Administrative Analyst

Job Title

Full-Time / Management

FLSA : Exempt

Summary

Under general direction, performs a wide variety of administrative and analytical functions supporting staff and management. Conducts specific and comprehensive analysis of a wide range of municipal policies and procedures in areas of, personnel, and administration.

Examples Of Duties

Essential duties and responsibilities include the following. This list is meant to be representative, not exhaustive. Some incumbents may not perform all the duties listed while in other cases related duties may also be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Conducts research and data analysis for special projects and provides professional and administrative support; assists and supports administration and analysis for assigned department(s) within the city. Responds to inquiries and provides information and assistance to the public, managers, and staff on various City programs and activities. May train, supervise, and evaluate clerical staff and manage the daily operations of the assigned department(s). Researches, reviews, and implements various programs which may cover programs from different areas of the City, including Administration, Human Resources, City Clerk and any applicable City Office; and participates in local professional organizations to promote City programs. Reviews contracts with consultants and other agencies; analyzes documents and contractual agreements; assists in managing contract lifecycle from initiation to closure; ensures compliance with contractual terms and conditions; monitors contract performance and addresses any issues or disputes; prepares and maintains detailed records of contract activities. Conducts administrative research, studies, and surveys and prepares detailed reports recommending appropriate courses of action and supports implementation and efficacy analysis. Compiles and analyzes data and makes recommendations within established deadlines. May prepare and present staff reports, resolutions, and ordinances to the City Council and Commissions. Researches and prepares necessary material for grant applications and contracts; assists in identifying potential funding sources, drafting proposals, and ensuring compliance with grant requirements. Provides on-going monitoring of grants and contracts, tracking expenditures, preparing progress reports, and coordinating with funding agencies to ensure successful grant management. Assists in the preparation, monitoring, and implementation of the assigned department(s) budget. Prepares clear and concise correspondence, memos, and staff reports on various topics. Establishes and maintains effective and continuing rapport with supervisors, City staff, other governmental agencies, contractors, and the public. Performs related duties as assigned.

Typical Qualifications

Minimum qualifications : The requirements listed below are representative of the knowledge, skills and abilities required to satisfactorily perform the essential duties and responsibilities. Knowledge of : Principles and practices of management, budgeting, accounting, and training. Professional, legal, and ethical rules of conduct. Principles and practices of compiling, analyzing, evaluating, and presenting data. Local community resources and various community service programs. Community issues for people and groups of varying age, ethnicity, and socioeconomic condition. Governmental organizations and functions. Computers, Microsoft Office Suite, and mobile devices. Ability to : Reason analytically and prepare clear and concise written and / or statistical reports. Establish and maintain effective relationships with individuals and organizations. Operate computer systems and software to enter data, maintain records, and generate reports. Meet schedules and timelines, work independently with minimal direction. Maintain accurate records and prepare detailed reports. Communicate effectively both verbally and in writing. Maintain confidentiality and discretion when necessary. Review, interpret, apply and explain rules, regulations, contract requirements, policies and procedures. Plan, organize, and prioritize work. Education and / or experience : A combination of education and experience that demonstrates possession of the requisite knowledge, skill and abilities. Bachelor's degree in Business or Public Administration, Criminal Justice, Sociology, Psychology, Social Work, or a related field and at least three (3) years of professional experience in a progressively responsible administrative capacity. Municipal experience and Spanish speaking are highly desirable. Valid State of California driver's License.

Supplemental Information

Physical demands : The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit. The employee frequently is required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand and walk. The employee must regularly lift and / or move up to 10 pounds and occasionally lift and / or move up to 25 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus. Work environment : The essential duties of this position are performed in a standard office environment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee regularly works in indoor conditions and regularly works near video display. The noise level in the work environment is usually moderate.