ADMINISTRATIVE FINANCIAL ANALYST

Code: 90603 State Unclassified Range: X98 (FY 2027) Work week NL: FLSA exemptOvertime table (4A:3, Appx. A)

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 the general supervision of the Assistant Director - Administration, State Commission of Investigation, assist in managing and administration of financial programs including analysis of fiscal activities, budget preparation and allocation, spending plans, contract agreements, accounts payable, procurement, grants, travel, training, bid proposals, waivers of advertising, confidential cash accounts and asset tracking. Perform or assist in coordinating administrative support services. Act as liaison with vendors, and the Division of Purchase and Property for the purchase, receipt and payment of materials, supplies, equipment, or services; act as liaison with the Office of Management and Budget for fund accounting, payroll and fiscal operations; act as liaison with the Department of Personnel for personnel administration.

Examples of work

Assist in planning, developing and performing budget and accounting activities, including annual budget preparation, budget interpretation, fund accounting and analysis of operating financial data. Prepare and processes financial transactions in the New Jersey Comprehensive Financial System. Prepare detailed fiscal and accounting reports including spending plans, salary and operating expenditures, executive summaries, allocations, and projected funding needs. Develop and maintain comprehensive financial record systems and reports utilizing spreadsheet, Focus, Business Objects and other information systems reconciling expenditures and account balances with the Comprehensive Financial System (CFS). Prepare requests and justifications for transfer and allocation of funds, determine factual basis for such requests and prepare recommendations for use. Develop budget controls and detailed records of appropriation accounts, contracts and grant awards. Maintain accounts receivable and payable files. Compile, verify and maintain records of purchases, expenditures, receipts, and supporting documentation, to ensure accuracy. Ensure that expenditures and commitments do not exceed appropriations or allocations. Prepare disbursements and reimbursements for confidential investigative accounts. Audit and review monthly bank statements, prepare financial reports and reconcile bank balances and expenditures. Assist in the development, analysis, and execution of administrative and financial plans, the procurement, allocation and utilization of services, equipment, space and other resources in order to determine and maintain optimum levels of efficiency and effectiveness. Review procurement requirements and specifications to determine if commodities or services are available under contract, Direct Purchase Authorization (DPA), Procurement Card Delegated Authority (PCD), State Use Industries, advertised bid, or waiver. Recommend the issuance of purchase orders. Review Set-Aside Vendor Index (SAVI), as required, to determine if commodities or services are available from small, women or minority-owned businesses. Assist in the development, preparation or review of procurement specifications, requests for proposals, bid and waiver documents, contract language, and contract evaluation criteria. Obtain, document and tabulate vendor price quotations. Evaluate vendor pricing and terms for consistency with specifications and cost. Assist in the development and financial administration of contract and grant awards including procurement, vendor invoice review and voucher processing, financial analysis, quality assurance, change orders and/or investigating disputes and appeals. Assist in the development of policies and procedures containing financial and administrative guidelines that comply with laws and regulations and promote standardization, cost efficiency, accountability, and integrity in the contracting and/or grant process, and in the delivery of goods and services. Prepare and process purchase orders, purchase card transactions and payments. Accept delivery of products, inspect and verify vendor invoices for consistency with shipping slips and purchase orders. Prepare and distribute reports of products or material received. Compile and audit vendor invoices, and other supporting documents, with purchase orders. Reconcile differences with vendors. Monitor transactions to ensure compliance with prompt payment of invoices. Coordinate the issuance and cancellation of purchase cards, the establishment and changes in credit line authorizations, and the reconciliation of monthly account statements. Make travel, seminar, and training reservations for staff, and prepare agency purchase orders or other payment accommodations. Compile, summarize and record purchasing and expenditure information in internal databases for small, women and minority-owned businesses. Prepare detailed expenditure reports for submission to the Commerce and Economic Growth Commission and the Division of Women and Minority-owned Business Development. Monitor fixed assets and expendable supplies inventories and ensure optimum inventory levels are maintained. Maintain detailed records of the assignment, utilization and maintenance of Commission-owned vehicles. Provide direction to staff for servicing and maintenance of vehicles. Provide essential support to the administration and evaluation of a comprehensive human resource program including information management. Prepare and process personnel transactions in the Personnel Management Information System (PMIS). Ensure that personnel actions are consistent with policies and procedures. Assist in developing and maintaining classification and salary compensation schedules. Keep informed of new and revised personnel policy statements, regulations, directives and other communications and develop plans, procedures and recommendations for implementation of such communications. Prepare regular and supplemental payroll documents. Compile personnel data and calculate regular, supplemental and lump sum salary payments. Prepare and process employee payroll records and documents. Reconcile advice of charges, payroll records and personnel transactions to ensure consistency and accuracy. Prepare and present clear, sound, accurate and informative written or oral reports of findings, analysis, conclusions and proposed solutions to administrative, budget and fiscal problems providing costs, benefit analysis, risks and alternatives. Participate in administrative planning, organization, and procedural analysis and research and assists in introducing new techniques and methods to improve operations and systems. Maintain essential records and files for all financial and administrative processes consistent with approved policies and procedures and record retention schedules.

Education

Graduation from an accredited college or university with a Bachelor's degree including or supplemented by twenty-one (21) semester credit hours in any combination of accounting, business administration, economics or finance.

Experience

Five (5) years of experience in work involving fiscal analysis and evaluation, budgeting, procurement, and management operations in government or business, which shall have included responsibility for the recommendation, planning, and/or implementation of improvements in a business or government agency.

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 accounting principles, techniques and proper form and content of financial records, statements and schedules and ability to apply this knowledge to specific accounting situations in accordance with statutory or established policies and procedures. Knowledge of the types of records and systems used in keeping account of financial transactions and their adaptation to difficult and unusual situations. Knowledge of the preparation of involved and detailed accounting and other financial reports containing findings, conclusions and recommendations. Knowledge of legal and administrative requirements of grant and contractual agreements. Knowledge of principles of cost allowability and reasonableness, contract/grant budget principles, principles of matching fund accounting, and procurement guidelines. Knowledge of the forms required in procurement work, including vouchers, change orders, progress reports, proposal forms, contracts and other documents. Knowledge of data processing, management principles, concepts, and techniques and their practical application. Knowledge and familiarity of theories, principles and practices of modern public administration, government accounting, budgeting, procurement and planning practices and procedures, and ability to apply this knowledge to program analysis, organizational principles, and administrative practices. Knowledge or the laws of New Jersey and pertinent regulations of the Federal Government and rules, regulations and policies of the Department of Treasury relating to budgets, budget controls and fiscal procedures. Knowledge of the rules, regulations, policies and procedures of the New Jersey Department of Personnel. Knowledge of techniques used to conduct surveys, feasibility studies, operational analysis, and systems studies regarding budgeting, accounting and procurement operations. Knowledge of methods and techniques for work organization, statistical and graphic presentations, and effective verbal presentation of technical information to diverse audiences. Knowledge of and ability to apply statistical theory, practices, and techniques and information system technology in the analysis and evaluation of programs. Knowledge of personal computers including word processing, data base, spreadsheet and graphic applications. Ability to acquire knowledge of the laws, rules, and regulations governing the installation, operation and keeping accounts of state agencies and their application to specific situations. Ability to analyze laws, rules and regulations pertaining to the installation, operation, and keeping of the accounts of state agencies to apply them to specific situations. Ability to observe and recognize accounting, budgeting and procurement principles and standards in maintaining accounts. Ability to initiate and recommend proposed changes in accounting, budgeting and procurement procedures and records in order to bring about increased accuracy and efficiencies. Ability to compile, review, analyze and interpret financial and procurement data and develop forms for recording and managing such data. Ability to prepare financial statements and reports from involved and extensive accounting, budgeting and procurement data. Ability to make involved mathematical computation and compilations accurately and with reasonable speed, and to utilize modern office equipment and computers. Ability to make continuing studies and analyses to determine budget requirements, revise administrative procedures and practices, and to prevent inefficiency and waste. Ability to maintain budget controls and detailed records of funds and to see that expenditures do not exceed appropriations. Ability to negotiate mutually acceptable resolutions to disagreements. Ability to recognize and identify problems in the administration of contracts or grants. Ability to work effectively under direction with a minimum of supervision in dealing with other personnel at various management and organizational levels to obtain their cooperation in securing necessary information and implementing recommendations resulting from analytical studies and evaluations. Ability to create and maintain effective working relationships with Commission personnel, other State agencies, vendors and sales representatives. Ability to understand instructions from the State Division of Budget and Accounting and apply same to the work at hand. Ability to prepare and type correspondence, reports and spreadsheets of a complex nature. Ability to maintain accurate files and records. 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 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. CODES: 98/X98- MER 05/26/07 This job specification is applicable to the following title code: Job Spec Code State, Local or Common Class of Service Work Week State Class Code Local Class Code Salary Range

Note

The 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 who do not possess the required education may substitute additional experience as indicated above on a year-for-year basis. A Master¿s degree may be substituted for one (1) year of the indicated experience. Applicants accepting employment as Administrative Financial Analysts with the State Commission of Investigation are required to adhere to certain current employment restrictions and a secrecy agreement. SUNL98N/AX98- This job specification is for government use only. Salary range is only applicable to state government. Local salaries are established by individual local jurisdictions. 05/26/08