Administrative Analyst

Administrative Analyst

The City is currently recruiting to fill two (2) Administrative Analyst vacancies. One position is assigned to the City Manager's Department and one position is assigned to the Public Works Department. Candidates may be considered for either assignment based on qualifications, experience, department needs, and candidate preference. Duties may vary depending on assignment.

Under direction, provides professional administrative support to assigned departmental projects and programs; conducts research and analysis; prepares reports, correspondence, agenda materials, and other documents in support of departmental goals; participates in budget, contract, procurement, grant, regulatory reporting, and records management activities; coordinates with City departments, outside agencies, vendors, contractors, and members of the public; and performs related work as required. This journey-level classification is responsible for independently performing professional administrative support duties in support of departmental operations. Positions at this level exercise judgment and initiative in their assigned tasks, receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit. Receives direction from assigned supervisory or management personnel. Exercises no direct supervision over staff.

Examples of Duties

General Duties may include, but are not limited to, the following:

• Assists management and professional staff with studies, special projects, administrative activities, and departmental programs.
• Conducts research, data collection, and analysis related to administrative, fiscal, personnel, operational, and programmatic issues.
• Analyzes alternatives and makes recommendations to improve operational and administrative practices.
• Prepares memoranda, letters, agenda materials, staff reports, summaries, lists, presentations, and other correspondence.
• Provides technical administrative support for assigned department programs, processes, and procedures.
• Responds to public inquiries, complaints, emails, calls, service requests, and requests for information.
• Interprets and applies City policies, procedures, rules, regulations, systems, and precedents.
• Participates in budget preparation, expenditure tracking, fiscal reporting, and revenue/payment processing.
• Assists with grants, loans, funding applications, reimbursement documentation, and compliance reporting.
• Assists with procurement processes, including purchase orders, purchase requisitions, RFPs, RFQs, invitations to bid, contracts, agreements, amendments, and related documentation.
• Prepares, reviews, tracks, reconciles, and maintains administrative, fiscal, contract, grant, and departmental records.
• Creates, organizes, updates, archives, and purges records in accordance with the City's records retention policy.
• Coordinates department services and activities with other City departments, outside agencies, vendors, contractors, and the public.
• Observes and complies with City and mandated safety rules, regulations, and protocols.
• Performs other duties as assigned.

When Assigned to the City Manager's Department:

• Assists the City Manager, Assistant City Manager, and/or assigned management staff with the management and administration of various programs, which may include but are not limited to:
• U.S. Department of Housing and Urban Development (HUD) including administrative oversight of the Lomita Housing Authority and Lomita Manor.
• Community Development Block Grant (CDBG).
• California Department of Transportation (DOT).
• Public Safety and Traffic Commission (PSTC).
• Coordination with the City's Traffic Advisor (Engineer).
• Preparation of PSTC Staff Reports.
• Presentations before the PSTC.
• Administration of METRO and AQMD funds including but not limited to Prop A, Prop C and Measure R.
• Management and coordination of the LA County Animal Control Contract.
• Special Event Permits.
• Narbonne Avenue Banner Permits.
• Film Permits.
• Special projects as assigned.
• Other duties as assigned.

The Administrative Analyst will be required to work with a variety of agencies and funding sources, performing such duties as applying for funding when required, managing, documenting, tracking and reporting funding revenues and expenditures, performing project and management duties associated with Department programs, developing and assigning eligible projects in accordance with applicable regulations associated with each agency and respective funding source.

When Assigned to the Public Works Department:

Assists the Public Works Director, Department Managers and Supervisors with the day-to-day operations of the department, which includes but is not limited to:

• Assists the public in person, by telephone, and by email by answering routine questions and providing information about Citywide services and processes, such as Air Quality Management regulations, the water distribution system, tree and park maintenance, and street maintenance.
• Maintains a computerized work order system; sorts, files, tracks, locates, and maintains a variety of logs, records, and documents using manual or automated filing systems and databases; and performs analysis of records.
• Researches and locates vendor contracts; reviews and processes expense reports, purchase requisitions, and invoices.
• Schedules meetings, attends meetings, and records and maintains meeting notes.
• Assists with duties related to the Public Safety and Traffic Commission (PSTC).
• Coordinates with the City's Traffic Advisor/Engineer.
• Prepares Public Safety and Traffic Commission staff reports.
• Presents before the Public Safety and Traffic Commission.
• Assists with the administration of METRO and AQMD funds, including but not limited to Prop A, Prop C, and Measure R.
• Acts as a resource to the public, City departments, and other organizations for inquiries, complaints, and dissemination of general information.
• Prepares, processes, edits, scans, distributes, maintains, and archives departmental documents, correspondence, agendas, staff reports, records, and related materials.
• Prepares reports and analyses of program metrics related to Public Works functions.
• Performs special projects as assigned.
• Performs other duties as assigned.

Knowledge, Skills, & Abilities

Knowledge of:

• Principles and practices of municipal management and government.
• General principles and practices of municipal government budget preparation and administration.
• Grant funding sources and grant writing techniques.
• Sources of information related to a broad range of municipal programs, services, and administration.
• Principles and practices of leadership.
• Applicable federal, state, and local laws, rules, regulations, ordinances, and organizational policies and procedures relevant to assigned area of responsibility.
• Principles and practices of contract negotiation, preparation, and evaluation.
• Sound financial management policies and procedures.
• Methods and techniques of research, statistical analysis, report preparation, and presentation.
• Principles and procedures of record keeping, document processing, and filing systems.
• Mathematical principles and statistical techniques.
• City and mandated safety rules, regulations, and protocols.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability to:

• Assist in the development of goals, objectives, policies, procedures, and work standards for the department or division.
• Coordinate and oversee programmatic administrative, budgeting, and fiscal reporting activities.
• Plan and conduct effective management, administrative, and operational studies.
• Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner.
• Understand, interpret, apply, explain, and ensure compliance with federal, state, and local policies, procedures, laws, and regulations.
• Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
• Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
• Effectively represent the department and the City in meetings with governmental