Budget & Operations Analyst- Ethics Commission (1824)

Job Description

ABOUT THE ROLE

Reporting to the Deputy Director, the Budget and Operations Analyst will be responsible for leading strategic projects to support organizational planning and departmental operations. This role will plan and conduct complex, sensitive, and detailed projects and tasks related to budget, financial accounting, performance reporting, procurement, contracting, human resources, recruitment, and other departmental functions. This role will establish and implement standard operating procedures to strengthen departmental business processes and help the Commission achieve its strategic goals.

The Budget and Operations Analyst must be willing to forego involvement in all local political activity while a member of the Commission staff and publicly file an annual Statement of Economic Interests (Form 700). 

ESSENTIAL DUTIES

Essential duties of the position include, but are not limited to the following:

Design and implement standardized workflows, procedures, documents, and tools for the Commission’s budget development and approval process. Collaborate with the technology team to automate business processes and create data models and tools using various data sources to perform quantitative and qualitative analysis for budgeting functions.

Support the department’s annual budget development process by working with Commission staff and City stakeholders to get necessary funding approved through the City’s budgeting process. This includes analyzing business needs, developing budget proposals, facilitating public budget hearings, producing budget submission documents, entering budget data in the City’s systems, responding to budget related inquiries, and negotiating with City leaders to get the budget approved.

Manage the department’s contracting needs and establish internal procedures and documentation for related business processes. Coordinate with staff to manage vendor-related work, including defining terms for contractual agreements, developing estimates, conducting solicitation, negotiating with potential contractors, and securing necessary approvals per the City’s contracting policies.

Manage procurement, budget tracking, financial approvals, and accounting functions in collaboration with other staff and City departments. Evaluate business processes to improve efficiency and implement new processes by incorporating automation where necessary. Develop standard operating procedures and documentation for related functions.

Track ongoing spending using the City’s financial systems and produce reports to present the department’s budget status to the Controller’s Office. Develop standardized processes, systems, resources, and financial templates to easily conduct analysis on a regular basis.

Manage vendor contracts and work orders with other departments. Ensure that necessary services are delivered, and payments are processed timely.

Prepare information and documentation to support accounting audits conducted by the Controller’s Office. Implement operational improvements to address recommendations and gaps identified from the audits.

Support the leadership team with executing the department’s three-year hiring plan including tracking vacancies, assisting with producing hiring-related documents, coordinating recruitment functions in collaboration with DHR, supporting onboarding activities, and refining related business processes.

Maintain and update departmental policies and plans, including the Continuity of Operations Plan and the Racial Equity Action Plan. Efficiently organize and maintain related documents in a centralized manner.

Assist with departmental administrative functions as a back-up for payroll, HR support, staff onboarding, Commissioner support, expense reimbursements, office management, and standardization of related business processes.

Track and publicly report on the department’s performance metrics in collaboration with Commission staff, including assisting with preparing the department’s annual report. Establish effective metrics that inform the department’s programmatic work in a data-driven manner. Develop processes to generate and track performance measures broadly across functions for leadership and staff, using automated tools in collaboration with the technology division.

Serve as a liaison to other departments to respond to various inquiries about the Commission and departmental operations, including to the Controller’s Office, Office of Contract Administration, Mayor’s Office, DHR, and the Clerk of the Board.

Assist with enhancing and posting content on the Commission’s website, including budget information, operational reports, Commission meeting materials, and other updates, in compliance with the City’s language access and digital inclusion standards.

Prepare management reports, annual reports, agency publications, and financial reports to provide regular progress updates regarding departmental goals and operations. Provide presentations at Commission meetings as appropriate.

Assist with facilitating the Commission’s public meetings by backing up staff responsible for handling agenda preparation, publishing meeting materials, facilitating meeting logistics, coordinating communications, and serving as the meeting clerk for public meetings.

Provide training to staff members regarding various departmental processes, policies, procedures, and systems.

Maintain absolute confidentiality of sensitive information obtained through the course of completing assignments while working comfortably in an open government environment.

Maintain and retrieve documents, records, and correspondence in accordance with established procedures for data retention and records requests.

Establish and maintain effective professional relationships that foster an inclusive work environment and constructive problem-solving.

Demonstrate sound independent judgment and the highest standards of integrity in carrying out duties.

May manage other staff as assigned.

Perform other related duties and responsibilities as assigned.