ASSISTANT ADMINISTRATIVE ANALYST DEFINITION:
Under direction, assists in performing the work involved in the analysis and evaluation of administrative procedures, practices, and organizational structure in order to provide information and recommendations to management on ways to improve administrative functions and managerial control of operational activities; does related work as required.
DISTINGUISHING CHARACTERISTICS
Work assignments at this level are generally developmental in nature, are relatively narrow in scope, and are limited in complexity. Problems and situations necessitating analysis are easy to define and recommended solutions have limited impact on the work operations of the organization. Typically, work assignments at this level are selected to insure the development of the abilities and skills of the incumbent that will be needed at higher level positions in this occupational field. The assignments involve the analysis of work that consists of clear-cut processes.
Work is performed under close supervision, recommendations have relatively little impact on the organization and the nature and purpose of personal contact with others is limited.
Assistant Administrative Analysts perform their assignments under instructions that include the methods to follow and precise identification of the results expected in terms of the form and content of finished reports and papers on analytical studies. The finished work of the employee is reviewed for soundness and proper application of analytical methods and principles.
Recommendations and commitments made by employees at this level are limited by the scope and complexity of assignments which involve study of a few routine and repetitive processes and application of well-established methods, principles, and procedures.
Personal contacts involve gathering information, explaining non-controversial decisions, and providing technical information to managers.
Positions in this class perform one or several kinds of analytical studies, (i.e., methods and procedures, work measurement, forms development and control, manpower utilization, management improvement, organizational structure, etc.) characteristic of this series, but less than the full range of such kinds of work. Work assignments typically require: (1) the analysis of one or very few organizational entities which are usually small and involve one or a very few processes, functions or procedures, or (2) the analysis of organizations or functions of limited importance as reflected by the narrow scope and simplicity of the work assignments, or (3) analysis of work processes or functions which are simple in that they:
1. Are of a clerical or equivalent nature.
2. Are comprised of one or a very few kinds of tasks.
3. Are relatively stable and unchanging in basic nature over relatively long periods of time.
4. Are performed in an organizational entity which is relatively stable and unchanging.
5. Comprise repetitive tasks or processes.
6. Are controlled by detailed directives and policies of higher authority, by legislation, etc.
7. Consist of work items and work processes which are relatively uniform and unvarying.
8. Are relatively independent of and not interrelated with other work processes, i.e., the methods of procedures do not vary as a result of actions by other organizations; other organizations do not vary their methods and procedures as the work of this unit; there is not a need to negotiate with other units and to adjust methods and procedures to fit circumstances surrounding individual tasks, etc.
9. Do not require close or detailed coordination with other organizational entities.
10. Do not include problems which may require consideration recommendation of new, additional, different, or amended legislation for successful solution of the problem.
11. Require solutions which result from: (a) application of accepted and clearly applicable practices, theories, techniques, and methods of management; (b) application of well-established and clearly applicable precedents; (c) following of relatively specific instructions as to the area and nature of the problem, nature of the expected solution, and the procedures to be used in executing the assignments; (d) clarification, improvement, refinement, or otherwise changing in a relatively minor way of existing organizations, procedures, methods, etc., of the above described level of difficulty; or (e) developing or extensively altering only the simplest organizations, methods, procedures, etc.
Incumbent receives specific instructions as to the scope of tasks, techniques to be used, possible precedents, and approximate results expected.
Supervisor is readily available to provide advice and guidance concerning problems and difficulties.
Work is reviewed for compliance with instructions, adequacy of application of basic principles, theories, techniques, and methodologies, and soundness of conclusions or recommendations made.
Resourcefulness, ingenuity, and original thinking are required only to a very limited extent in applying well-established and accepted management principles, theories, techniques, methodology, and precedents to problems of limited difficulty.
Incumbent recommends organizational structure, methods, procedures, and similar matters based on studies made and application of well-established and accepted theories, techniques, and methodologies.
Such recommendations are subject to review for accuracy, adequacy, and soundness of judgment used.
EXAMPLES OF WORK:
Prepares simple organizational charts and collects background material on particular problems by interviewing employees and supervisors in operating units.
Recommends organizational structure, methods, procedures, and similar matters based on studies made and application of well-established and accepted management theories, techniques, and principles.
Makes initial recommendations as to improvement in procedures, organizational structures, and forms which are subject to close supervisory review.
Assists higher level analysts in reviewing programs and activities and in evaluating administration, objectives, efficiency, effectiveness, and suitability to current conditions, costs, and accomplishments.
Assists in appraising the adequacy and efficiency of operating systems and in analyzing administrative problems.
Compiles and interprets data. Assists higher level analysts in the installation of administrative improvements, including work systems, organizational changes, and program procedures.
Drafts correspondence.
Prepares suitable reports containing findings, analysis, conclusions, and recommendations.
Maintains essential records and files.
REQUIREMENTS:
NOTE: 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.
Four (4) years of professional experience in analyzing, evaluating, and providing advice to management on such matters as work methods and procedures, communications, organizational structure, manpower utilization, distribution of work assignments, delegation o f authority, policy development, records management or similar areas with the objective of improving managerial effectiveness.
OR
Four (4) years of professional experience in managing, administering, or directing an organizational unit and its work programs which entailed responsibility for planning, organizing, directing, staffing, coordinating, and budgeting for the activities of the unit.
OR
Possession of a bachelor's degree from an accredited college or university.
NOTE: "Professional experience" refers to work that is analytical, evaluative, and interpretive; requires a range of basic knowledge of the profession's concepts and practices; and is performed with the authority to act and make accurate and informed decisions.
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 AND ABILITIES:
Knowledge of management functions, theories, techniques, and of organizational and management processes.
Knowledge of the role of management analysis in achieving organizational goals.
Ability to communicate effectively both orally and in writing. Ability to compile and interpret data.
Ability to prepare clear, accurate, and informative reports and make suitable recommendations.
Ability to provide sound advise and assistance to management officials.
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 management problems, and to develop solutions to such problems logically and systematically.
Ability to organize assigned work and develop effective work methods.
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.
