SUPERVISING ADMINISTRATIVE ANALYST (Local)

Official job specification

The text below is the official specification published by the New Jersey Civil Service Commission. The plain-language summary and analysis above are derived from it by NJ Civil Service Navigator. Source: the official specification page at NJ CSC.

Definition

Under direction of a supervisory official, directs the review, analysis, and appraisal of administrative procedures and policies, and organizational structure and performance to provide information and recommendations to management on ways to improve the efficiency and effectiveness of the operational activities of the organizational unit, supervises subordinate administrative analysts, and has charge of data processing, administrative practices, budget, and/or other operational studies of the organization; does related work as required.

Examples of work

Supervises a major unit working to develop criteria for the measurement of effectiveness and performance. Prepares analyses of government programs and functions including issued papers and program memoranda. Develops recommendations designed to resolve issues and prepares alternative program proposals. Reviews programs and activities and evaluates their administration, objectives, efficiency, effectiveness, and suitability. Plans and carries out continuing studies of operating units regarding the organization, functions, staffing patterns, work procedures, and workflow to obtain information to appraise existing conditions and improve operating efficiency. Provides policy guidance and assistance to operating personnel in the preparation of schedules outlining the essential steps to be taken in the installation of and/or conversion to data processing systems. Prepares work plans and formulates operating procedures to implement and facilitate the work of the program or unit. Prepares formal recommendations as suggested by the analysis and review of budgets, programs, performance, and workload. Participates in the conducting of budget hearings, performs preanalysis of significant program requests in agency budget requests, and prepares analyses for use at budget hearings. Confers with the heads of agencies to bring about greater effectiveness in attaining program, management, and financial policies and goals. Confers with consultants and officials, public and private, concerning procedures or organizations which may bring about more effective government administrative procedures and programs. Plans, organizes, and assigns the work of the organizational unit and evaluates employee performance and conduct, enabling the effective recommendation of the hiring, firing, promoting, and disciplining of subordinates. Under supervision of department managerial staff, formulates new plans, policies, and programs to enhance the effectiveness of programs and to improve or broaden established programs. Prepares recommendations for changes in existing programs and policies. Gives talks before lay and professional groups. Plans, conducts, and/or participates in workshops and conferences.. Assigns, instructs, and supervises the work performance of the unit or program. Prepares, edits, and distributes administrative and instructional material pertaining to department activities. Prepares and directs the preparation of extensive correspondence. Prepares clear, technically sound, accurate, and informative, statistical, budget, fiscal, procedural, and other reports containing findings, conclusions, and recommendations. Supervises the maintenance of essential records, reports, and files. Will be required to learn to utilize various types of electronic and/or manual recording and computerized information systems used by the agency, office, or related units.

License

Appointees will be required to possess a driver's license valid in New Jersey only if the operation of a vehicle, rather than employee mobility, is necessary to perform the essential duties of the position.

Knowledge, skills and abilities

Knowledge of management functions, theories, and technique. Knowledge of organizational and management processes. Knowledge of the role of management analysis in achieving organizational goals. Knowledge of basic trends and current developments in general management. Knowledge of modern budget and administrative practices and procedures, problems, and analysis with interdepartmental budgeting, administrative practices and procedures, and with overall operations. Knowledge of programs, responsibilities, functions, organization, budget, and operating procedures of multifunctional organizations or agencies. Knowledge of statistical theory, practice, and techniques and their application to budget preparation and analysis and evaluation of administrative procedures. Knowledge of and skill in supervisory techniques. Ability to plan and execute a management analysis program. Ability to read and understand the laws of New Jersey, the pertinent regulations of the federal government, and the rules, regulations, standards, policies, and procedures pertaining to budgets and budget control and administrative, fiscal, and related procedures. Ability to organize assigned technical analysis, evaluation, related work, and develop effective work methods. Ability to analyze, interpret, and apply basic law and regulations to specific situations. Ability to make and supervise continuing studies and analyses to determine budget requirements, the necessity of revisions in administrative procedures and programs, and to prevent inefficiency and waste. Ability to provide policy guidance and assistance in the preparation of schedules outlining the essential steps to be taken in the installation and/or conversion to data processing systems. Ability to prepare and supervise the preparation of extensive statistical and financial data. Ability to use basic information to develop standards to be applied to administrative practices and procedures and budgets and to review budget requests critically using basic data. Ability to assign, instruct, and supervise the work performance of technical staff. Ability to plan and supervise the review of agency operating procedures and provide advice and assistance to department officers on matters pertaining to operating requirements, fiscal procedures, and budget requests. Ability to make and supervise field investigations on matters relating to expansion, needs, positions, and groups of positions. Ability to conduct negotiations for the initiation of projects and for the approval of recommendations. Ability to communicate effectively both orally and in writing. Ability to prepare clear, accurate, and informative reports containing findings, conclusions, and recommendations. Ability to select and apply established practices, theories, techniques, and methodologies of management to the problems encountered. Ability to exercise creativity in identifying and proposing solutions to management problems. Ability to understand the roles and responsibilities of various levels of management. Ability to gather, assemble, correlate, and analyze facts and draw conclusions therefrom. Ability to comprehend, evaluate, and objectively analyze complex management problems. Ability to develop solutions to management problems logically and systematically. Ability to learn to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units. Ability to read, write, speak, understand, or communicate in English sufficiently to perform the duties of this position. American Sign Language or Braille may also be considered as acceptable forms of communication. Persons with mental or physical disabilities are eligible as long as they can perform the essential functions of the job after reasonable accommodation is made to their known limitations. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible.

Note

The definition and examples of work for this title are for illustrative purposes only. A particular position using this title may not perform all duties listed in this job specification. Conversely, all duties performed on the job may not be listed. Applicants must meet one of the following or a combination of both experience and education. Thirty (30) semester hour credits are equal to one (1) year of relevant experience. Seven (7) years of professional experience in analyzing, evaluating, and providing advice to management on such matters as work methods and procedures, communications, organizational structure, budget, manpower utilization, distribution of work assignments, delegation of authority, policy development, records management, or similar areas with the objective of improving managerial effectiveness. OR Possession of a bachelor's degree from an accredited college or university; and three (3) years of the above-mentioned professional experience. OR Possession of a master's degree in Business Administration, Public Administration, Industrial Management, Industrial Engineering, Industrial Psychology, Political Science, or Government; and two (2) years of the above-mentioned professional experience. "Professional experience" refers to work that is creative, analytical, evaluative, and interpretive; requires a range and depth of specialized knowledge of the profession's principles, concepts, theories, and practices; and is performed with the authority to act according to one's own judgment and make accurate and informed decisions.