Senior Administrative Analyst

Personnel Board of Jefferson County; Birmingham, Northern (AL, KY); Hybrid; USD 55,000 - 85,000; Full time

Job summary

The City of Birmingham is seeking a Senior Administrative Analyst to perform and oversee administrative and human resources functions for their department. Responsibilities include managing payroll information, tracking leave time, developing onboarding procedures for new hires, and supporting senior staff.

The role involves drafting correspondence, monitoring a departmental budget, supervising staff, participating in hiring decisions, and coordinating meetings and grants in compliance with

Qualifications

• Experience researching, evaluating, and reporting data related to organizational operations.
• Experience planning, coordinating, managing, and evaluating projects.
• Experience writing reports with outcomes and recommendations.
• Experience managing budgets or grant reporting.

Responsibilities

• Prepares, monitors, and administers departmental or organizational budget by reviewing spending trends and analyzing financial data.
• Procures and/or manages inventory to meet operational needs.
• Manages various projects and coordinates activities, events, and committees.
• Supports senior staff, drafts correspondence, and coordinates meetings.
• Presents grants and reports in compliance with guidelines.
• Supervises staff, assigns work, and provides feedback and training.

Skills

Data analysis

Project coordination

Budget management

Grant management

HR/payroll processes

Job description

Senior Administrative Analyst - City of Birmingham

LOCATIONS: Birmingham

TARGET CLOSE DATE:

10/23/2026

PAY GRADE:

Grade 24

TYPE:

Full time

JOB SUMMARY:

The City of Birmingham is seeking well-qualified Senior Administrative Analysts to be responsible for performing and/or overseeing administrative and human resource functions for their respective departments. Employees in this position perform a variety of tasks including managing and reviewing payroll information, tracking personnel leave time, developing on-boarding procedures for new hires, providing support for senior staff members, composing correspondence to internal and external entities (e.g., contractors, other jurisdictions, citizens, customers), and monitoring a departmental budget. As supervisors of subordinate personnel, Senior Administrative Analysts take part in hiring decisions, assign and review work, administer performance appraisals, and provide work-related feedback.

COMPENSATION & BENEFITS:

The City of Birmingham provides competitive pay and comprehensive benefits packages to include medical and dental insurance, employer-sponsored retirement plan (pension), generous paid holidays, sick and vacation leave, and more. The pay range for this job is presented below:

$54,849 - $85,092

MINIMUM QUALIFICATIONS:

The following are job-related qualifications that are required for employment consideration for this position:

• Experience researching, evaluating, and reporting data (i.e., writing and presenting reports) related to organizational operations (profit, not-for-profit, or government).
• Experience planning, coordinating, managing, and evaluating projects (e.g., identifying resources, establishing timelines and goals for oneself and/or others, evaluating impact).
• Experience writing reports that outline or summarize proposals, research, projects, etc., including providing outcomes, and recommendations (e.g., grant applications, community improvement plans, policy analysis).
• Experience working under the parameters of a grant program (adhering to grant guidelines, reporting grant requirements) AND/OR managing a budget (preparing budget, tracking expenses, etc.).

TYPICAL JOB DUTIES:

• Prepares, monitors, and administers departmental or organizational budget by reviewing spending trends, expenditure reports, analyzing financial data and ensuring expenditures are within annual budgetary limits.
• Procures and/or manages inventory (i.e., supplies and equipment) to ensure the products and services are available to meet the operational needs of each department.
• Manages various projects as they relate to assigned work area.
• Coordinates activities, events, sponsorships, committee members, and volunteers.
• Serves as the secretary or coordinator on a committee or board.
• Collaborates and communicates with various individuals, merit system employees, department heads, and elected officials by sending and responding to correspondence, attending meetings, making presentations, and working with other internal departments.
• Initiates, writes, implements, monitors, and reports on grants following Federal, State, Local, and grant guidelines.
• Supports a senior staff member and/or department/jurisdiction by coordinating schedules, composing correspondence, producing reports, drafting ordinances/resolutions, updating procedure manuals, creating forms, maintaining and updating files, attending trainings, maintaining records, ordering supplies, and implementing and monitoring new programs.
• Prepares for and attends City Council and Board Meetings.
• Supports the safety initiative and Workers’ Compensation function of the jurisdiction by holding safety fairs, ensuring proper forms are filled out, filed, and that medical treatment is sought in the case of an on-the-job injury; that the employee is reassigned to light duty when necessary; and that all communication and proper paperwork is filled out and maintained.
• Assists in coordinating the employee disciplinary process for department, jurisdiction, or program provider, and communicates with all parties involved.
• Performs human resources functions to include tasks such as filling out critical needs forms or certification list requests, on-boarding new hires, monitoring timesheets, tracking leave time, assisting in the annual review process, and/or processing payroll for the department/organization.
• Produces training and/or presentation materials, distributes materials, and/or delivers training/presentations.
• Supervises staff by assigning and distributing work, directing staff in their job duties, monitoring progress of work, providing feedback and/or training.

PHYSICAL DEMANDS:

Job is primarily sedentary involving sitting for long periods of time, but may involve occasional walking or standing for brief periods. Job may involve occasional light lifting of items or objects weighing up to 25 lbs.

WORK ENVIRONMENT:

Work is conducted almost exclusively indoors in an office setting. Work involves use of standard office equipment, such as computer, phone, copier, etc.

EEO STATEMENT:

The Personnel Board of Jefferson Countyprovides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment with the Personnel Board of Jefferson County, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. Each Merit System member city/agencyoperates its own equal employment opportunity policies available on the individual city/agency website.

ACCOMMODATION:

To request an accommodation in the application or hiring process due to your own ongoing medical condition or disability, please contact our Accommodations Coordinator at [e-mail] or phone at 205-279-3500 (select option 1) Monday through Friday, 8:00 a.m. to 5:00 p.m. Central Time. The accommodation process is reserved solely for job seekers with disabilities requesting accessibility assistance or accommodation in the job application process.

NOTE:

This job posting may close before, or be extended beyond, the listed Target Close Date based on the employment needs of the Merit System.

DISCLAIMER:

This job posting is not meant to be an all-inclusive list of the job duties, responsibilities, or skills and abilities required for this position and may be changed at the discretion of the Personnel Board at any time.