LEGISLATIVE ADMIN SERVICES ANALYST II

POSITION:   Legislative Administrative Services Analyst II, Administrative Services Division

GRADE:        GS09

SUMMARY OF POSITION:  The Legislative Administrative Services Analyst II works under the direct supervision of the Chief Fiscal Officer.  The Legislative Administrative Services Analyst II is responsible for overseeing payroll operations for the Bureau, for assisting Bureau employees with benefits issues, monitoring and maintaining all Bureau employee leave records, and for assisting Bureau employees with leave issues.  The Legislative Administrative Services Analyst II maintains Bureau employee personnel files and  is responsible for receiving, monitoring, and processing all accounts payable.

ESSENTIAL FUNCTIONS:

• Be available to members of the General Assembly, state agency staff, and Bureau staff to provide answers to issues that may arise.
• Coordinates timely production of employee payroll.
• Provide information to Bureau employees regarding Bureau and state payroll policies and procedures, salary amounts, deductions, levies, leave payments, tax changes, Internal Revenue Service and Social Security Administration restrictions and regulations, and other related payroll matters.
• Audit payroll records, make necessary corrections, and balance records with the general ledger.
• Review balances and submit payroll services reports required by governmental regulations.
• Maintain current and former Bureau employee files in accordance with state and federal laws and regulations.
• Make basic benefits presentations to new employees.
• Processes unemployment claims, insurance applications, recurring payroll deductions, termination notices, retirement packets, 401k enrollment, and flexible spending accounts. 
• Maintain and update the salary history report of each Bureau employee.
• Perform data entry into appropriate databases; print payroll records as required.
• Monitor and maintain employee leave records within the Bureau Leave Program.
• Work with the Information Technology Services Division programmers to update and maintain the computerized Bureau Leave Program.
• Assist Bureau employees with questions or concerns regarding employee leave.
• Work with outside auditors to conduct the audit of Bureau employee leave records.
• Perform accounts payable services, including data entry of invoices and payments to internal automated tracking and reporting system, general ledger, or other appropriate system after manually reviewing the records for accuracy.
• Maintain manual and electronic accounts payable and procurement records and files.
• Communicate with vendors to provide information regarding status of accounts, purchases, payments, or other related transactions, as needed. 
• Monitor tracking and reporting systems to determine the distribution of invoices.
• Serve as Bureau Travel Coordinator, making travel arrangements for Bureau Staff to attend approved conferences.

OTHER FUNCTIONS:

• Maintain the ability and knowledge to function as part of an administrative services team, including without limitation assisting with the workload of other Administrative Services Division staff when necessary.
• Occasional out-of-state travel to conferences or seminars.
• Perform other related duties as requested by the Chief Fiscal Officer and the Director of the Bureau.

QUALIFICATIONS/SKILLS:

• Bachelor’s degree in business administration, economics, finance, personnel management, or other related field, and five (5) years of experience in a similar position outside the Bureau, or (4) four years of experience with the Bureau as a Legislative Administrative Services Analyst.

• Education, experience, and abilities commensurate with assigned duties.
• Knowledge of the processes and procedures of the Arkansas General Assembly.
• Knowledge of Bureau policies and procedures.
• Ability to organize workload and set priorities.
• Ability to communicate with Bureau staff, state agency staff, members of the General Assembly, and members of the public.
• Knowledge of principles and practices of human resources and organizational management.
• Ability to perform data entry functions and data analysis in preparing reports pertaining to employee payroll, leave, benefits, and Bureau procurement.
• Knowledge of organizational payroll processing requirements.
• Knowledge of state and federal payroll reporting requirements.
• Ability to establish, maintain, and reconcile payroll and accounting records and reports.
• Knowledge of accounting principles and database management.
• Ability to utilize Excel-Advance Level to prepare financial worksheets.
• Prefer experience in the AASIS System.

PRODUCTION STANDARDS:

• Accurately analyzes and provides solutions to issues raised regarding fiscal matters or human resource matters of the Bureau
• Adept in communicating with Bureau staff, state agency staff, members of the General Assembly, and members of the public, both verbally and in writing.
• Demonstrates proficient time management skills, including the ability to complete work under strict time deadlines.
• Demonstrates the ability to provide valid solutions to staff or member complaints or issues.
• Accurately compiles data for use by others.
• Accurately maintains files and records.
• Exhibits professional attitude, appearance, and communication skills.
• Is assertive – undertakes tasks on own initiative.
• Maintains high standard of professional ethics and exercises appropriate discretion with confidential matters.
• Continues to improve job-related skills and knowledge.
• Effectively organizes and monitors the status of projects and work flow.
• Functions and cooperates as part of an administrative services team, including without limitation assisting with the workload of other Administrative Services Division staff when necessary.