Administrative Analyst

Administrative Analyst

Location

Office of Strategic Initiative

Work Status

Full Time

THIS POSITION WILL BE OPEN UNTIL FILLED.

SALARY: $48,671.00 - 60,839.00 Salary USD

JOB SUMMARY:

Under general supervision, perform a variety of support tasks for the Office of Strategic Initiatives, including assisting with City Council meeting preparation and follow-up, HR payroll, purchasing and financial tracking, scheduling, community meeting coordination, neighborhood program assistance, customer service on the phone and email, basic research and reporting assignments, and administrative tasks as needed

Job Description

ESSENTIAL JOB FUNCTIONS:

Assist with the preparation and submission of City Council meeting items relative to the Office of Strategic Initiatives (OSI), including but not limited to:

• Creating meetings items

• Submitting staff reports

• Presentations

• Resolutions, and ordinances for approval

• Submitting legal advertisements

• Assisting the director with meeting scheduling and preparation

• Internal tracking of OSI council items.

Learn and maintain financial and purchasing functions, including but not limited to:

• Serving as the purchasing card holder for the department

• Seeking quotes or preparing other procurement documents

• Maintaining the internal financial tracking spreadsheet

• Pulling financial reports and inquiries

• Creating, and paying purchase orders and other invoices

• Assisting with quarterly reporting including the Business Plan and scorecard.

Prepare and process contracts and other documents for signature, including notarizing when required.

Manage front line customer service for the department over the phone and via email, check and deliver mail, print, and make copies as needed, and assist with other basic administrative tasks.

OTHER JOB FUNCTIONS:

• Schedule meetings for the OSI director, community meetings, and other external meetings, including reserving and setting up meeting space (speakers, printed materials, A/V needs), managing invitations and RSVPs, and taking meeting notes when necessary.

• Learn a variety of computer programs to run regular departmental reports, search permit application information, or other research projects, update the departmental website or social media pages.

• Learn the basics of the Neighborhood Engagement Program (NEP) to assist NEP staff in managing the NEP Nextdoor social media account, send out email communications for various programs and opportunities, answer basic inquiries, and accept applications.

• Support staff liaisons for boards and commissions by assisting with agenda posting, open meetings requirements, website updates of agenda packets and meeting minutes, reporting attendance, and swearing-in of new commissioners.

MINIMUM QUALIFICATIONS:

Knowledge, Skills and Abilities Required:

• Knowledge of customer service operations

• Knowledge of automated information systems, accounts receivable, payroll, and finance.

• Knowledge of basic accounting processes including procurement, purchasing orders, purchasing cards, invoice processing, and payment.

• Knowledge of governmental functions such as open meetings requirements, open meetings act, and public posting requirements.

• Skill Microsoft Programs including Outlook, Word, PowerPoint, Excel

• Skill in interpersonal relationships, time management, and communication (written and verbal)

• Skill in quickly ascertaining which data is available in various reports.

• Skill in coordinating schedules, logistics, and required materials for external and community meetings.

• Ability to learn city-specific programs such as Workday, Kronos, Granicus, GovQA, Amanda, etc.

• Ability to operate various office equipment including, but not limited to PC, telephone, calculator, and other technical equipment.

• Ability to use existing information/resources to solve new problems or skills with direction from supervisor or director.

• Ability to work after hours or on weekends on an as needed, occasional basis

Qualifying Education and Experience:

• Three (3) to four (4) years of experience in an office setting

• OR a bachelor's degree in public administration, business administration, human resources, finance, or similar

• Combination of education/experience can be substituted.

• Texas Notary, or ability to become one within 6 months.

Preferred Education and Experience:

• Knowledge of federal, state, and local laws related to open records and open meetings acts.

Employment Screenings Required:

Criminal background check