Temporary Administrative Analyst

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

SUMMARY DESCRIPTION

Under general direction, performs a wide variety of professional analytical and administrative duties in support of assigned functions, operations, programs, department, and/or division; performs duties in support of various administrative operations and activities including special projects, research studies, budget analysis, and other specialized functions; coordinates and performs a variety of contract and grant administration duties; and performs related work as required.

DISTINGUISHING CHARACTERISTICS

The Administrative Analyst performs a variety of specialized administrative support assignments, including responsibilities in the area of budget monitoring, contract administration, and grant support. Incumbents must have knowledge of governmental accounting systems, as well as excellent written, verbal, analytical, and interpersonal skills. This level is distinguished from the next higher level position by the scope of administrative support responsibilities performed at this level.

REPORTS TO

Department head or designated management staff.

CLASSIFICATIONS SUPERVISED

May perform technical and functional supervision over assigned staff.

REPRESENTATIVE DUTIES

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

• Assist in preparation and monitoring assigned department/division(s) budget; prepare, analyze, review, and recommend budgetary and programmatic expenditures; prepare budget documents, transfers, and projections on own initiative; and prepare complex reports and documents.

• Review fiscal reports and synthesize information for management review; develop departmental fiscal protocols to conform to department's objectives; employ qualitative and quantitative techniques to analyze and monitor fiscal activities of the department; and modify procedures to adapt to objectives.

• Research budgetary and special project issues for managerial or professional staff; provide assistance in resolving operational and administration issues; identify issues and conduct research to find alternative solutions; and make recommendations and assist in implementation.

• Plan, coordinate, and evaluate activities associated with assigned contracts; participate in research and evaluation of proposed contractual obligations and agreements; assist in contract negotiations and administration; and monitor compliance with applicable contractual agreements.

• Coordinates and supports grant administration activities; prepare, write, review, and monitor grant applications; and monitor existing programs for compliance with regulations.

• Develop statistical and related reports and forms requiring analysis of data and provide digests or summaries for management; prepare special reports, charts, graphs or related statistical data as required.

• Perform public information and relations assignments, including interpreting department policies, rules and regulations or referring inquiries where appropriate; provide explanations of City codes and ordinances, as needed.

• Supervise, plan, train, review and coordinate the work of clerical staff assigned to perform functions and tasks in support of work responsibilities; provide information and feedback to appropriate supervisory staff regarding performance of assigned staff; and assist and guide other staff with processes, procedures and policies.

• Initiate and execute complex administrative projects adhering to City and department policies and procedures, memorandums of understandings, acts, and operational guidelines established by other departments.

• Perform special projects involving review of information, reconciliation of information, and modification of existing procedures and processes to capture data and information based upon request.

• Perform various new hire functions including, processing new employees and miscellaneous new hire paperwork, and coordinating computer and other necessary access.

• Prepare, process, calculate and route accounts payable, Request for Proposals (RFP), and requisitions and purchase orders; process payment requests from vendors and contractors; review and manage invoices; and ensure compliance with Department of Industrial Relations (DIR) regulations as required.

• Assist in or provide guidance and direction to staff on payroll duties for assigned department or division(s).

• Participate in and perform various duties and special projects pertaining to task forces, focus groups, and advisory committees.

• Maintain and access confidential information, including reports, files, forms, and records.

• Perform related duties as required.

QUALIFICATIONS

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

Operational characteristics, services, and activities of assigned program area.

Principles of municipal and finance management, organization, budgeting, systems and procedures.

Principles and techniques of statistical, financial, and policy analyses.

General principles, practices, and procedures of business administration and public administration.

Principles, structure, and organization of public sector agencies.

Principles and practices of planning and project management.

Methods and techniques of data collection, research, and report preparation.

Principles and applications of critical thinking and analysis.

Principles and practices of record keeping and records management.

Basic principles of supervision, training, and performance evaluation.

MOUs, City personnel rules and regulations, and pertinent policies.

Grant preparation and administration.

Public relations principles and practices.

Organization dynamics and intergovernmental relations.

Proper English usage, spelling, grammar, and punctuation.

Methods and procedures of modern office management.

Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.

Pertinent federal, state and local laws, codes and regulations.

Ability to:

Perform a full range of analytical and administrative duties in support of assigned programs and functions.

Plan, coordinate, and implement public information programs.

Conduct legislative, programmatic and procedural research and analysis and provide appropriate recommendations based on findings.

Prepare and present complex and clear policy analysis, statistical and financial reports.

Develop recommendations for problematic areas and implement and monitor changes.

Participate in the development and administration of policies and procedures.

Oversee, coordinate, and review the work of assigned support staff.

Functionally supervise, train, and evaluate assigned personnel.

Understand the organization, operation, and services of the City and of outside agencies as necessary to assume assigned responsibilities.

Understand, interpret, explain, and apply general and specific administrative and departmental policies and procedures as well as applicable Federal, State, and local policies, laws, and regulations.

Assist with budget preparation and administration.

Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, City staff, or other agencies on sensitive issues in area of responsibility.

Manage multiple priorities and adapt quickly and flexibly to change.

Collect, evaluate, and interpret information and data from multiple sources and recommend changes to policies, programs, and practices.

Coordinate interdepartmental and interagency activities effectively and diplomatically.

Work independently with only general supervision on complex and sensitive matters and maintain confidentiality.

Prepare clear, concise, and accurate records and reports.

Operate office equipment including computers and supporting word processing, spreadsheet, and

database applications.

Communicate clearly and concisely, both orally and in writing.

Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training:

Completion of an Associate's degree with major course work in business administration or a related field.

Experience:

Three years of increasingly responsible experience performing a variety of administrative and analytic work for a municipal agency.

License or Certificate:

Possession of an appropriate California Driver License.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein 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 these essential job functions.

Environment: Majority of work is performed both in an office and outdoor environment with some travel from site to site; exposure to varying temperatures and weather conditions; continuous contact with staff; and regular contact with the public.

Physical: Frequently stand and walk; sit for extended periods; stoop, bend over, and kneel; sufficient manual dexterity and eye-hand coordination to work with special equipment during emergency situations; lift and move objects weighing up to 35 pounds, with assistance; maintain corrected hearing and vision to normal range; verbal communication; and use of office equipment, including computers, telephones, calculators, copiers, and FAX.