Associate Analyst (Budget Services & Grant Administration)

Salary Range

41.73 - 51.01

Job Description

The Superior Court of California, County of Alameda is accepting applicationsto fillan Associate Analystposition that is assigned to theBudget Services Unit and Grant Administration Unitwithin the Finance and Facilities Division. Under general supervision, the Associate Analyst reports to a Management Analyst, Principal Analyst or Finance Manager, and performs administrative, operational and financial support assignments in support of division or departmental operational activities. The position provides technical support to professional staff and performs other related duties as assigned.

The current job vacancyis assigned to the René C. Davidson Courthouse in Oakland, California.

Budget Services
When assigned to this unit, incumbents are responsible for providing a range of budget-related analysis, account review, maintenance, reconciliation, and reporting work, to assist the Court's executive and management team. Examples of the work functions include, but are not limited to:

• The budgeting function includes analytical and technical budgeting and reporting support for the court divisions during the budget development, budget management and tracking, and yearend closing phases.
• The purchasing/contracting function includes conducting contractor/vendor related research, fielding questions, preparing and coordinating bid documents and approval, drafting Request for Proposal documents, contracts and amendments, and submitting purchase requisitions.
• The accounting functions involve reviewing financial records for expenditure information, verifying eligibility of invoices and claims and resolving discrepancies prior to approval, reviewing encumbrances, contract monitoring for expenditure and compliance, and providing related recommendations to management.

The incumbent is also responsible for: complying with the Judicial Council of California's Trial Court Financial Policies and Procedures Manual and Judicial Branch Contracting Manual; coordinating with Accounts Payable and Procurement to ensure business needs are timely met; maintaining financial records and documentation; assisting in the development and implementation of Court policies and procedures; taking an active role in identifying, informing management, and resolving issues; communicating effectively orally and in writing with all levels of management, and both internal and external customers. Other related assignments will be determined to meet the Court's business need.

Grant Administration
When assigned to this unit, incumbents are responsible for providing administrative and financial support and analysis for the Court's program managers.This work includes: understanding the contract compliance requirements of the federal, state and local grant programs in the Court; budget management and tracking; preparing financial status reports; reviewing contracts, invoices and claims for compliance; assisting in the development and implementation of grant management and administration policies and procedures; taking an active role in identifying, informing management, and resolving issues; communicating effectively orally and in writing with all levels of management, both internal and external customers. Other related assignments will be determined to meet the Court's business need.

Distinguishing Features :
This is a journey level position that is fully competent to provide project and/or analytical work in a variety of Divisions or units as designated by management. Areas of responsibility may include project management, financial / accounting transactions, grants administration and other administrative assignments relating to the operations of the Division. This classification is distinguished from the Management Analyst in that the latter may have supervisory responsibilities and performs the more complex analytical work with greater impact due to size or scope or may have ongoing programmatic responsibilities in addition to the analytical responsibilities.

Example of Duties

Note: The following are duties performed by employees in this classification; however, employees may perform other related duties at an equivalent level. Each individual in the classification does not necessarily perform all listed duties, or may perform portions of each section. The omission of a specific job duty does not exclude it from the position if the work is consistent with the concept of the classification or is similar or closely related to another stated job duty.

1. Plans and organizes administrative or management studies or projects of moderate scope relating to the activities or operations of the assigned division or functional area.

2. Assists in the development and implementation of division or departmental goals and objectives. Gathers data and participates in surveys to analyze systems or procedures; makes recommendations on methods or systems to improve efficiencies and delivery of services.

3. Assists in developing and administering the annual budget, including gathering information and monitoring expenditures and revenue.

4. Compiles and gathers data and prepares administrative or fiscal reports. This may include performing complex financial and statistical analysis, and preparation of budget estimates.

5. Assists in the preparation of monthly statistical reports for judicial officers and court leadership.

6. Compiles, cleans, analyzes, and formats data for statistical reports.

7. Retrieves, cleans, and merges statistical and financial data.

8. Assists with data quality assurance for filings, caseload, and workload data.

9. Prepares financial policies and procedures, trains court staff regarding these policies and procedures.

10. Identifies and resolves a variety of financial and statistical issues through analysis, and collaboration with internal and external partners. Presents viable recommendations for problem resolution.

11. Reviews contracts, invoices, and other Court agreements and performs various financial analysis and reconciliations.

12. Coordinates all activities associated with grants and contracts, including assisting with preparation and writing of grant applications, ensuring timely and accurate submission. Assists in the development of the financial tracking and reporting mechanisms to monitor expenditures for grant funded programs. Monitors and tracks grant administration, ensuring compliance with policies and procedures in accordance with state, federal and organizational guidelines. Identifies and resolves compliance issues. Serves as liaison with Court Program Managers and external funding agencies; assists in the development and communication of financial and programmatic recommendations to Court Program Managers.

13. Performs other duties of a similar nature, as assigned.

Minimum Qualifications

Education:
Possession of a Bachelor's degree from an accredited college.

And

Experience:
The equivalent to two years of full-time professional experience in administrative, systems or operational analysis.

Education Substitution:
Additional qualifying work experience as described above may substitute for the required education on a year-for-year basis. One year (2000 hours) of additional qualifying work experience will be considered equivalent to 30 semester units/45 quarter units.

Knowledge of Principles, practices and methods of administrative and operational analysis. Work planning, project management, data collection and analytical techniques. Financial and statistical practices and procedures. Fundamental grants administration and compliance tracking.

Ability to Independently conduct analytical studies; organize and prioritize work assignments and activities; exercise discretion and independent judgment in the performance of assignments Demonstrate excellent verbal, written communications and analytical skills; Synthesize data and compile results in a clear and concise manner. Prioritize tasks and manage competing priorities; Develop and maintain professional relationships with colleagues, internal clients, the public, and external agencies; Develop budgets, track expenditures and critical reporting requirements or timelines. Demonstrate strong problem solving skills and develop effective resolutions. Prepare clear and concise reports and other written material. Work collaboratively in team environment. Utilize a computer and relevant software applications and other equipment as required.

This position includes a one-year probationary period. Employment is contingent upon successful completion of fingerprint check and the provision of appropriately identifying documents to certify eligibility to work in the United States.

Hiring Process

The hiring process will include the following components:

• An initial screening of all application materials receivedincluding a completed application and supplemental questionnaire. A resume does not substitute for completing the application. An incomplete or partial application or supplemental questionnaire will result in disqualification.
• A review of the completed application and supplemental questionnaire to select the best-qualified candidates for the oral panel interview process.
• An oral interview that will be weighted as 100% of the candidate's final score. The oral interview may contain situational exercises.

The Court reserves the right to change the components of the examination process and may limit the number of candidates invited to the oral interview process to include only the best-qualified candidates should there be a large applicant pool.

The application and supplemental questionnaire are used to evaluate the candidate's qualifications. If you are interested in the opportunity, it is recommended that you submit your application and supplemental questionnaire as soon as possible since this recruitment may be closed at any time should the Court receive a sufficient number of qualified applicants.

If you require accommodation in the examination process because of disability, please call (510) 891-6021 to discuss.

Job Posting End Date

March 19, 2025

• 

• Superior Court of California, County of Alameda

• (510) 891-6019

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