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Management Analyst, Associate - Records Management At City of Richmond, VA

Location: Richmond, Virginia

Job Description

This class provides administration of programs and projects, and performs operational and financial analysis. Incumbents provide professional support of a program, project, or work unit requiring a substantive knowledge of applicable policies, practices, and procedures to select and apply the most appropriate approach. As assigned, work may include: data gathering, data compilation, basic analysis, and developing recommendations and reports; coordinating the administrative and procedural aspects of programs or projects to assist senior analytical staff and supervisors/managers; serving as a liaison to functions outside of the department, as well as to boards and committees; processing transactions, including but not limited to department/work unit payroll, accounts payable/receivable, purchase orders and requisitions, invoices, contracts, and personnel forms; serving as the primary point of contact for information dissemination and data gathering; preparing newsletters and marketing materials; updating and maintaining website information; updating and maintaining databases; assisting with the development and editing of policies and procedures, recommending changes, drafting language, and ensuring dissemination of same; coordinating program functions and events; and providing technical assistance and training.

As assigned, incumbents may serve as lead workers, assigning work and monitoring work completion. Incumbents may assist with supervising paraprofessional and support level staff including assisting with performance evaluations, coordinating training, and implementing hiring, discipline, and termination procedures.

Supervision Exercised/Received:

  • Exercised: This classification typically does not supervise other employees, but may serve as a lead worker.
  • Received: This classification typically reports to a supervisor or manager.
  • Note: Other reporting relationships may apply.

Example of Duties:
The City of Richmond Department of Social Services is seeking highly qualified candidates to fill the position of Management Analyst, Associate in the Records Management Unit in the Finance & Administration Division. The incumbent is responsible for planning, scheduling, and overseeing the activities of the activities of the section with the objective of compliance with records management and related policies, procedures and laws. Additional duties include supervising staff activities from file creation, storage and archiving files, and destruction in compliance with state law.

Duties include, but are not limited to:
  • Receiving and responding to internal and external requests for records and information
  • Making daily work assignments and observing and providing feedback to subordinates
  • Participate in implementing new policies and procedures where appropriate and ensuring compliance with state laws and regulations.
  • Assisting the Department in performing risk assessments by identifying and prioritizing risks related to records
  • Providing comprehensive customer service and delivering accurate, prompt, and courteous assistance on policies, guidelines, and standard practices to internal and external customers, verbally and in writing
  • Maintaining records systems and procedures to facilitate the orderly retention and disposition of records
  • Maintaining and overseeing administrative and records management processes according to state guidelines and records retention procedures
  • Preparing documents for storage, maintaining logs, entering and retrieving data as required.
  • Establishing and maintaining effective working and cooperative relationships with co-workers, members of the management team, staff and external agencies
  • Providing training to staff who require access or have responsibility for maintaining records
  • Managing and supervising records personnel to include hiring recommendations, monitoring and evaluating performance, and initiating corrective or disciplinary actions
  • Performing other related duties as assigned
**City of Richmond Department of Social Services employees may be required to work nights, weekends, holidays, during inclement weather and during declared emergencies.**

Qualifications, Special Certifications and Licenses:

MINIMUM TRAINING AND EXPERIENCE:

  • Bachelor's degree in business/public administration or field related to assignment
  • Two (2) years of paraprofessional experience in area related to assignment, such as assisting with program or project administration and management analysis
  • An equivalent combination of training and experience (as approved by the department) may be used to meet the minimum qualifications of the classification

LICENSING, CERTIFICATIONS, and OTHER SPECIAL REQUIREMENTS:

  • None required

KNOWLEDGE, SKILLS, AND ABILITIES:
TYPICAL KNOWLEDGE, SKILLS, AND ABILITIES: These are a representative sample; position assignments may vary.

Knowledge (some combination of the following):

  • General and special funds
  • Electronic databases and related software applications
  • Governmental accounting concepts
  • Intermediate to advanced level mathematics and statistics as applicable to appraisal measures and assessment ratio studies
  • Thorough knowledge of computer programs such as Microsoft Office Suite and Adobe Acrobat

Skills (some combination of the following):

  • Analyzing and aggregating data
  • Analyzing and interpreting manuals and operating procedures
  • Assisting with special projects and programs
  • Communicating with various internal and external departments effectively
  • Communicating results of analyses and recommendations professionally and effectively with senior management and peers
  • Conducting basic analyses
  • Developing manuals and operating procedures as necessary
  • Developing recommendations and reports
  • Gathering and compiling data
  • Maintaining records, data, and other information in department of focus
  • Performing various administrative duties such as answering phones, ordering supplies, etc.
  • Planning and prioritizing
  • Proofreading and editing
  • Preparing and submitting documents related to focus area
  • Working in a team environment

Abilities (some combination of the following):

  • Customer service
  • Excellent oral and written communication
  • Multi-task
  • Organized
  • Planning
  • Problem solving
  • Team player
  • Time management

Americans with Disabilities Act Requirements:
  • Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the job. Prospective and current employees are invited to discuss accommodations.

ENVIRONMENTAL HAZARDS:

  • Working conditions may include exposure to travel to other locations within the City of Richmond as well as outside of the City of Richmond; exposure to hazardous physical conditions such as mechanical parts, electrical currents, vibrations, etc.; atmospheric conditions such as fumes, odors, dusts, gases, and poor ventilation; inadequate lighting; intense noise; and environmental hazards such as disruptive people, imminent danger, and a threatening environment.

Physical Requirements and Working Environment:

  • Due to the nature of work assignments, incumbents must be able to perform detailed work on multiple, concurrent tasks, with frequent interruptions and under time constraint.
  • The essential duties of this classification may require the ability to regularly talk, hear, and see; frequently reach and perform repetitive motions; and occasionally stoop, kneel, crouch, stand, walk, push, pull, lift, finger, grasp, and feel.
  • The working conditions may not include environmental hazards. In terms of the physical strength to perform the essential duties, this classification is considered to be sedentary, exerting up to 10 pounds of force occasionally, and a negligible amount of force frequently or constantly to move objects.