Management Analyst Journey, Grants Administration

Performs administrative, analytical, and/or technical functions and serves as a project lead supporting assigned operations and management/supervisory staff in an assigned department to ensure efficient department functioning and achievement of department results and goals.

This classification is comprised of two levels: Level "E" is the entry-level where incumbents are provided formal training and/or certification for progression to the journey-level of the classification. The incumbent is promoted/progressed to the journey level "J" upon successful completion of all training and/or certification requirements for the classification.Incumbents hired at the entry-level are required to successfully progress to the journey-level within 18 to 60 months, depending on the length of the training and/or certification program. If an employee is unsuccessful with progressing to the journey-level they will return to last class held or separate from SMUD.

• Provides administrative, analytical, and technical support to assigned management staff to ensure manager's time for non-routine management obligations; researches, drafts, and prepares various written materials including correspondence, memoranda, draft and final versions of departmental directives or procedures, and reports for internal/external distribution; ensures that all correspondence, reports, policy responses, and processes meet SMUD policy, procedural, and quality requirements.
• Enhances department efficiency through consistently informing department management staff of changes to SMUD policies, regulations, and programs; reads, researches, analyzes, and provides information or recommendations on SMUD policies, procedures, and programs; maintains related departmental archives and manuals for staff reference.
• Provides support in budget preparation and administration to ensure the department operates within budget and complies with SMUD policies, procedures, and quality standards; coordinates and/or participates in various phases of the budget preparation process; assists the department manager and unit heads in documenting budget assumptions and justification; coordinates and participates in the gathering and analysis of data; prepares budget reports and exhibits; participates in ongoing monitoring of expenses, analysis of budget variance, and reporting of budget status.
• Coordinates and participates in the timely completion of analytical and administrative tasks and activities to ensure efficient department organization and functioning and responsiveness to SMUD and external policies, regulations, and requests for information; oversees the preparation of documents and compilation of data for internal and external use; performs studies of work or business processes; provides administrative support and coordination of specific business processes and department efforts; coordinates review and approval of internal control documents by department and SMUD entities; evaluates, analyzes, and reports results of processes and findings of studies; negotiates changes in or commitments to business processes or agreements; disseminates information and responds to requests for information in a timely manner; makes recommendations for new or changes to existing programs or processes.
• Coordinates activities with and serves as department liaison to the Personnel/Human Resources department; works with Personnel/Human Resources staff in all phases of staffing, affirmative action, performance reviews, and staff development processes; participates in coordinating department and SMUD events for employees and recruitment purposes; prepares position requests, staffing reports, and documentation of assignments; explains complicated personnel transactions to management.

• Coordinates activities with and acts as department liaison to other SMUD departments including support departments; works with other department staff in developing and forecasting unit requirements for services; arranges and coordinates delivery of services; monitors service level agreements; serves as departmental representative to support unit projects; explains complicated or unusual issues to management.
• Performs analysis and administrative tasks to ensure the department meets established schedule and operation goals; assists the department manager in preparing and administering departmental action plans, business plans, short- and long-term goal statements, and performance targets and metrics; participates in gathering materials and data; drafts process and productivity improvement plans; compiles reports and statistical data; documents and tracks business processes and work methods; drafts documents for SMUD review and approval processes; monitors and generates periodic reports of department results in achievement of goals.
• Prepares departmental administrative and analytical information in presentation format to ensure that SMUD reporting is accurate and timely and meets established guidelines and standards; prepares oral and written presentation materials for the department manager and staff to present business cases, results of studies, reports of department planning, budget status, and related reports to SMUD Board of Director's, Board committee meetings, General Manager and executive management.
• Supports the overall achievement and completion of department projects; assists in planning, reviewing and conducting work activities and researching required project information associated with department internal/external projects in accordance with established task objectives and schedule as outlined in the project plan/contract.
• Arranges and schedules department staff training as well as attendance at conferences and seminars for enhancing staff skills.
• Coordinates and administers departmental involvement in and commitment to SMUD programs including safety and disaster recovery.
• Performs related duties as required.

• 3 to 5 years of progressively responsible professional administrative experience including experience coordinating and performing analytical and administrative processes, drafting business correspondence and reports, planning and performing data compilation and reporting, performing accounting or financial analysis, coordinating budgetary processes, coordinating processes with other staff and departments, personnel administration, and/or organizational evaluation and management.

• Methods and techniques for report preparation and writing; techniques and practices for problem research and resolution; SMUD policies, procedures, applicable MOUs, and other special agreements; SMUD organization and internal structure; methods and techniques for record keeping; principles, procedures, and practices related to personnel management; statistical principles and practices; research and surveying techniques and methods; principles and practices for contract management; public and business administrative practices; budgeting techniques, processes, and methods; principles and practices used in the development and application of performance measures; principles, procedures, and practices related to process improvement; project management principles and practices; document control and business control methods; safety policies, practices, and procedures; standard operating procedures for modern office equipment including a computer and applicable software; English grammar, punctuation, and vocabulary standards.

• Coordinate the work of the function or unit with other SMUD entities, utilities, and government agencies; develop and implement new and revised policies and procedures to provide for the effective operation of the area of responsibility; read and understand complex and/or technical data; compile and prepare technical, statistical, and/or analytical reports and presentations; analyze problems and make recommendations for resolution; analyze situations, documents, and data for conformance to established policy and procedures; gather data from appropriate sources and identify relevant factors; interpret, clarify, understand, and analyze verbal/written information and ideas; assist in budget preparation and administration; follow and ensure that others follow safety policies, practices, and procedures; serve as reference person for other employees; select and use mathematics and the appropriate methods or formulas to solve problems; add, subtract, multiply or divide quickly and accurately; use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems; apply general rules to specific problems to produce answers that make sense; assist in project plan and schedule development; establish priorities and coordinate activities; schedule and prioritize work assignments to meet expected timeframes; handle complaints and requests from customer owners to their satisfaction; utilize a personal computer and/or computer terminal, systems, and software relevant to the job; communicate effectively orally and in writing internally/externally; establish and maintain effective working relationships internally/externally.

• A bachelor's degree in public administration, business, finance, environmental policy, or a related field.
  
• 3 or more years' experience managing or supporting grant-funded projects in the public or non-profit sector.
  
• Direct knowledge and experience with Federal and State grant application, compliance, and reporting processes.
  
• 3 or more years' experience in accounting, tracking budget, forecasting expenditures, and management of financial records.
  
• 3 or more years' experience demonstrating strong written communication skills, evidenced by the preparation of grant proposals, reports, or presentations tailored to diverse audiences.
  
• Knowledge of legislative, regulatory, and funding programs relevant to clean energy, sustainability, or utility operations.
  
• 3 or more years' experience coordinating and facilitating collaboration among multidisciplinary teams and/or external partners.
  
• 3 or more years' experience utilizing database management systems or other tools for grant tracking and reporting.
  
• Ability to analyze policies, recommend improvements, and implement innovative processes in grant administration.

• Valid California Drivers License may be required for some positions.