Position Overview

Under general supervision, performs responsible administrative, systems, statistical and other business analyses in support of department or division operations and activities; makes recommendations for action and assists in policy, procedure and process development and implementation. May supervise as needed. Assist in the development of Montgomery County goals by analyzing and researching operations systems and/or procedures. Performs the material and substantial duties of the classification more than 50% of the time.

Summary of Job Duties

Assists in the development and implementation of departmental or division goals and objectives, gathers data and prepares research, administrative or fiscal reports and publications, makes or participates in surveys, analyzes results, and proposes actions to effect economy, efficiency and improvements in administration, operations and services, analyzes the organization and functioning of units in the department including the procedures, processes, systems, work methods, forms, records and files used, makes work flow studies or time and cost analyses, makes recommendations on methods and systems used to improve efficiency of operations and services. Coordinates testing according to project requirements, ensuring issues are resolved appropriately. Aids end users in learning the use of equipment and software packages including word processing, spreadsheets, graphics, database management and intranet services.

Analyzes and advises management about data pertaining to trends, workforce utilization, staffing patterns and training, plans, coordinates, and monitors department programs and processes, may perform program administrative functions in a specified area or may provide technical assistance to others on administrative and analytical matters. Ensures that proposals and development of effective solutions meet objectives and are in line with business and system.

(Performs Related Duties as Required)

If assigned in BCC Purchasing this position also performs the following duties:

Responsible for reconciliation of Request for Travel (RT) with payment processing. Verifies RT has been approved prior to travel booking. Works with travel partner to book travel and resolve any discrepancy when reconciliation of RT takes place.

Responsible for procurement card payments and reconciliation. Working under the Purchasing Manager, administers the P-Card program making necessary access additions or deletions to users.

Serve as program administrator for office/janitorial supplies Internal Service Fund (ISF).

Serve as program administrator for Amazon.

Welcomes visitors and answers main phone line for Purchasing office. Provides administrative support to the Purchasing staff by preparing correspondence, reports, lists and other documents as requested by designated office personnel. Uses Outlook to set up and coordinate meetings for the Purchasing office and staff. Coordinates department travel and conference arrangements including completing travel authorization forms and registration.

Maintains and orders office supplies and annual inventory and handles office maintenance issues. Distributes mail throughout the Department. Copies, prints, packages, and distributes a variety of written materials as requested by other designated office personnel. Maintains common areas of the Purchasing office. Monitors and updates the web page(s) for Purchasing. Reviews, responds, and forwards emails sent to the Purchasing Travel mailbox.

Gathers, assembles, updates, distributes and/or files a variety of information, forms, records, and data as requested using traditional filing systems or databases as necessary and additional duties as assigned. Assists Purchasing Director/Manager with high level duties creating and drafting of documents, pulling data, and conducting research confidentially.

Prepares technical reports, assists with presentations, correspondence, and other written materials, directs the work of support staff on a project day-to-day basis, develops and implement automated systems or utilizes computer applications to assist with analytical studies. Identifies requests between departments and acts as liaison to determine the best approach. Analyzes data in depart system to recommend best approach.

Performs other related duties as required by management.

If assigned in BCC Human Resources, this position also performs the following duties:

Serves as the executive assistant to the Human Resources Director; welcomes visitors and answers main phone line for human resources office. Provides administrative support to the Human Resource Director by scheduling meetings, preparing correspondences, reports, lists and other documents as requested. Scans documents into personnel files using On-Base. Acts as a liaison between department and administration human resources office; prepares various rosters and reports; performs technical trouble shooting for human resources; maintains confidential records; maintains compliance records in an understandable, clear and concise manner ensuring accuracy and content on timely basis; collects, analyses and interprets statistics or other data related to human resources activities; may serve as lead worker and/or provide work direction/training to clerical or support staff. Processes required forms and reports ensuring accuracy, completeness and conformance to applicable policies and procedures, state, and federal regulations; assists employees and/or staff with human resources related matters; conducts informal orientation and exit interviews; prepares reports; assists higher-level human resources staff or administrative staff with human resource policies/regulations issues as needed. Performs related departmental clerical duties such as maintaining inventory record and replenishing supplies, answering phones, greeting visitors, filing and other assigned office duties. Provides confidential administrative support in human resources matters as requested; sets priorities, coordinates, and schedules events with logic to maximize program dispersal to employees; supports organizational objectives in human resources related matter and impact.

Maintains and orders office supplies and annual inventory and handles office maintenance issues. Distributes mail throughout the Department. Copies, prints out, packages, and distributes a variety of written materials as requested by Human Resource Director. Maintains common areas of the Human Resources office. Develops. Monitors and maintains the web page(s) for human resources. Reviews, responds, and forwards emails sent to the HR mailbox.

Gathers, assembles, updates, distributes and/or files a variety of information, forms, records, and data as requested using traditional filing systems or databases as necessary and additional duties as assigned. Reconciles invoices, processes invoices for payment. Assists HR Director with drafting of documents, pulling data, and conducting research. Answers public inquiries as needed or directs appropriate staff. Assists with mass mailings to include mail merge.

Performs other related duties as required by management.

If assigned in Environmental Services (Solid Waste), this position also performs the following duties:

Responsible for reconciliation of incoming and outbound waste at transfer station on daily basis. This reconciliation requires using PC Scale (AMCS) system reports and reports from landfill. This also includes reconciliation analysis of inbound and outbound transload waste. May require communication and working with landfill personnel.

Responsible for preparation of various operating reports using PC Scale system. Prepares scheduled regulatory and management reports by analyzing data from PC Scale and financial systems. Requires working with financial services of the department.

Responsible for monthly billings for commercial accounts in PC Scale. Billings to be completed within five working days after the end of month. Prepares aging report of receivables.

Responsible for reviewing landfill invoices and preparing these invoices with supporting documents for processing payments.

Serve as an administrator of PC Scale system. This role requires maintenance, user security/updates and support. Work with PC Scale personnel for issues related to the system.

Assist Operations Manager and work with supervisors to schedule work shifts for operational staff including EOI, EOII, F&E, Scale Operators and Technicians. Maintain Marlin Board communication updated with data and messages as directed by Operations Manager.

Verification of PC Scale deposits and preparation of pay-ins and sending deposits to Treasurer’s office. This function is done daily. These duties may involve working and communicating with financial services.

Assist operations, engineering, and maintenance in creating purchase orders. Maintains and orders office supplies and annual inventory of controlled and capital assets. Review of CNG invoices.

Prepares technical reports, assists with presentations, correspondence, and other written materials as requested by management.

Analysis of data in various software applications (PC Scale, CityWorks, Trax) used in operations at transfer station.

Provide backup for the other Business Operations Analyst. Cross training of duties between the two positions.

Responsible for documenting procedures for all duties required in this position.

This position requires working closely with Financial Services in performing duties. This may require working in Financial Services in Administration Building.

Performs other related duties as required by management.

If assigned in Facilities Management, this position also performs the following duties:

Provides administrative support to the project team, including preparation of all project documents (project request forms, bid documents, contract documents, funding requests, approval resolutions, change orders, etc.), performing project fiscal duties (processing purchase orders, reconciling invoices, coding invoices for payment, maintaining budgets, assisting project team with status of project financials, etc.), maintaining project files, and related information using project software or other applications, ensuring proper document storage and record keeping, and coordinating, preparing, and attending meetings.

Will serve as prevailing wage coordinator, ensuring all current prevailing wage rates are on file, and maintaining certified wage records as part of the project file.

Performs various administrative duties including receiving and distributing incoming mail, ordering general office supplies, maintaining files, preparing routine forms, arranging for record transfers in accordance with records retention schedule, coordinating meetings, and acting as liaison between other departments/entities.

Responsible for documenting procedures for all duties required in this position.

Performs other related duties as required by management.

If assigned in the Office of Strategic Initiatives, this position also performs the following duties:

Performs related departmental clerical duties such as answering the main line, greeting visitors, filing, maintaining inventory record and replenishing supplies, and other assigned office duties. Gathers, assembles, updates, distributes and/or files a variety of information, forms, records, and data as requested using traditional filing systems or databases as necessary and additional duties as assigned.

Distributes mail throughout the Department. Copies, prints, packages, and distributes a variety of written materials as requested by other designated office personnel. Maintains common areas of the Strategic Initiatives office. Monitors and updates the web page(s) for Strategic Initiatives. Reviews, responds, and forwards emails sent to the Strategic Initiatives inbox.

Responsible for fiscal duties pertaining to Strategic Initiatives-specific projects, including reconciling invoices, processing invoices for payment, maintaining budgets, and annual billings.

Oversees the execution of agreements and distribution of funds Strategic Initiatives is responsible for. This includes coordinating with BCC departments, ensuring agreements are completed for all required entities, and submitting resolutions for agreement approval.

Prepares technical reports, assists with presentations, correspondence, and other written materials as requested by management. Develops and implements automated systems or utilizes computer applications to assist with analytical studies. Identifies requests between departments and acts as liaison to determine the best approach. Attends meetings on behalf of department as requested.

Responsible for documenting procedures for all duties required in this position.

Performs other related duties as required by management.

If assigned in BCC Information Technology, this position also performs the following duties:

Serves as the central administrative and financial support for the Information Technology department. This role is responsible for executing all core fiscal duties, including processing requisitions, reconciling invoices, and executing transactions within the D365 financial system. A critical function of this position is maintaining and reporting on the IT billing model, which is used to accurately bill back IT services to the multiple departments supported by the Information Technology department. Key administrative duties include comprehensive office management (scheduling, correspondence, recordkeeping, maintaining office supplies), preparing presentations, and coordinating facilities maintenance requests. This position also plays a crucial role in the procurement process by gathering quotes and electronically filing documentation. Ensures the confidentiality and accuracy of all records and may provide work direction or training to other staff, while also serving as the department's coordinator for county charity committees, Board of County Commissioners IT Youthwork and Apprenticeship programs.

Manages all departmental fiscal duties pertaining to IT projects, including the accurate and timely reconciliation and processing of invoices for payment. Works proficiently within the county’s financial system, including D365, to execute all required financial transactions and annual renewals. Serves as the primary point of contact for gathering vendor quotes and facilitating procurement activities for departmental operations. Assists departmental staff with administrative tasks related to IT project management. Provides comprehensive administrative support, including scheduling meetings, coordinating calendars, and preparing presentations (e.g., PowerPoint). Acts as the departmental liaison to identify and facilitate requests between departmental units. Processes required forms and reports, ensuring accuracy, completeness, and conformance to applicable policies and procedures. Manages general office operations, including answering the main phone line, greeting visitors, distributing mail, maintaining office supplies and equipment, and submitting mileage reimbursement requests. Coordinates facilities maintenance and organization of the common areas within the main Information Technology office. Maintains all departmental records, including those of a sensitive or confidential nature, in a clear, concise, and timely manner. Collects, analyzes, and/or interprets statistics or other data related to department activities as requested. Coordinates and schedules events to maximize support of organizational objectives for the department. Attends meetings on behalf of the department, as requested. Serves as the department coordinator for all county charity committees. Supervises and assumes the role as the business administrators for the BCC IT Youthwork and IT Apprenticeship programs. Responsible for documenting procedures for all duties required in this position.

Performs other related duties as required by management.

If assigned to the Stillwater Center, this position also performs the following duties:

Responsible for analyzing and evaluating the business processes and systems within the nursing and social services departments. This position requires a strong understanding of healthcare operations, nursing and social services workflows, and data analysis. Works closely with nursing and social services leaders and other stakeholders to identify opportunities for quality improvements. Develops and implements data-driven solutions and monitors the effectiveness of those solutions. Collaborate with other Stillwater service providers to ensure the proper integration of the various specialties which support overall operations. Additionally, this position may be involved in project management activities, regulatory audit follow-up and incident tracking. Must possess strong analytical skills, attention to detail, and ability to communicate effectively with internal and external service providers is vital.

Uses Outlook to set up and coordinate meetings for the Purchasing office and staff. Coordinates department travel and conference arrangements including completing travel authorization forms and registration.

Performs other related duties as required by management.

If assigned in Risk, Safety and Emergency Management, this position also performs the following duties:

Provides administrative support to the Department Director to include scheduling meetings, preparing correspondence, reports, lists, and other documents as requested. Attends meetings with Department Director, facilitates agenda, prepares sign-in sheets, and takes minutes. Responsible for maintaining adequate office supplies and ordering supplies when necessary. Performs fiscal duties and acts as the primary expert for the department for all financial system questions or concerns. Works with Department Director, Managers, and department team members with financial responsibilities, including but not limited to, processing purchase orders, reconciling invoices, coding invoices for payment, maintaining budgets, tracking grant projects, and assisting project team with status of other project financials. Prepares technical reports, assists with presentations, correspondence, and other written materials as requested by the Department Director or Managers. Maintains official department inventory, adds and disposes of items throughout the year as necessary, and provides the Clerk’s office with the departmental annual inventory list. Tracks all IT hardware to determine compliance with warranties/policies to maintain a replacement schedule. Coordinates and assists the Director and Managers develop statistical reports for the department to include items such as, but not limited to: Key Performance Indicators (KPI’s), Budget Analysis, Annual Government Accounting Standards reports required by the Auditor, information provided to OMB for the Annual Comprehensive Financial Report (ACFR), and any other financial or performance-based reports that may need to be generated. Responsible for creating and updating an electronic procedures manual outlining the necessary information needed to perform the duties of the position. Will be required periodically to attend off-site meetings which will require a driver’s license and insurance in accordance with County policy. During an activation of the EOC, may be required to respond at the discretion of the Department Director. May perform other duties as required by the Department Director.

Minimum Qualifications and Requirements

Equivalent to graduation from a four (4) year college with major coursework in business or public administration or a closely related field and two (2) years of professional experience in administrative, management, systems, operations, budgetary or similar analyses; OR alternative, equivalent evidence of the Minimum Class Requirements.

Driving Requirement: Must maintain a current valid United Stated driver’s license with an acceptable driving record.

Montgomery County, OH Jobs

Business Operations Analyst - IT