Administrative Analyst

Administrative Support Specialist

Under general supervision, provides administrative and workflow support to assigned departmental projects and programs; analyzes programmatic practices and procedures and recommends organizational, operational, policy, and procedural improvements; conducts needs analyses, feasibility studies, and evaluations for assigned projects and programs; develops, summarizes, and maintains administrative records; fosters cooperative working relationships among Agency departments and acts as liaison with various community, public, and regulatory agencies; and performs related work as required.

Essential Duties

• Assists in developing goals, objectives, policies, procedures, work standards, and administrative control systems.
• Performs professional-level administrative and programmatic work in areas such as insurances, management analysis, and program evaluation.
• Coordinates assigned departmental programs and projects; monitors activities to ensure compliance with applicable laws, regulations, policies, and procedures.
• Participates in the development and implementation of new or revised programs, systems, procedures, and methods of operation.
• Collects, compiles, and analyzes information from various sources related to administrative, operational, and programmatic issues.
• Prepares technical reports, correspondence, presentations, and recommendations based on research and analysis.
• Conducts surveys and performs research and statistical analyses on administrative, personnel, and operational issues.
• Monitors legislation, regulations, and industry trends that may affect departmental programs and operations.
• Serves as a liaison with employees, public and private organizations, community groups, and governmental agencies.
• Provides information and assistance regarding assigned programs and services; responds to inquiries, concerns, and complaints.
• Prepares Agency Management, Agency Board, and staff reports, resolutions, ordinances, and related correspondence.
• Assists in the preparation of requests for proposals, bids, contracts, and agreements and supports contract administration activities.
• Maintains accurate records, files, databases, and tracking systems.
• Conducts analytical and operational studies; evaluates alternatives and recommends procedural, administrative, and operational improvements.
• Assists with the administration of departmental programs, including application review, recordkeeping, and reporting activities.
• Assists with special events, community outreach efforts, and public education programs.
• Coordinates assigned projects involving consultants, contractors, and external agencies.
• Participates on committees, task forces, and working groups as assigned.
• Communicates effectively orally, in writing, and through presentations, reports, and statistical summaries.
• Performs other duties as assigned.

Qualifications

• Knowledge of project and program management principles and analytical processes.
• Organizational and management practices related to program evaluation and improvement.
• Principles and practices of public administration.
• Research, data collection, analysis, and reporting techniques.
• Sources of information related to municipal programs and services.
• Applicable federal, state, and local laws, regulations, and policies.
• Basic principles of contract administration.
• Recordkeeping principles and procedures.
• Modern office practices, methods, and equipment.
• Computer applications related to assigned work.
• English usage, grammar, spelling, vocabulary, and punctuation.
• Customer service and public relations techniques.
• Methods for establishing and maintaining effective working relationships.

Ability to

• Assist in the development of goals, objectives, policies, procedures, and work standards.
• Coordinate and support administrative and reporting activities.
• Conduct management, administrative, operational, and programmatic studies.
• Conduct research related to contracts, staffing, and operational issues.
• Analyze, interpret, summarize, and present information and data effectively.
• Evaluate operations and recommend improvements to policies, procedures, and programs.
• Prepare clear and concise reports, correspondence, and presentations.
• Interpret and explain policies, procedures, laws, regulations, and ordinances.
• Conduct research, evaluate alternatives, and make sound recommendations.
• Effectively represent the department in meetings with agencies, organizations, and community groups.
• Establish and maintain filing, record keeping, and tracking systems.
• Organize and prioritize multiple projects and assignments.
• Operate modern office equipment and software applications.
• Communicate effectively in person, by telephone, and in writing.
• Exercise initiative, sound judgment, and discretion within established guidelines.
• Establish and maintain positive and effective working relationships.

Education and Experience

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Equivalent to graduation from an accredited four-year college or university with major coursework in business administration, public administration, economics, political science, or a related field.

One (1) year of responsible administrative, analytical, program management, or related experience, preferably in municipal government or public sector administration.

Licenses and Certifications

Possession of, or ability to obtain, a valid California Driver's License by time of appointment.

Physical Demands

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and travel to various work and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and by telephone. Positions may require occasional bending, stooping, kneeling, reaching, pushing, pulling, and lifting or carrying materials weighing up to 25 pounds.

Environmental Elements

Employees work primarily in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.