Administrative Analyst

Summary 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. Administrative Analyst Vacancies The City is recruiting to fill two (2) Administrative Analyst vacancies. One position is assigned to the City Manager’s Department and one 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. Classification 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. General Duties 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 Assist 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; and other duties as assigned. When Assigned To The Public Works Department Assist the Public Works Director, Department Managers and Supervisors with the day‑to‑day operations of the department, which includes but is not limited to: assisting 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; maintaining a computerized work order system; sorting, filing, tracking, locating, and maintaining a variety of logs, records, and documents using manual or automated filing systems and databases; researching and locating vendor contracts; reviewing and processing expense reports, purchase requisitions, and invoices; scheduling meetings, attending meetings, and recording and maintaining meeting notes; assisting with duties related to the Public Safety and Traffic Commission (PSTC); coordinating with the City’s Traffic Advisor/Engineer; preparing Public Safety and Traffic Commission staff reports; presenting before the Public Safety and Traffic Commission; assisting with the administration of METRO and AQMD funds, including but not limited to Prop A, Prop C, and Measure R; acting as a resource to the public, City departments, and other organizations for inquiries, complaints, and dissemination of general information; preparing, processing, editing, scanning, distributing, maintaining, and archiving departmental documents, correspondence, agendas, staff reports, records, and related materials; preparing reports and analyses of program metrics related to Public Works functions; performing special projects as assigned; performing other duties as assigned. Knowledge, Skills & Abilities 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 agencies, community groups, and various businesses, professional, and regulatory organizations. Establish and maintain a variety of filing, record keeping, and tracking systems. Develop and administer assigned budgets and accurately track and process receipts of revenues and payments of expenditures. Use mathematical functions and principles and perform complex calculations accurately. Maintain and update accurate records and files. Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines. Independently organize work, set priorities, meet critical deadlines, and follow up on assignments. Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks. Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax. Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. Assignment‑Specific Knowledge And Abilities City Manager’s Department Knowledge of funding notices issued by governmental agencies. Ability to maintain a working knowledge of programs and services offered including but not limited to transportation programs and/or public safety related services. Ability to assist with data collection, analysis and report preparation pursuant to issues governed by the Technical Traffic Advisory Committee (TTAC) and the Public Safety Traffic Commission (PSTC). Knowledge of theories, principles, practices, and programs relative to municipal operations including public housing and CDBG. Experience using spreadsheet software to track, analyze, and report data is desirable. Public Works Department Ability to maintain a working knowledge of programs and procedures in the department, including but not limited to work order management, public right‑of‑way, projects, and City services. Ability to assist with data collection, analysis and report preparation pursuant to issues related to Public Works, Water, and Engineering. Ability to perform a wide variety of detailed tasks with accuracy; use independent judgment and initiative; make mathematical computations quickly and accurately; make sound decisions in accordance with established procedures and policies; provide excellent customer service, interpret and apply applicable policies, rules, and regulations; maintain the confidentiality of sensitive information; compose correspondence independently; interact with the public with tact and courtesy; communicate effectively orally and in writing; adhere to multiple deadlines and handle multiple projects; prepare and maintain accurate records and reports. Knowledge of office software, including Excel, Word, and PowerPoint; spreadsheet functions; basic statistical calculations; English usage, spelling, grammar, and punctuation; and City ordinances and regulations related to Public Works. Qualifications 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: Education: Equivalent to a bachelor’s degree from an accredited college or university with major coursework in business administration, public administration, or a related field. Experience: One year of professional municipal administration experience. Licenses and Certifications: None. Ability to successfully complete the City’s pre‑employment process, including a physical examination, Live Scan/background process, and any other required pre‑employment requirements. Ability to work overtime and establish and maintain cooperative working relationships with others. Ability to work independently and on project teams. Physical Demands Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds. Work Environment Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures. Benefits Retirement New PERS Members (entering after January 1, 2013) or returning members with a break in service greater than 6 months will be enrolled in the City’s 2% @ 62 Defined Benefit Pension Plan. Employee contributes the employee portion (CalPERS may change this rate annually). Classic PERS Members (entering before January 1, 2013 and enrolled in the CalPERS system within the past 6 months) will be enrolled in the City’s 2% @ 60 Defined Benefit Pension Plan. Employee pays the 9% employee contribution. The City does not participate in the Social Security System. Employees pay the mandatory 1.45% medicare contribution. Health / Dental / Vision Insurance Section 125 Cafeteria Plan, allows for payment of employee paid medical, dental and vision premiums, dependent care, and flexible spending monies, with pre‑tax dollars. City contributes between $1,620 and $1,705 per month towards health, dental, and vision insurance, depending on the number of dependents enrolled. Fifty percent (50%) of any remaining money may be deposited into a Mission Square 457(b) deferred compensation account. Life Insurance The City provides a $50,000 life insurance policy. Additional Life insurance is available. Disability The City pays the premium for short‑term disability and long‑term disability insurance for the employee. Employee Assistance Program Full‑time employees are eligible for participation in the Employee Assistance Program (EAP) that provides confidential counseling and consultation services for family, stress, financial and legal issues. Vacation and Leave Vacation: 80 hours of vacation per year for the first 5 years of service. Sick leave: 108 hours of sick leave per year (9 hours per month). Holidays: 14.5 days per year (this includes the week between Christmas and New Years). Floating holiday: 1 floating holiday per fiscal year. Tuition reimbursement: Tuition reimbursement up to $2,000 per fiscal year for courses related to job assignment or when pursuing a degree in a major with potential value to the City. Wellness stipend: $150 per year towards wellness related programs. Work Schedule The City has a 9/80 work schedule with alternating Fridays off. #J-18808-Ljbffr