Administrative and Research Analyst
SUMMARY: Under limited supervision, provides administrative, research and secretarial support to the Employee and Labor Relations Division.ESSENTIAL FUNCTIONS: (Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge skills, and other characteristics. This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by incumbents of this class.)
DUTIES AND RESPONSIBILITIES: (Which are not in any hierarchical order)
- Performs desktop publishing. Creates and develops visual presentations for the Division.
- Establishes, develops, maintains, and updates filing and electronic filing system for the Division. Retrieves information from the files when needed. Incorporates information into various management reports as indicated. Maintains grievance, arbitration and disciplinary files and monitors associated deadlines for processing.
- Takes and transcribes minutes of meetings.
- Creates and maintains division specific databases and publishes an annual division report.
- Maintains, tracks and interacts as indicated regarding discipline process and procedures, grievances, discipline appeals, and interest or impact arbitrations and impasses.
- Organizes and prioritizes large volumes of information and calls.
- Drafts written responses or replies by telephone or email when necessary and able to determine which can be handled by own initiative and without direction. Responds to regularly occurring requests.
- Acts as a Liaison with other departments and outside agencies; including high-level staff such as the Mayor.
- Handles confidential and non-routine information and explains policies when necessary.
- Works independently and within a team on special non recurring and ongoing projects, such as planning and coordinating multiple presentations, disseminating information, creating brochures, preparing collective bargaining agreements for publication, etc.
- Completes surveys requests as directed.
- Types and designs general correspondence, policies, memos, charts, tables, graphs, reports, agenda cover letters, resolutions etc, and proofread copy for spelling, grammar, and layout. Makes appropriate changes.
- Updates and maintains administrative policy and city Code manuals.
- Assists in the compilation of data during negotiations of collective bargaining.
- Handles and directs inquiries pertaining to collective bargaining, grievances, disciplinary actions, appeals, EAP, and complaints.
- Schedules and organizes complex activities such as meetings, negotiation sessions, travel, conferences and division activities.
- Assists in the preparation of the annual budget for the division and makes recommendations for budget expenditures.
- Verifies unemployment claims and provides back-up information.
- Resolves general problems and inquiries in person or over the phone.
- Performs all other related duties as trained and assigned.
- Knowledge of the division’s work.
- Knowledge of record keeping/file maintenance methods, practices and procedures.
- Knowledge of general office equipment and practices.
- Knowledge of customer service/public relations practices and procedures.
- Knowledge of City’s Human Resource Department policies and procedures.
- Skill in accurately entering and retrieving information into Human Resources Informational Databases.
- Skill in utilizing written communication in the composition of written correspondence, memos, reports, announcements, etc.
- Skill in utilizing verbal communication when conveying accurate information in response to inquiries and complaints.
- Skill in maintaining confidential employee and applicant files or requests.
- Skill in effectively handling multiple tasks simultaneously in a fast paced environment.
- Ability to establish and maintain effective working relationships with those contacted in the course of work.
PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT: Work involves sedentary to light work in an office setting. There is frequent need to stand, stoop, walk, sit, lift objects (up to 25 pounds) and perform similar other actions during the course of the workday. The City of West Palm Beach promotes a drug/alcohol free work environment through the use of mandatory pre-employment drug testing.MINIMUM QUALIFICATIONS: Bachelor’s degree in Business Administration, Computer Science, Quantitative Systems, or any related field with some computer related specialization, and three (3) years secretarial or administrative assistant experience, including at least one (1) years experience in Human Resources, or any equivalent combination of training and experience. A valid Florida driver’s license is required.
Last revision: December 2001