Management Analyst

About the Position:

Description

The Port of San Diego is currently going through a class and compensation study. The job title and job duties are subject to change.  

There are currently two vacancies for this position. One is in the Procurement department and the other is in the Maritime department.

The Procurement Services department supports the organization with procuring goods and services while ensuring compliance with several rules and regulations. The department is dynamic and productive but also focuses on maintaining a fun and friendly environment.

Procurement Services is in search of a Management Analyst who will support the department with managing projects, data gathering and analysis, among other administrative tasks. Candidates must have the ability to work independently and be skilled with Microsoft Office applications to interpret, analyze and present data. Positive attitude and strong communication skills are highly desired.

The Maritime Department operates cargo and cruise terminals, oversees maritime industrial activities such as shipbuilding and repair, as well as commercial fishing while ensuring a clean, safe and secure environment at the San Diego Bay. The department also develops maritime cargo trade and cruise businesses generating high-paying jobs for residents and revenue for the regional economy.

Maritime is seeking a Management Analyst with positive work attitude and interpersonal skills to join our team. The position will support budget administration, financial and statistical analysis, research, data system and project administration. An ideal candidate should be detail oriented with strong analytical and communication skills and be able to work independently under general supervision. The candidate must be knowledgeable in Microsoft Office applications. Intermediate to proficient Excel skills are highly preferred. Experience with Power BI is desired but not required.

GENERAL PURPOSE

Under general supervision, performs responsible administrative, financial, statistical and other management analyses in support of Port and department activities, functions and programs; recommends action and assists in formulating and implementing policies and procedures; and performs related duties as assigned.

DISTINGUISHING CHARACTERISTICS

Management Analysts independently perform responsible analytical work in support of department mission, goals and objectives. Assignments are typically received in broad outline form and incumbents are expected to act independently to develop required resources and information. Assigned projects may include statistical analysis, policy and procedure development or other areas specific to the assignment. Incumbents are expected to exercise independent judgment in selecting study approach and analytical techniques and in making sound recommendations based on study results.

Management Analyst is distinguished from Senior Management Analyst in that incumbents in the latter class independently perform more difficult and varied analytical work, on assignments having greater impact on department operations and Port programs and the exercise of greater independent judgment and initiative.

Essential Duties and Responsibilities

The following statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

1. Plans, organizes and conducts administrative, management and program analysis studies relating to assigned programs; identifies problems, determines analytical techniques and statistical and information-gathering processes and obtains necessary information and data for analysis; analyzes alternatives and makes recommendations; discusses findings with management; prepares reports of study conclusions; assists in implementing policies and procedures; drafts reports, recommended policy change documents and presentation materials for management.

2. Participates in planning, developing, implementing and monitoring of a large departmental budget; performs in-depth revenue, expenditure and other analyses; monitors, tracks and analyzes actual performance against budget; identifies potential issues and formulates recommendations to management; drafts and/or analyzes budget proposals, requests and other related documents, including budget amendments; performs financial analyses and statistical computations for various financial models, feasibility studies and cost allocations.

3. Participates in planning, organizing and carrying out the development, implementation and administration of comprehensive District-wide programs, including customer relations initiatives and strategies; integrates related program information to provide an comprehensive, accurate picture of District processes, needs and how each department can improve overall efficiency, effectiveness and satisfaction; collects, categorizes, analyzes and evaluates data to recommend solutions; conducts root cause analyses of internal and external customer complaints to determine corrective and preventative action, including by procedure improvements, deployment of or resources or training; benchmarks other public and private sector service and performance measurement programs and proposes incorporating best practices into Port operations to improve efficiency, speed up decision-making processes and provide high quality service and products; partners with other departments in the development and implementation of performance measurements for the District; plans, develops, reviews and oversees Port wide business continuity processes in the event of catastrophic man made or natural disasters.

4. Coordinates and assists with implementation and institutionalization of strategic planning objectives; benchmarks other public and private sector strategic planning programs; suggests forecasts and projects recommendations for strategic planning functions.

5. Provides technical assistance to department staff by conducting research, analyzing data and drafting policy and procedure documents to address identified needs and issues; analyzes program and operational data and develops recommendations to improve productivity and effectiveness; compiles materials, researches problems and complaints and responds to requests for information.

6. Drafts a wide variety of materials on assigned issues, including reports, procedures, memoranda, proposed policy changes, training tools and other materials; identifies issues, obtains input and feedback, conducts research and analysis; prepares recommendations and a variety of other supporting materials.

7. Coordinates the application process and administration of grant and rebate programs for a department.

8. Is the primary departmental support person in using the automated department system (SAP) by troubleshooting end-user problems, documenting business processes, making business process recommendations and is the primary liaison to the Business Information & Technology Services Department. May participate in the SAP Super User program.

9. Works with Asset Managers and administrative staff to identify business process improvements and provide end-user support using the automated departmental computer application.

10. Works with Business Systems Analysts and Applications Developers during the design, development and testing of departmental system improvements.

11. Ensures business processes and test procedures are defined, documented, and implemented to conduct basic internal training of business processes for end-users.

12. Administers the District Utilities Program, including electricity, gas and water.

13. Administers the Port’s Emergency Operations Center (EOC) resource and training program, ensuring compliance with all State and Federal guidelines.

14. Maintains the Port’s emergency notification message system by managing the Port wide personnel emergency contact data base, periodically testing the
system and training of system users.

15. Provides training and assistance for grants administration to the Grants Coordinator Office, grant project managers and identify improvements to the overall grants management process.

16. Reviews grants guidelines and maintain working relationships with grant funding agencies to provide up-to-date security grant information to all users

17. Conduct statistical analysis of crime and security incident data.

OTHER DUTIES

1. Performs a variety of department-specific program activities to accomplish work goals and objectives; may be assigned to lead special projects.

2. Attends and participates on a variety of committees.

3. May plan, organize, supervise and evaluate the work of office support staff and other assigned personnel.

4. Performs a variety of special projects as assigned.

5. Incumbents may oversee the administration of specific Homeland Security Program grant projects. This may encompass collecting, organizing, analyzing and submitting key project data and required periodic reports to the Department of Homeland Security, California State Office of Homeland Security and regional grant management authority.

6. May research Port, local, state and federal Homeland Security regulations, mandates, laws and policies for Port application.

7. Based on the assigned department, may assist in providing administrative support. Answers, screens and refers telephone calls; takes telephone messages; assists customers at a public counter and/or by telephone; responds to routine customer questions and complaints; mails requested materials and documents; may act as office receptionist.

Qualifications

Knowledge of:

1. Principles, practices and methods of administrative, organizational, economic and procedural analysis.

2. Principles and practices of public administration, including budgeting and the maintenance of public records.

3. Principles, practices, methods and techniques of financial analysis and forecasting.

4. Basic principles and practices in the development and administration of grants.

5. Basic principles, tools and techniques of project planning and management.

6. Federal, state and local laws, regulations and court decisions applicable to assigned areas of responsibility.

7. Principles and practices of sound business communication.

8. Port Wide Notification System, WebEOC, Homeland Security Exercise and Evaulation Planning (HSEEP), Continuity of Operations Planning (COOP), grants management, National Incident Management System (NIMS) and Incident Command System (ICS)

9. Uses and operations of computers and standard business software, including word processing, spreadsheet and project scheduling applications.

Ability to:

1. Analyze administrative, operational, procedural and organizational problems, evaluate alternatives and reach sound, logical, fact-based conclusions and recommendations.

2. Collect, evaluate and interpret data, either in statistical or narrative form.

3. Analyze, interpret, explain and apply relevant laws, regulations, ordinances, policies and procedures.

4. Prepare clear, concise and comprehensive reports, correspondence and other documents appropriate to the audience.

5. Communicate effectively, orally and in writing; present conclusions and recommendations clearly and logically.

6. Maintain files, records and documentation.

7. Exercise independent judgment and initiative within established guidelines.

8. Establish and maintain effective working relationships with Port and department managers and staff, EOC Team members/department heads, vendors, the public and others encountered in the course of work.

MINIMUM REQUIREMENTS

Education, Training and Experience:

Graduation from a four-year college or university with a major in business or public administration, finance or a closely related field; and at least three years of progressively responsible professional experience performing administrative, operational, budgetary and/or similar analyses or graduation from high school or G.E.D. equivalent and five years of progressively responsible professional experience performing administrative, operational, budgetary and/or similar analyses. Experience in a public agency is preferred. Time served as a District Intern counts towards the years of experience.

Licenses; Certificates; Special Requirements:

A current, valid California Class C driver’s license may be required at time of appointment and, if required, be maintained at all times thereafter in order to operate a vehicle on District business.

California Department of Motor Vehicle (DMV) pull notice system: An incumbent in this position will be enrolled in the California DMV Pull Notice Program. The pull notice program provides information on the incumbent’s driving record and driver license status on a periodic basis to the District. An employee assigned a District vehicle must acknowledge receipt and understanding of District Administrative Procedures covering the use of District vehicles.

Recruitment Information

The application review process will include screening to ensure applications are complete and meet all minimum qualifications. In addition to the application, the applicant is required to complete the Supplemental Questions to further evaluate their education, training, and experience relative to the required knowledge, skills and abilities for the position. Applicants must submit answers that are as complete as possible.

Only qualified applicants who pass the minimum qualifications review, will be invited to the assessment process which may be administered by a written examination, panel interview, or any combination of qualifications appraisal determined by the Department of People Services to be appropriate. The Department of People Services will make reasonable accommodation in the examination process for disabled applicants. If you have an accommodation request, please indicate such on your application.

Depending upon the number of applicants meeting the minimum qualifications, applicants may be scheduled for one or more of the assessments listed below. Passing score is 70% out of 100% on each assessment section.

THE INITIAL ASSESSMENT (40%) TENTATIVELY SCHEDULED FOR WEDNESDAY, OCTOBER 9, 2024 AND APPRAISAL PANEL (60%) ARE TENTATIVELY SCHEDULED FOR FRIDAY, OCTOBER 18 2024.

To move forward in the application process, you must complete an online application through our website Please attach a copy of your unofficial transcripts (indicating when degree was awarded) to your application or your application may be considered incomplete. Resumes may be uploaded but cannot be used in place of a completed application.

Placement on Eligible List: 

The Department of People Services may limit the number of qualified applicants eligible to participate in the assessment process. Candidates who are successful in all phases of the assessment process will be placed on an eligible list. The eligible list established by this recruitment will be active for a minimum of ninety (90) days or up to one (1) year, unless otherwise determined by the Director pursuant to Rule 8, Section 4.

EQUAL EMPLOYMENT OPPORTUNITY

UNCLASSIFIED SERVICE

This position meets one or more of the criteria for the unclassified service as outlined in San Diego Unified Port District Act Section 72.5(b), and as such is exempted from the classified service.

PHYSICAL AND MENTAL DEMANDS

Persons with disabilities may be able to perform the essential duties of this class with reasonable accommodation. Reasonable accommodation will be evaluated on an individual basis and depends, in part, on the specific requirements for the job, the limitations related to disability and the ability of the hiring department to accommodate the limitation.

Resolution #: 2021-098
Dated: September 14, 2021

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