Administrative Analyst - Limited Term

Description

This is a limited-term position expected to last up to two (2) years from the time of hire.

This limited-term Administrative Analyst position in the City Manager's Office provides project coordination and administrative support for high-priority City initiatives. Responsibilities include tracking project schedules, milestones, and deliverables; coordinating with departments, consultants, contractors, and stakeholders; preparing meeting materials and executive updates; maintaining project records and status reports; monitoring City‑assigned project responsibilities; and supporting procurement, document routing, and other administrative processes essential to successful project implementation.

Under direction, performs financial, administrative, legal, and analytical support duties; oversees assigned administrative processes, procedures, and programs; and provides technical and responsible assistance to the Department. May exercise direct supervision over clerical staff.

Examples of duties may include, but are not limited to, the following:

• Researches, collects, compiles, and analyzes information from various sources on a variety of specialized topics;
• Assists in the preparation and administration of assigned budget(s);
• Interprets and explains regulations, procedures, policies, systems, rules and precedents in response to inquiries and complaints from the public, City staff, representatives of other organizations, and others;
• Prepares comprehensive technical records and reports to present and interpret data, identify alternatives, and make and justify recommendations;
  May prepare documents from draft and legal papers;
• Prepares and reviews council reports, resolutions, ordinances, contracts, and other documents for content and accuracy;
• Coordinates and monitors litigation activities;
• Coordinates responsive documents to requests including subpoenas and public records;
• May oversee the recruitment and selection process for assigned department;
• Develops and coordinates communications material/plans as assigned;
• Supervises, evaluates, and assigns work of assigned clerical personnel;
• Prioritizes and coordinates work assignments;
• Recommends improvements in work flow, procedures and use of equipment and forms;
• Performs analysis on various accounts as needed for audit and other purposes;
• Assists in analyzing and researching the basis for budget‑expenditure variances;
• Prepares various reports related to budgetary issues;
• Researches and prepares purchase requisitions; tracks department purchases and maintains purchasing records;
• Researches grant opportunities and writes grant proposals; monitors existing grant programs for compliance with regulations; conducts audits; and
• Performs related duties and responsibilities as assigned.

• Four years of administrative and analytical experience, preferably within a local government environment, in the collection, compilation, and analysis of data involving financial, budgetary, legal, or administrative issues.

• Bachelor's degree with emphasis in public administration, accounting, business administration, finance, or a related field. For degrees obtained outside of the U.S., an official equivalency evaluation is required.

• Possession of an appropriate valid driver's license.
• Paralegal Certificate or Juris Doctor preferred when assigned to City Attorney's Office.

Essential functions and duties require the following physical abilities and work environment:

• Ability to work in a standard office environment; ability to travel to different sites and locations;
• Regularly required to talk or hear. Required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms;
• Occasionally required to sit; climb or balance; and stoop, kneel, crouch or crawl;
• The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

• Medical insurance through CalPERS Health Benefits - City contributes up to $2,100 per month
• 40 Hours of Sick leave per year
• 40 Hours of Vacation leave per year
• CalPERS Retirement Plan