Management Analyst III

OPEN UNTIL FILLED 

Led by a Board of Directors made up of elected officials from each of the 24 cities and towns and the five county supervisorial districts, San Bernardino County Transportation Authority (SBCTA) staff is focused primarily on freeway, interchange, and transit enhancements to the region that first and foremost benefit the taxpayer of San Bernardino County.  Coupling that effort with various non-transportation related objectives from the Council of Governments role of the agency brings the mission of providing quality of life improvements to the residents, business operators, and commuters of our region to the forefront.

For more than four decades, SBCTA (previously known as SANBAG) has taken pride in delivering on its commitment to the voters through the implementation of Measure I.  This half-cent sales tax that generates transportation dollars that are from the region and for the region is a critical element in the agency's goal to keep people and goods moving effectively.  SBCTA calls the historic San Bernardino Santa Fe Depot home.  Our headquarters not only positions the agency in the heart of the county, but is symbolic of our longstanding commitment to transportation.   

Under general direction, performs analytical, research, and/or program/project coordination duties and responsibilities in assigned area of responsibility; areas of assignment may include, but are not limited to, fund administration, legislative and public affairs, management services, project delivery, and/or toll operations; manages assigned contracts, grants, funds, and/or budgets; researches and analyzes information from various sources on specialized topics; ensures compliance with federal, state, and local laws and regulations governing assigned program(s); and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from assigned supervisory and/or management personnel. Exercises no supervision of staff.

This is the advanced journey-level classification in the Management Analyst series. Positions at this level are distinguished from the Management Analyst II by performing the most complex work assigned to the series. Incumbents regularly work on tasks which are varied and complex, requiring considerable discretion and independent judgment. Positions in the classification rely on experience and judgment to perform assigned duties. Assignments are given with general guidelines and incumbents are responsible for establishing objectives, timelines, and methods to deliver services and complete assignments. Work is typically reviewed upon completion for soundness, appropriateness, and conformity to policy and requirements. 

Positions in the Management Analyst class series are flexibly staffed at all levels. Progression through the series is dependent on (i) management affirmation that the position is performing the full range of duties assigned to the classification; (ii) satisfactory work performance; (iii) the incumbent meeting the minimum qualifications for the classification including any licenses and certifications; and (iv) management approval for progression to the next higher level.

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.   

• Provides specialized administrative and legal support to the Office of General Counsel; assists legal staff with a variety of confidential and sensitive legal matters.
• Plans and conducts research and analysis on case-specific and agency-wide topics by researching, organizing, analyzing, and interpreting data and information from various internal and external sources; designs and implements strategies to complete research assignments.
• Plans and coordinates special projects such as development of policies, procedures and legal document templates.
• Locates, requests, retrieves, reviews, indexes, and processes legal documents and records from a variety of sources; documents and tracks requests sent and received; and follows-up on requests as needed.   
• Receives, reviews, edits, and processes correspondence, legal documents, contracts and reports utilizing independent judgment to assess the nature and urgency of each document while ensuring that appropriate staff is notified; tracks documents in appropriate library, database, and tracking system.
• Reviews, edits, and processes a variety of agreements and contracts; follows up with project managers as needed; assists with contract management and execution process.
• Reviews records produced in response to public records requests, subpoenas, and discovery, and assists the Clerk of the Board with responses to public records requests as needed.
• Receives, reviews and processes claims presented to agency; coordinates handling of claims with third party administrator; prepares and sends notices rejecting claims, notices of insufficient claims, and notices returning late claims; maintains claims records.
• Performs a variety of professional administrative and analytical work in support of assigned department; coordinates and implements projects, programs, studies, and/or initiatives.
• Collects, compiles, and analyzes information from various sources on specialized topics related to assigned department including financial, budgetary, operational, compliance, and/or administrative issues or questions.
• Participates in the development, administration, and oversight of assigned budgets. 
• Continuously monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; researches and analyzes departmental and programmatic practices and procedures, conducts needs analyses, feasibility studies, and evaluations, makes recommendations for improvements, and develops implementation plans. 
• Prepares and proofreads a variety of reports, letters, memoranda, correspondence, and other written materials; independently composes correspondence and reports related to assigned area of responsibility; designs and produces charts, graphs, presentations, and spreadsheets; prepares and submits reports and related documents for presentation to the Board of Directors and other boards, committees, and commissions.
• Serves as a liaison to agency department staff and Board of Directors; provides information and assistance regarding assigned programs, projects, and services; receives and responds to inquiries, complaints, and questions relating to assigned area of responsibility; reviews problems and recommends corrective actions; coordinates and monitors responsive actions to community requests; compiles documents in response to subpoenas and requests for public records.
• Conducts a variety of organizational and operational studies and investigations; recommends modifications to assigned programs, policies, and procedures, as appropriate. 
• Provides staff support to assigned commissions, committees, boards, and work groups.
• Organizes and maintains accurate and detailed databases, spreadsheets, files, and records, verifies accuracy of information, researches discrepancies, and records information; ensures compliance with established records retention schedules.  
• Attends and participates in professional group meetings; monitors legal, regulatory, technology and societal changes, and court decisions and stays abreast of new trends and innovations in areas that may affect assigned program. 
• Ensures compliance with federal, state, and local laws and regulations governing assigned program(s). 
• Performs related duties as assigned.

Knowledge of:

• Operations and services provided within assigned program area. 
• Principles of program/project coordination, implementation, and evaluation. 
• Principles and techniques of conducting analytical studies, evaluating alternatives, making sound recommendations, and preparing and presenting effective and technical reports.
• Principles and practices of budget development and administration.
• Principles and practices of contract administration and vendor management. 
• Funding sources and requirements, grants administration, and proposal writing techniques.
• Business letter writing and the standard format for reports and correspondence. 
• Record keeping and filing system methods, principles, and practices.
• Mathematical principles and statistical techniques.
• Recent and on-going developments, current literature, and sources of information related to assigned program(s). 
• Applicable federal, state, and local laws, codes, and regulations as well as industry standards and best practices pertinent to the assigned area of responsibility. 
• Techniques for providing a high level of customer service, by effectively working with the public, vendors, contractors, and SBCTA staff. 
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability to:

• Research, analyze, evaluate, understand, interpret, and apply program/project policies, procedures, and guidelines.
• Prepare and manage assigned budgets and contracts. 
• Coordinate services with other departments, member agencies, community organizations, and other agencies. 
• Perform quantitative and qualitative analyses to evaluate assigned projects, programs, and activities.
• Prepare clear and concise reports, correspondence, and other written materials.
• Understand, interpret, apply, and ensure compliance with all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
• Establish and maintain a variety of filing, record keeping, and tracking systems.
• Organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Use tact, initiative, prudence, and judgment within general policy, procedural, and legal guidelines.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. 

Education and/or Experience:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Equivalent to graduation from an accredited four-year college or university with major coursework in business or public administration, political science, legal studies, finance, or a closely related field; and five (5) years of increasingly responsible experience as a paralegal, preferably in local or state government. 

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; operates a motor vehicle and visit various SBCTA sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

Environmental Elements

Employees primarily work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing policies and procedures. 

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