Senior Administrative Analyst (Grants and Records Management Administrator)

Suffolk Public Library
Location (City, State): 
Suffolk VA

Senior Administrative Analyst (Grants and Records Management Administrator)

$58,875.00 - $75,654.00 Annually

CLOSES: Tuesday, February 21

The Senior Administrative Analyst serves as the leader, coordinator, and implementer of the City of Suffolk's grants and records management process. Responsible for researching grant opportunities, writing funding applications, coordinating grant planning activities, preparing final proposals, submitting proposals, and maintaining proposal records in support of the City's and Departmental Strategic Plan priorities. Coordinates the Records Management program and develops paper reduction and other solutions in support of the City's and Departmental priorities and goals. Coordinates development efforts for the Suffolk Public Library.

Under general supervision, performs more complex technical research and analysis to provide City officials with pertinent information regarding various City programs and departments. Work involves collecting and analyzing data; preparing reports, charts, graphs and other informational materials; and making presentations before public officials. Employee is also responsible for preparing and maintaining files of data collected on various issues and topics pertinent to City programs; writing speeches for City officials; and attending meetings of various City departments, programs, boards, commissions, etc., as necessary. The position is differentiated from the Administrative Analyst by the employee's demonstrated expertise in one or more fields of interest to City programs, and is therefore afforded more organizational discretion and expected to show more initiative in developing research projects. Employee must exercise considerable initiative and independent judgment in determining validity and pertinence of various data encountered in research projects. Reports to the Director of Libraries.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

Examples of Duties

•Conducts simple and in-depth research on assigned topics in preparation of reports and/or recommendations for action by City departments, administrators, or elected officials; gathers and analyzes statistical, historical, financial and other data through examination of various publications, literature or other documentation, and/or interviews and surveys of expert sources.
•Composes memorandums, correspondence, reports, plans of action, etc., in response to research assignments; prepares graphs, charts, maps, etc., to illustrate reports and recommendations; makes oral presentations to City officials, boards or commissions, explaining analysis of data and recommendations, and responding to inquiries; drafts ordinances and resolutions for various Council items.
•Serves as liaison between City and State or federal agencies or programs in accordance with areas of expertise (i.e. State legislature, U.S. Environmental Protection Agency, U.S. Department of Housing and Urban Development, etc.); confers with program or agency officials, attends meetings, reviews literature, etc., to enhance and maintain knowledge of trends and developments in such fields; applies acquired knowledge and information to needs of ongoing or prospective City programs or projects.
•Researches, coordinates and prepares grant proposals for available government funding for various programs and projects administered by the City; maintains files of grant sources and supporting data; administer awarded grants and monitor grant budgets; prepare and submit quarterly and annual grant performance reports, and ensure compliance with state and federal regulations.
•Prepares speeches of varying length and depth for delivery by City officials at various meetings, ceremonies and occasions; researches issues, history and precedents pertinent to speech topics or occasions.
•Meets and confers with department heads, administrators, elected officials, board and commission members, etc., to ascertain concerns and interests pertinent to research topics or preparation of reports, plans of actions, speeches, etc.
•Represents City on various local and regional boards and commissions, attending meetings and participating in activities of such groups, as appropriate.
•Serves as liaison from City to coordinate and assist efforts of ad hoc committees or task forces engaged in special projects to benefit local communities, as assigned; provides organizational leadership, guidance and information to further goals of such groups.
•Responds to routine requests for information by City departments and officials, outside agencies or other governmental authorities, and provides or compiles data, documents and/or information sources, advises on procedural methods for studies or surveys, assists in conducting surveys, etc.
•Assists other analysts in research and analysis of more complex matters.
•Answers telephone calls; greets and assists the general public with various requests for information.
•Answers and handles complaints from the general public.
•Assists with spearheading special projects as assigned.
•Performs other related duties as required.

Typical Qualifications

Bachelor's Degree in public administration, political science, business, statistics or a related field, Master's degree preferred, and 3 to 5 years of experience in business or public policy management or analysis; or any equivalent combination of training and experience which provides the required skills, knowledge and abilities. Grant administration experience (e.g. researching, writing, development, etc.) required. Possession of a valid driver's license required.