Business Support Analyst 2 - Central Office - Decatur, GA (ADM)

Primary Duties & Responsibilities:

• Performs job responsibilities with minimal supervision

• Establish and properly prioritize appropriate goals and objectives for assigned functional areas.

• Develop and maintain effective internal control structures for assigned functions.

• Regularly review operations for compliance with applicable regulations and standards.

• Make appropriate procedural changes as needed to improve effectiveness, efficiency and compliance.

• Contact for OBHS Suppliers for the needs of Mental Health, Programs, Residential Substance Abuse Treatment, and Substance Abuse and Classifications

• Provide assistance to Suppliers to obtain vendor numbers

• Complete background registration and GBI fingerprinting for all Suppliers

• Communicate with Office of Contracts to provide information for new Suppliers

• Assist and maintain funds in Contract Manager

• Maintain tracking of payments on contracts for Psychologists, Psychiatrists, RSAT and Substance Abuse

• Suppliers

• Contact person for DJJ Facilities of Mental Health, Programs, Sex Offender, and Classifications

• In the absence of HR personnel in Facilities assist with preparation of new hires or existing hires HR

• packets.

• Backup to the Central Office Business Support Analyst Supervisor by performing any purchasing duties

• in their absence to assist the Direct Supervisor with completing orders for facilities.

• Liaison between Suppliers and facilities for invoices and payments.

• Complete complex processing of documents and/or transactions for assigned organizational unit

• Maintain organized, accessible, and current systems in accordance with applicable standards, policies, and procedures.

• Classify, sort, file, transfer and/or retrieve documents as requested.

• Maintain confidentiality of information as necessary and follows department/section policy regarding release of information.

• Purchasing and Budget

• Properly prepare documents for purchase of goods and services and/or screens and corrects documents prepared by others.

• Verify availability of funds for purchases or contracts

• Prepare specifications in accordance with applicable regulations, procedures and guidelines

• Prepares Requisitions for contracts and/or service agreements following all applicable regulations.

• Regularly review contract terms. Properly initiates amendments and cancellations.

• Appropriately processes contract requests or orders for large purchases.

• Correctly matches items/services received with purchase orders/contract

• Appropriately resolves problems with vendors/contractors

• Ensures accuracy and completeness of payment packages by reviewing information

• Maintains accurate contract and purchasing records with appropriate signatures and confirmations

• Prepare budget information according to established formats, guidelines and time frames

• Submit complete budget information to appropriate staff in a timely manner

• Apply generally accepted accounting principles in the design of accounting systems and the recording of financial activity

• Prepare or direct the preparation of accurate and timely reports of accounting and financial activity

• Receipt and submit all purchases for OBHS for further payment through Accounts Payable.

• Human Resources and Recruitment

• Reviews ETS requests entered on behalf of OBHS in the Electronic HR System for accuracy.

• First approver of all ETS request for OBHS.

• Processing of Human Resources packets to include completing accurate and timely documentation for employment packages, transactions (hiring, background, salary increases, status changes, terminations, personnel actions, rehires etc.) or other personnel activity.

• Tactfully and clearly communicates decisions and related information to department staff, negotiating and offering alternatives as necessary.

• Assist and train facility personnel and generalists on the HR process and structure of OBHS.

• Process Family Medical Leave paperwork (when necessary).

• Manage attendance records of the OBHS and PCMS Staff.

• Work with DJJ Recruitment to ensure that all vacancies are filled with quality candidates.

• Prepare and request for advertisement of job vacancies for Central Office and facilities.

• Assist with setting up interviews for Central Office OBHS employees.

• Ensure the proper authorization and documentation is present for the transaction.

• Submit transactions for processing within applicable timelines.

• Kronos

• Manage time records in Kronos.

• Correct time discrepancies.

• Review payroll discrepancies and make appropriate corrections to be submitted for correction.

• Submit accurate information according to applicable procedures and time frames.

• Update Kronos for payroll, time and leave information and makes appropriate corrections.

• Credential and Confidential Files

• Assist with the maintenance of annual credential files for contracted psychiatrists and psychologists in

• facilities.

• Maintains quality assurance for personnel files of Central Office employees.

• Trainings, Meetings and Conferences

• Complete and pass all required trainings of DJJ to include GCPA renewal and GBI recertification for backgrounds.

• Attend Monthly meetings and address all HR and financial updates and information with staff

• Ensures that filing system is maintained for all related OBHS/PCMS documents

• Assist in developing training plans for new employees

• Assist with generating and producing certificates for all trainings and conferences

• Inventory and Property Control

• Coordinate equipment installation or repairs.

• Assist in the maintenance of inventory records and perform property control functions and report for Annual Inventory.

• Purchase supplies and ensure that quality equipment is procured within the budget.

• Submit reorders in a timely manner to anticipate needs.

• Regularly inventories equipment and properly accounts for equipment of record.

• Properly prepare transfer shipping and surplus documents for equipment as needed.

• Maintain appropriate records of equipment and supply inventories.

• Records management retention and destruction.

• Travel

• Remain up to date on travel policy and pay out guidelines to assist when needed.

• Provide technical assistance to customers and staff

• Performs adequate research and compiles accurate status reports of financial conditions.

• Report potential budget problems to supervisor or other appropriate staff in a timely manner.

Minimum Qualifications:

• Associate degree in business or related field from an accredited college or university and two (2) years of experience related to area of assignment;

• Or one (1) year of experience required at the lower level Busi Support Analyst1 (GSP130). Note: An equivalent combination of knowledge, education, job or intern experience, training, or certifications that provides the necessary knowledge and skills to successfully perform the job at the level listed may be substituted year-over-year.

Benefits:

In addition to a competitive salary & benefits, GA Department of Juvenile Justice is part of a statewide initiative called Total Rewards that seeks to attract and retain employees by supplementing their base pay and benefits with programs designed to improve the quality of their work environment and lead to greater job satisfaction and work/life balance. Eligible employees are offered generous benefits, including health and dental insurance; retirement and savings plan options; and paid holidays, vacation, and sick leave. We are a qualified employer for the Federal Public Service Loan Forgiveness Program.

For more information, visit https://djj.georgia.gov/Online-Applications/employee-benefits

THIS IS AN INTERNAL AND EXTERNAL JOB ANNOUNCEMENT

THIS IS AN UNCLASSIFIED POSITION.

THE SELECTED APPLICANT FOR THE POSITION WILL BE SUBJECT TO A REFERENCE CHECK AND CRIMINAL BACKGROUND CHECK, WHERE APPLICABLE

PLEASE INCLUDE ALL RELEVANT JOB INFORMATION ON THE APPLICATION FOR CONSIDERATION.

ALL APPLICATIONS WILL BE PRESCREENED.

DJJ IS AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER