Administrative Analyst

Chesterfield County, VA; Chesterfield Court House (VA); On-site; USD 60,000 - 70,000; Full time

Job summary

Chesterfield Public Library is seeking a full-time Administrative Analyst to support budgeting, accounting, grants, procurement, and special projects. You will provide high-level confidential support to executive management and assist in contract administration across major budget categories.

The role includes budget forecasting, financial reporting, data analysis, and process improvements within a public library setting. Pre-employment checks apply and CDP career progression may be offered.

Qualifications

• Bachelor's degree in business, public administration, accounting, finance, or related field.
• Two years of professional-level administrative, analytical and/or operational support experience (budget development, monitoring and forecasting preferred).
• Equivalent combination of training and experience.
• Pre-employment drug testing, FBI background check and education/degree verification required.

Responsibilities

• Perform professional, technical, financial, and administrative duties to support budgeting, accounting, grants, procurement, and special project coordination.
• Provide high-level, confidential support to executive management.
• Assist, prepare, and administer contracts and purchases across major budget categories; monitor current contract needs.
• Analyze budgets, forecast expenditures, and align spending with strategic priorities.
• Prepare detailed reports, manuals, bid proposals, and RFPs for planning and operations.
• Process invoices, ensure compliance with County financial policies, and monitor grant activities.
• Back-up Timekeeper for the Library System; support additional duties as required.

Skills

Policy interpretation

Budgeting

Spreadsheets

Data analysis

Teamwork

Communication skills

Organizational skills

Problem solving

Education

Bachelor's degree

Tools

ERP tools

Databases

Budgeting systems

ERP systems

Job description

MINIMUM EDUCATION AND EXPERIENCE

Successful candidate will possess a bachelor's degree in business or public administration, accounting, finance or a related field; two years of experience in providing professional-level administrative, analytical and/or operational support in the assigned area of responsibility (preferably budget development, monitoring and forecasting); or an equivalent combination of training and experience.

KNOWLEDGE, SKILLS, AND ABILITIES

• Ability to interpret financial policies and streamline financial processes: Working knowledge of the policies, principles and standards of public administration, generally accepted accounting principles, budgeting, and procurement.
• Ability to create and manage budgets accurately and efficiently. Ability to analyze financial data, identify trends, and interpret findings.
• Skilled with spreadsheets (Excel), budgeting systems, ERP tools, and databases.
• Ability to work in a fast-paced environment while paying attention to detail, ability to maintain accuracy under pressure.
• Ability to work independently or as a key part of a team.
• Ability to establish and maintain cooperative and effective working relationships. Ability to develop and maintain effective working relationships with internal and external customers.
• Proven organizational and problem-solving skills.
• Communicate effectively orally and in writing.

Pre-employment drug testing, FBI criminal background check and education/degree verification required.

WHO WE ARE

Chesterfield Public Library is a forward-thinking library system with a passion for providing access to information, facilitating engaging customer experiences, and enriching the lives of our community in innovative ways. The library currently has an opportunity for a full-time Administrative Analyst. We are looking for someone to assist in effectively executing the administrative functions of our Library Administration.

DUTIES

The Administrative Analyst performs professional, technical, financial, and administrative duties under general supervision to support key functions in the areas of budgeting, accounting, grants; procurement, and special project coordination. Provides high-level, confidential support to executive management.

PROCUREMENT & CONTRACT ADMINISTRATION

• Assist, prepare, and administer contracts and purchases across all four major budget categories: collections, technology, facilities, and programming.
• Monitors current contract needs.

BUDGET ANALYSIS & FINANCIAL MONITORING

• Analyzes and reconciles multiple operating accounts.
• Assists executive staff with compiling annual budget requests, forecasting expenditures, and aligning spending with strategic priorities.
• Research historical spending trends and prepares financial summaries and recommendations.
• Analyzes departments' budget estimates and prepares summaries for budget presentation

ADMINISTRATIVE REPORTING & RESEARCH

• Prepares detailed reports, manuals, bid proposals, and RFPs for strategic and operational planning.
• Prepare State Library Financial Reports
• Research, compiles, and analyzes data to support resource allocation, policy development, and process improvement initiatives.

ACCOUNTS PAYABLE & COMPLIANCE - BACKUP

• Processes and audits invoices, ensuring accuracy and compliance with County financial policies.
• Resolves vendor and departmental inquiries; interprets and explains financial procedures to staff.
• Ensures timely processing of all financial documentation.
• Monitor grant activities ensuring compliance with stipulations and reporting requirements

OTHER DUTIES

• Back-up Timekeeper for the Library System; performs other work as required.

This position is a part of an approved Career Development Plan (CDP) and offers career progression opportunities and salary incentives, as funding permits, based on performance, qualifications, and experience.

PHYSICAL REQUIREMENTS AND WORKING CONDITIONS

Work is performed in library office, library locations and other professional settings; extensive use of computers and devices required. Sedentary to light physical requirements which may include, sitting, standing, walking, reaching, pushing, pulling, lifting, fingering, grasping, repetitive motions, talking, hearing, visual acuity to perform an activity such as preparing and analyzing data and figures; viewing a computer terminal and reading; not substantially exposed to adverse environmental conditions.

Monday - Friday; 8:30 a.m. - 5:00 p.m.

Library

Please note: We are not able to accept resumes or other attachments via email. Application information that is submitted in any manner other than the Chesterfield County Careers web page is considered unsolicited and is not evaluated.