Administrative Analyst

Definition To perform a wide variety of responsible administrative and analytical support duties in an assigned department; to conduct studies and research programs; to participate in special projects and assigned programs; to prepare a variety of financial and statistical reports; to oversee specialized program areas; to administer grant funding and submit grant applications; to ensure work quality and adherence to established policies and procedures; and to perform analytical and administrative tasks relative to assigned area of responsibility. Distinguishing Characteristics This is the full journey level class within the Administrative Analyst series. Employees within this class perform the full range of duties as assigned. Positions at this level 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. This class is distinguished from the Senior Administrative Analyst in that the latter possesses a specialized, technical or functional expertise within the area of assignment and performs the most complex duties and responsibilities assigned to classes within the series. Supervision Received and Exercised Receives direction from higher level management staff. May exercise direct, functional, or technical supervision over technical and clerical staff. Essential and Marginal Function Statements -- Essential and other important responsibilities and duties may include, but are not limited to, the following (depending on area of assignment): Essential Functions Provides high level administrative support in the functions of an assigned department including finance, budget preparation and control, and program administration. Reviews departmental reports and documents for completeness, proper punctuation, grammar and spelling and compliance with established guidelines; develops filing guides and systems. Participates in the preparation and administration of departmental or program budget; forecast funds needed for staffing, equipment, materials and supplies; monitors and approves expenditures; recommends adjustments as necessary. Oversees and coordinates purchasing activities; prepares bids and requests for proposals; awards contracts; monitors contract performance; authorizes payments to vendors; resolves vendor issues; assists in planning and directing various departmental goals and objectives. Conducts a variety of organizational, operational and analytical studies and investigations; recommends modifications to existing programs, policies and procedures as appropriate; prepares a variety of formal reports. Coordinates and reviews the work plan for assigned departmental services and activities; assigns work activities and projects; monitors work flow; reviews and evaluates work products, methods and procedures; meets with staff to identify and resolve problems. Participates in the development and implementation of goals, objectives, policies and priorities; recommends and implements resulting policies and procedures. Coordinates department activities with those of other departments, outside agencies and organizations; serves as the liaison for the assigned department with other departments and outside agencies; serves on various internal committees; negotiates and resolves sensitive and controversial issues. Develops marketing materials including writing and editing documents, soliciting advertisers, and distributing materials on an as needed basis. Provides staff assistance to an assigned department head; participates on a variety of committees; prepares and presents staff reports and other necessary correspondence. Oversees and manages contracted services in assigned program areas; prepares requests for proposal for contracted services; evaluates submissions; recommends contract award; negotiates terms of contract and prepares contracts; monitors services to ensure compliance with contractual obligations. Prepares grant applications; implements and monitors grant programs; monitors grant expenditures to ensure compliance with grant contractual obligations; submits quarterly and annual reports. Trains, motivates and evaluates assigned personnel; provides or coordinates staff training; works with employees to correct deficiencies; implements discipline and termination procedures. Monitors the efficiency and effectiveness of service delivery methods and procedures; recommends, within departmental policy, appropriate service and staffing levels. Knowledge of Principles and practices of public administration and program development. Operations and functions of municipal government. Operations, services and activities of assigned program area. Methods of research, program analysis and report preparation. Principles and procedures of financial record keeping and reporting. Modern office procedures and methods including computer equipment and supporting word processing and spreadsheet applications. Principles and practices of budget development and administration. Methods and techniques of data collection, research and report preparation. Principles and practices of program development and implementation. Principles of supervision, training and performance evaluation as assigned. Mathematical calculations. Methods and techniques of grant program administration. Pertinent Federal, State and local laws, codes and regulations. Ability To Perform administrative and analytical activities for assigned programs. Understand the organization and operation of the assigned division and outside agencies as necessary to assume assigned responsibilities. Interpret and apply administrative and department or division policies and procedures. Research, analyze and evaluate programs, policies and procedures. Analyze complex problems, evaluate alternatives and make recommendations. Collect, compile and analyze complex information and prepare statistical reports. Direct and participate in various organizational studies and analyses. Supervise, organize and review the work of lower level staff as assigned. Select, supervise, train and evaluate staff as assigned. Prepare and administer complex program budgets and comprehensive grant and bid proposals. Interpret and explain City policies and procedures. Prepare clear and concise reports. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work. Maintain physical condition appropriate to the performance of assigned duties and responsibilities. Experience and Training Guidelines Any combination of education and/or experience that has provided the knowledge, skills, and abilities necessary for successful job performance is qualifying. A typical way to obtain knowledge and abilities would be: Experience Two years administrative program support experience. Experience with a public sector/government agency is highly desirable and preferred. Training Equivalent to a Bachelor’s degree in Public Administration, Business Administration or a related field. Licenses and Certifications Possession of a State of California driver license. Veterans Preference Credit Eligibility Veterans of the armed forces, who have been discharged or released from active duty under conditions other than dishonorable (Government Code: 18540.4), shall receive an additional five (5) points to their final examination score for ranking purposes only. This preference will apply only to the first appointment to any regular full-time City appointment. A copy of your valid DD214 must be submitted on or before the final filing date in order to be eligible for Veterans Preference Credit. For more information, please see the City’s Veteran’s Preference Policy. E-Verify The City of Rialto is an E-Verify employer. E-Verify is an internet based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of newly hired employees in the United States. #J-18808-Ljbffr