Occ. Code 2810300

 

SENIOR ADMINISTRATIVE ANALYST, GRADE 18

 

New York State Department of Civil Service

 

Classification Standard

 

NATURE OF WORK

 

            Senior Administrative Analysts conduct studies, analyze and evaluate organizations or segments of organizations and their work and develop recommendations to assist management in identifying and solving administrative and management problems hindering the effective and efficient operation of organizational programs and mission activities.  In addition employees in this class may review, coordinate, and update organizational policy, administrative and procedural manuals; assist in the development and implementation of operating systems; and exercise forms design and usage control.

 

            Positions in this class are found in many State agencies.

           

CLASSIFICATION CRITERIA AND DISTINGUISHING CHARACTERISTICS

 

            Typically, a Senior Administrative Analyst under the supervision of a higher level analyst, functions at a full performance level in conducting assigned studies of management concerns such as plans and procedures for new or changing programs, organizational structures, work methods and procedures, program or policy evaluation, information systems and internal control systems in order to analyze, evaluate and develop specific recommendations to management for improved operational and program efficiency and effectiveness.  Depending on the nature, requirements and objectives of the study, the analyst utilizes appropriate techniques such as task analysis, cost/benefit analysis, work distribution and workflow charting, statistical work measurements, representative questionnaire sampling, systems and organizational analysis, review of pertinent reports, and the conduct of on-site audits and interviews.

 

            A Senior Administrative Analyst may function as a generalist with responsibilities for several different areas or based on the size and program mission of the given organization may specialize in a specific program area or administrative analysis activity.  The incumbent may be assigned responsibility for a study in a specific program area of expertise or may serve as a member of a team on assigned studies.  Although a Senior Administrative Analyst may serve as a “lead” analyst on a given project, and assist in the training of junior analysts, supervision of other analysts is not typical of this class.

 

            In contrast, an Associate Administrative Analyst typically supervises a subordinate staff, including Senior Administrative Analysts, in planning, developing, analyzing, evaluating and reviewing study findings and advising management on recommendations.  The Associate may personally perform analysis of the more complex organizational problems in terms of such factors as the scope and implications of the study; the number, type and level of positions in the organization; and the variety and number of applicable laws, rules and regulations.

 

            Other positions functioning as staff specialists to management and performing program analysis activities are included in the Budgeting Analysis and Business Systems Analysis Series.   A Senior Budgeting Analyst analyzes agency program operations and plans considering such factors as workload trends, resources required and program costs in order to prepare agency budget estimates and justifications, monitor the timely expenditure of available resources per established program priorities and to forecast future workload and cash expenditures.  A Business Systems Analyst conducts detailed methods and systems surveys of agency operations to determine the feasibility of applying appropriate information technology methods.

                         

TYPICAL ACTIVITIES, TASKS AND ASSIGNMENTS

 

Conducts assigned management and organization studies and surveys to develop appropriate recommendations for management improvements.

 

־         Reviews written or oral instructions on assigned study to ascertain the nature of the problem, the objective of the project and other pertinent details.

 

־         Gathers additional background information on the project through a review of related reports and documents and interviews with program staff.

 

־         Confers with information technology representatives to ascertain possible benefits of utilizing information technology systems to gather necessary data for study, or to improve the efficiency and effectiveness of a given program.

 

־         Develops work plan, outlining the purpose and scope of study, plan of action, study techniques to be used, and tentative schedules.  Consults with supervisor for input on possible modifications.

 

־         Collects pertinent data through various means such as interviews, conferences, questionnaires, reports and on-site observations.

 

־         Evaluates alternative courses of action and ensuing consequences.

 

־         Prepares periodic factual written reports to inform supervisor of status of project to make recommendations, and to elicit guidance on changes in approach when warranted.

 

־         Analyzes data pertaining to the problem to be solved in order to develop appropriate findings.

 

־         Prepares pertinent analyses, such as cost/benefit analysis, systems alternatives analysis or alternative problem solutions analysis, when appropriate.

 

־         Develops recommendations based on findings.  Recommendations frequently include revised operating procedures, consolidation of functions, reorganizations, etc.

 

־         Drafts report of study, including findings and recommendations along with supporting charts and documents for review by supervisor.

 

־         May make an oral presentation to agency officials and other concerned parties to describe the study findings, the benefits to be obtained from the revised systems and to answer questions concerning the project and its implementation to ensure all concerned have an accurate and uniform understanding and to foster their cooperation and support.

 

־         May perform one or more of the above tasks on a segment of a study as a member of a team of analysts.

 

As assigned, provides technical assistance to program managers in implementing new or modified systems.

 

־         Prepares detailed written procedures and when appropriate new or revised forms.

 

־         Prepares implementing plan including schedules, personnel and training requirements and other needed administrative support requirements.

 

־         May conduct training of personnel in operating units when implementing procedure changes.

 

־         Periodically monitors the system by reviewing reports and observing operations to determine modification needs.

 

As assigned, reviews, designs and controls organizational forms.

 

־         Periodically reviews existing organizational forms for possible obsolete or duplicative forms.

 

־         As necessitated by programs or procedural changes, designs new or revised forms in consultation with affected program staff.

 

־         Assigns appropriate control numbers to forms.

 

־         Determines whether specific forms are to be printed internally or purchased from outside vendors.

 

־         Establishes inventory levels and minimum balances of stocked forms.

 

As assigned, reviews and updates organizational policy, administrative and procedural manuals.

 

־         Periodically reviews assigned manuals to determine need for revision.

 

־         Confers with appropriate organizational administrative or program representatives to determine priority items for revision.

 

־         Obtains draft of proposed revision from office of primary interest, or assists in the development of revisions and the preparation of the draft as appropriate.

 

־         Clears proposed revision with affected organizational components.  Coordinates comments with office of primary interest and assists in resolution of substantive matters.

 

־         Reviews completed draft for impact on related items and for conformance with appropriate format and language.  Notes need for review of impacted items and initiates appropriate updating action.

 

־         Forwards draft with background information and recommendations to supervisory staff for further review, as appropriate.

 

־         Upon final clearance of revision, arranges for reproduction and distribution to authorized recipients.

 

May coordinate the efforts of clerical employees in compiling portions of specific studies, surveys, projects and special documentations.

 

RELATIONSHIPS WITH OTHERS

 

            The Senior Administrative Analyst has periodic oral and written communications with agency administrative and program managers, and frequent face-to-face or written communications with program staff in obtaining information concerning matters such as work methods and procedures, program evaluations, management audits, information systems, work controls and forms requirements.  During the fact-gathering phase, the incumbent participates in conferences, conducts on-site observations of program operations and interviews operating program personnel.  After the review of the study findings and recommendations by supervisory staff, the incumbent may make an oral presentation to agency officials and affected program staff to outline the study findings, benefits to be obtained from the revised system, and to answer questions on system implementation in order to enlist their cooperation and support.

 

            Within the Analysis Unit, the incumbent has frequent face-to-face contact with supervisory staff regarding work schedules, assignments and work progress and receives guidance on problem areas.  While most of this contact is oral, the incumbent submits written reports, including draft study findings and recommendations for review and editing by supervisory staff.

 

NATURE OF SUPERVISION

 

            Positions in this class are usually supervised by an Associate Administrative Analyst who assigns specific activities, provides written and oral guidelines and instructions, monitors the workload to insure timely completion of work assignments, is available for advice and assistance in problem areas and reviews the completed work for conformance with established standards.  The supervisor assesses the Senior’s work performance on the basis of personal observations at conferences and meetings, the clarity and soundness of analyses as reflected in reports, findings and recommendations, as well as comments from affected program staff regarding realized improvements.

 

            While the incumbent may serve as a “lead” analyst on a given study, assist in the training of junior analysts, and coordinate the efforts of clerical employees on a project, supervision of others is not typical of this class.

 

JOB REQUIREMENTS

 

־         Working knowledge of effective organization and management principles and practices.

 

־         Working knowledge of the techniques and methods used in administrative analysis.

 

־         Working knowledge of the organizational structure, goals and objectives of the agency, as well as specific programs and operations.

 

־         Working knowledge of pertinent laws, rules, regulations and procedures governing the operation of the agency and of specific programs.

 

־         Working knowledge of current trends and developments in office equipment and in the field of management analysis.

 

־         Basic knowledge of computer terminology and information technology equipment capabilities and limitations.

 

־         Ability to conduct interviews and to establish and maintain effective relationships with staff and program officials.

 

־         Ability to gather and organize pertinent data.

 

־         Ability to effectively utilize the techniques and methods of administrative analysis.

 

־         Ability to recognize implications and applications of organizational and management principles in the analysis of problem areas.

 

־         Ability to identify, recognize and develop solutions to management and organizational problems.

 

־         Ability to prepare detailed written reports and procedures.

 

־         Ability to support recommendations both orally and in writing to supervisory and affected program staff.

 

־         Ability to explore possible application of information technology capabilities to a specific program need.

 

MINIMUM QUALIFICATIONS

 

            Appointments to this class are made following the successful completion of a two-year traineeship designed to provide the analyst with sufficient knowledge and experience to function at the full performance level.

 

 

Reviewed:  5/04

 

 

NOTE:  Classification Standards illustrate the nature, extent and scope of duties and responsibilities of the classes they describe.  Standards cannot and do not include all of the work that might be appropriately performed by a class.  The minimum qualifications above are those which were required for appointment at the time the Classification Standard was written.  Please contact the Division of Staffing Services for current information on minimum qualification requirements for appointment or examination.