Assistant Management Analyst (Admin Support)

Assistant Management Analyst

Under direct and general supervision, the Assistant Management Analyst performs a wide variety of professional administrative, analytical, technical, and organizational duties to support Agency operations, programs, and services. This role conducts research and data analysis; prepares reports and recommendations; coordinates programs; manages contract administration and procurement; and provides complex administrative support to agency staff.

The position also performs high-level administrative and clerical duties, including preparing correspondence and reports, maintaining records, updating the Agency website, assisting with human resources and risk management functions, supporting Board of Directors meetings, and serving as a liaison between Agency staff, outside agencies, and the public.

This is the entry-level class in the Management Analyst series. Incumbents are expected to learn Agency procedures and gain proficiency over time. As skills develop, assignments become more technically advanced and independent.

Key Responsibilities

Administrative & Executive Support

Provide administrative support to Agency staff, including calendar coordination, meeting arrangements, catering arrangements, and document preparation.

Prepare, edit, format, and finalize reports, correspondence, agreements, charts, and presentations.

Maintain records, files, logs, and reference materials in accordance with records management standards.

Screen calls, visitors, emails, and correspondence, resolving inquiries or routing appropriately.

Manages and organizes office inventory and supplies.

Prepare meeting agendas, minutes, and supporting packets; may assist at Board of Directors and committee meetings.

Coordinate travel arrangements and expense reports; process purchase requisitions.

Provide exceptional customer service to staff, vendors, and the public.

Maintain and update the Agency's website.

Provide notary services (if licensed).

Analytical & Program Administration

Manages agencywide contract administration and procurement tasks.

Gather, research, compile, and analyze data for administrative, financial, human resources, and risk management reports.

Learn to prepare comprehensive written reports with recommendations for the Board of Directors and management.

Participate in preparing policies, procedures, staff reports, and technical documentation.

Create, maintain, and manage databases, spreadsheets, tracking tools, and program logs.

Recommend improvements to administrative systems, workflows, and procedures.

Human Resources Support

Assist in planning, scheduling, and coordinating recruitment activities.

Prepare job announcements, screen applications, coordinate interviews, and help develop selection materials.

Assist with onboarding, offer letters, training coordination, and employee programs.

Support benefits administration, payroll documentation, and confidential personnel records management.

Risk Management Support

Assist with Workers' Compensation program documentation and coordination.

Support safety and training program scheduling and recordkeeping.

Assist with insurance program administration, annual policy updates, claims reporting, and certificate of insurance review.

Qualifications

Knowledge of :

Administrative procedures, records management, and standard office practices.

Modern office technology, including word processing, spreadsheets, databases, and formatting tools.

Principles of public administration, research methods, data collection, and report writing.

Business writing, English usage, grammar, punctuation, and professional customer service practices.

Ability to :

Analyze and interpret administrative, financial, and operational data.

Manage multiple tasks and projects with competing deadlines.

Interpret and apply laws, regulations, policies, and procedures.

Maintain confidentiality, exercise sound judgment, and work independently.

Communicate effectively and maintain positive working relationships with staff, outside agencies, and the public.

Ideal Candidate

The ideal candidate will be :

A strong communicator with excellent writing, editing, and formatting skills.

Flexible and willing to "wear multiple hats," ranging from completing minor taskssuch as light housekeeping and holiday dcorto taking on higher-level responsibilities, including research, analysis, and report writing.

Detail-oriented, accurate, and comfortable interpreting data and reports.

Skilled in research, analysis, and problem-solving.

Professional, discreet, and committed to public service.

Adaptable to changing priorities and able to prioritize effectively.

Minimum Qualifications

Education

Bachelor's degree from an accredited college or university is required, preferably in public administration, business administration, communications, accounting, information systems, or related field.

Advanced degrees are desirable.

Experience

No prior professional experience is required. Prior administrative experience is preferred.

Any combination of training and experience that provides the required knowledge and skills may be considered.

Work Environment & Physical Requirements

Primarily office-based with standard office equipment

Must be able to lift up to 25 pounds and perform typical office movements such as bending, reaching, and walking between work areas.

Work-from-home opportunities may be available based on Agency needs but are not guaranteed.

Must maintain reliable attendance, especially during Board meeting preparation weeks.

Required to attend one evening Board meeting per month; occasional additional evening or weekend work may be required.