Program Analyst II (Special Services - TASS) at City of Detroit, MI

About the Department

The Program Analyst class includes positions that primarily serve as analysts and advisors to management on the evaluation of the effectiveness of government programs and operations or the productivity and efficiency of the management of Federal agencies or both. Positions in this series require knowledge of: the substantive nature of agency programs and activities; agency missions, policies, and objectives; management principles and processes; and the analytical and evaluative methods and techniques for assessing program development or execution and improving organizational effectiveness and efficiency. Some positions also require an understanding of basic budgetary and financial management principles and techniques as they relate to long range planning of programs and objectives. The work requires skill in: application of fact-finding and investigative techniques; oral and written communications; and development of presentations and reports.

Position Duties

Program Analysts with a specialization in general program and project management may perform a range of duties including, but not limited to:
• Analyzes and evaluates, on a quantitative or qualitative basis, the effectiveness of program operations in meeting established goals and objectives
• Develops cost analyses of projects or performs cost benefit or economic evaluations of current or projected programs
• Receives from Departmental Financial Services financial and financial-related information to perform analysis of program effectiveness
• Researches and investigates new or improved business and management practices for application to agency programs or operations
• Analyzes new or proposed legislation or regulations to determine impact on program operations and management
• Develops new or modified administrative program policies, regulations, goals, or objectives
• Initiates and/or recommends that an audit be performed
• Reviews audit and investigative reports to determine appropriate changes or corrective action required
• Provides assistance to Federal, State, and local agency officials in developing proposals and in preparing program plans and project application documents
• Performs special projects and other duties as assigned
Program Analysts with a specialization in grants administration may perform a range of duties including, but not limited to:
• Performs and supports grant application development as directed and in coordination with City department staff
• Oversees, reviews, analyzes, and evaluates grants/assistance applications, plans, and estimates
• Prepares, processes, issues, and tracks grants/assistance awards in collaboration with and in cooperation with the Office of Grants Management and ensures and monitors compliance with all terms and conditions of reporting requirements
• Gathers grant-related data and reports from City departments and performs the electronic filing of that information into the centralized grants management system
• Monitors and analyzes grantee financial and progress reports in accordance with the requirements of the grant award to assure funds are properly expended
• Performs final review of completed awards, makes appropriate adjustments or disallowances, and processes close-outs in a timely and compliant manner
• Conducts post-award reviews and analyses to identify management, financial, and administrative issues
• Testifies before grant committees and at other public forums with recommendations in the area of funding, special conditions and grant administration to provide expert technical advice
• Identifies promising and strategic grant opportunities in both the private and public sectors
• Performs special projects and other duties as assigned
Program Analysts with a specialization in housing development may perform a range of duties including, but not limited to:
• Develops, administers, monitors or evaluates economic and community development programs, grants and/or contracts for conformance, effectiveness and timeliness
• Attends meetings of other governmental agencies, business, and community groups as assigned and summarizes discussion and action items; drafts responses to requests for information
• Assists in drafting proposed statements of work, requests for proposals, and requests for qualifications
• Upon award of contracts, tracks contractor performance
• Collaborates and participates with the Office of Contracting and Procurement in the coordination of the bid process with other staff, contractors, and vendors to ensure bids are obtained in a timely manner
• Performs cost estimates for required rehabilitation, modernization, and/or structural repairs and ensures that work is in compliance with program guidelines and/or HUD requirements
• Responds to HUD monitoring findings as a result of periodic audits
• Manages and provides oversight over the utilization of various City tax abatements, primarily regarding housing and mixed-use developments
• Inspects potential and ongoing projects to ensure they have met Housing Quality Standards and other building quality standards including audit for completion, requirements for minimum health and safety standards, and mechanical, engineering, and technical standards
• Provides assistance to agencies/departments in preparing for internal and external HUD audits and maintains internal record inventory system providing ease of access as audit requests are made
• Reports to management about asset utilization and audit results and recommends changes in operations and financial activities
• Enforces Federal and local labor relations regulations, including but not limited to the Davis-Bacon related acts
• Reviews payroll reports and worksheets for labor compliance to meet certain grant requirements
• Serves as liaison with grantors, grant recipients, grant sub-recipients, and assigned neighborhoods to clarify, interpret, and resolve issues
• Responds to and resolves difficult and sensitive citizen inquiries and complaints
• Performs special projects and other duties as assigned
Program Analysts with a specialization in information technology project management may perform a range of duties including, but not limited to:
• Ensures that project status, issues, and successes are communicated to project team, stakeholders, sponsors, steering committee, and all levels of management, and are documented appropriately
• Conducts process analysis to understand how business practices are supported by technology and which process changes will be necessary per technology changes
• Designs new processes and standard operating procedures associated with changes
• Recognizes problems or situations that are new or without clear precedent; Evaluates alternatives and finds solutions using a systematic, multi-step approach
• Develops improvements and innovations to enhance performance
• Pro-actively engages present and future stakeholders in design, priority setting, and implementation
• Builds coalitions among the various stakeholders; negotiates authority to move the project forward
• Creates a sense of belonging and ownership among team members; assembles a team with the right mix of skills; coaches and motivates team members; delegates responsibility; and promotes mutual support and interaction

• Consults and provides advice, facilitates discussion, and resolves conflict; establishes trust; builds and uses cross-functional relationships to accomplish work objectives
• Conveys goals and objectives clearly and in a compelling manner; listens effectively and clarifies information as needed; interprets verbal and non-verbal messages that others communicate; produces clear status reports; communicates tactfully and candidly
• Ensures open communication on the project team; Addresses delicate situations and handles conflicts in such a way as to maximize opportunity and minimize risk
• Acts as a champion for business process changes and technology changes
• Exerts strong influencing skills to impact choices on immediate and long-term directions
• Understands and effectively uses established policies and procedures and assists in developing policies and procedures where none exist
• Undertakes continual adjustments with stakeholders in a persuasive manner to keep the project on course, by use of positive win/win negotiation
• Prioritizes work; Anticipates consequences of actions, potential problems, or opportunities for change
• Sets and meets realistic deadlines; Forecasts changes and communicates current and projected issues
• Ensures a high level of fiscal control and accountability for project budget
• Creates work standards for project; establishes and defines roles and responsibilities, specific outcomes, and clear measures for quality and success of the team
• Performs special projects and other duties as assigned

Minimum Qualifications

In addition to the minimum education requirements, the following experience requirements also apply:
For entry into the Program Analyst position, one (1) year of professional experience providing project management-related activities or a systematic review, analysis, interpretation, and evaluation of grants,housing development or other financial/operational data is preferred but not required. Program Analyst must demonstrate proficiency with integrated word processing and spreadsheet functions.
For selection, appointment to a Program Analyst level II or higher, in addition to the minimum education requirements, more progressive levels of experience are required based on the following:
Program Analyst II – at least two (2) years of experience

Equivalency
Equivalent combinations of education and experience that provide the required knowledge, skills, and abilities will be evaluated on an individual basis.