military or veteran status national origin political affiliation race religious creed sex (includes pregnancy childbirth breastfeeding and related medical conditions) and sexual orientation.
Nestled inland and to the north of the San Francisco Bay Area Lake County is rich with geographic history and landmarks. Lake County is home to Clear Lake which is said to have been formed more than 2 million years ago and is the largest natural freshwater lake in the state of California. As a neighboring county to Napa Lake County is renowned for growing premium wine grapes pears and walnuts and as certified by the States Air Resources Board has the cleanest air in California. Also found in Lake County is Mount Konocti which was formed from volcanic eruptions between 100000 and 600000 years ago. The local economy is based primarily on agriculture tourism and the geothermal power industry.
Required Experience:
Staff IC
Employment Type
Full-Time
Key Skills
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