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JC-259765 : Staff Services Analyst - Federal Programs Analyst

Job Summary:

Under the general supervision of the Staff Services Manager III, Community Development Branch (CDB), the incumbent performs a variety of less complex technical duties including a wide variety analytical programmatic support for the operation of the Branch.
 

Desirable Qualifications:
The successful candidate must be able to work cooperatively with all levels of staff and management, exercise sound judgment, and have a “can-do” attitude. This is an analytical position responsible for technical analytical staff assignments.
  • Working knowledge of personal computers, including Microsoft Office Suite to include Word, Excel, Power Point, and Outlook;
  • Writing, and analytical skills;
  • Ability to work independently and to communicate (verbal/written) clearly, concisely, and accurately;
  • Reason logically and creatively in resolving problems;
  • Work effectively with others in a team environment;
  • Willingness and ability to accept responsibility and meet deadlines; and,
  • Ability to manage multiple priorities with multiple time frames.

 
Essential Functions:
  • Responsible for program evaluation through analysis of program deliverables and outcomes. Identify and report on performance indicators and program effectiveness. Identify and analyze deficiencies and opportunities for improvement of CDB operations. Perform analysis of program effectiveness and provide direction for the implementation of continuous program improvement. Review and provide consultation on outcomes of programs and identify barriers to effectiveness to ensure that program goals are met, and best practices are identified. Prepare and present recommendations to management for streamlining processes to achieve efficiencies and execute the recommendations if approved by management. Assimilate data from multiple sources to identify trends and forecast potential risk. Analyze policies and procedures of CDB programs to identify opportunities for streamlining and efficiency, make recommendations on changes that need to occur, and create and develop procedures and policies that have not yet been established to protect state security, improve services or adapt Division policy, and provide better consistency and coordination between state and federal housing, homelessness, and community development programs. Evaluate programs to ensure statutory requirements and objectives are being met and comply with all applicable laws and regulations in the preparation of standard agreements. Perform complex analytical and research tasks associated with statutory, regulatory, policy, and procedural aspects of CDB programs.
  • Prepare, run, export, and manipulate complex reports, charts, and other documents to assist CDB management is program decisions. Enter and manage data in the agency’s database. Create and maintain reports for program evaluation; monitor, analyze and advise on program effectiveness to ensure adherence to program policies and procedures and to provide technical assistance regarding program effectiveness and sustainability. Write reports which provide clear and concise information on the specific outcomes of programs. Develop analytical data repositories for business use and special projects. Use computer statistical analysis software tools e.g. Excel, SAS Enterprise Guide, and Microsoft SQL Server Reporting Service (SSRS). Develop and prepare reports in response to legislative and public inquiries for program statistical information. Independently plan, conduct, and review the production of reports (including providing narrative text) and graphical presentation of data. Participate in research and business analysis that will assist in translating or representing CDB data in electronically published documents and facilitate resolution of Branch issues.
  • Serve as Records Retention and File Management analyst for CDB. Administer the Branch file and records management to apply efficient and economical management methods to the creation, utilization, maintenance, retention, preservation, and disposal of files and records in accordance with Government Code. Evaluate the effectiveness of existing CDB records management programs and provide recommendations on any deficiencies or changes to management. Establish new records management programs such as develop processes, establish guidelines for management and develop retention schedules for electronic records. Provide guidance and direction to staff on documents that can be purged according to retention schedules. Respond to requests for records; generate progress reports for federal grant projects. Use a variety of hardware and software, electronic case management system as well as paper-based filing and archival systems, to maintain all CDB files and records throughout the lifecycle of the records, pursuant to the Divisions’ records retention schedules. Analyze State law and regulations with respect to data retention, records management, document archiving and document destruction. Develop and maintain filing and retrieval systems; and maintain procedural desk manuals.
  • Responsible for Cross-Sectional Guideline, NOFA, application and project coordination. Oversee and coordinate the technical development, review and completion of guidelines, NOFAs, application packages and tracking of projects across the Branch for programs impacting local governments, non- and for-profits, and local stakeholders throughout the state. Sort and scan a multitude of documents according to Departmental policy and timeframes. Identify documents that need immediate action. Ensure proper placement of scanned documents in the electronic file. Identify, evaluate, interpret, type, copy, track, and distribute requests as appropriate. Verify format and routing techniques/procedures, and responsible for ensuring all materials are accurate and filing of the final documentation.
  • Complete administrative and program-related assignments including updating internal and external procedure manuals, technical assistance documents, forms, tracking logs, and program policy notices. Responsible for the completion of other projects, assignments, and Division administrative tasks as directed by management.