Administrative Analyst

About the Job

Administrative Analyst.

Location: Downtown Los Angeles, CA (Hybrid).

Schedule: 9/80 Work Schedule, Hybrid (3 Days In Office, Monday through Wednesday).

Hours: As early as 7:00 AM to 4:45 PM, with every other Friday off.

Pay Rate: $49.16 - $51.92 per hour.

Position Overview:

A leading Southern California infrastructure organization is seeking an Administrative Analyst to support its Engineering Services team. This role is ideal for a highly organized and analytical professional who excels at working with financial data, project reporting, budgeting activities, and stakeholder coordination.

The Administrative Analyst will serve as a central resource for collecting, tracking, analyzing, and reporting project and financial information associated with capital improvement initiatives. The successful candidate will support budget forecasting, expenditure tracking, reporting functions, administrative processes, and project coordination while collaborating with project managers, financial teams, and leadership.

This position requires strong analytical capabilities, advanced Excel skills, excellent communication abilities, sound judgment, attention to detail, and the ability to work effectively in both independent and team-oriented environments.

Key Responsibilities:

• Collect, organize, and track project and financial data from project managers, sponsors, and financial reporting systems.
• Assist in preparing quarterly Capital Improvement Program (CIP) reports.
• Log and monitor project funding requests.
• Support preparation of quarterly budget baselines and planned expenditure reports.
• Assist with monthly spending forecasts and financial tracking activities.
• Prepare and maintain reports, procedures, memos, and supporting documentation.
• Schedule and coordinate meetings with multiple stakeholder groups using Outlook.
• Manage and maintain a shared departmental email inbox.
• Perform administrative functions within a Power Apps-based budget management system.
• Create, update, and maintain Excel-based reporting tools and worksheets.
• Develop dashboards and visual reporting tools using existing project and financial data.
• Support project management, budgeting, and administrative initiatives.
• Collaborate with internal stakeholders to ensure reporting accuracy and timely completion of deliverables.

Requirements:

Education & Experience:

• Bachelor's degree from an accredited college or university in a related field and four (4) years of relevant experience, OR;
• Master's degree from an accredited college or university in a related field and two (2) years of relevant experience, OR;
• Four (4) years of experience as an Administrative Assistant III in a comparable environment.
• Preferred degree concentrations include Finance, Economics, or Engineering.

Knowledge of:

• Principles, procedures, and practices of business management and analysis.
• Project management principles and methodologies.
• Budgeting and finance.
• Financial tracking systems.
• Contract development and administration.
• Applicable laws, codes, and regulations.
• Current office technology, software applications, and equipment.

Required Skills & Qualifications

• Proficient with Microsoft Outlook.
• Proficient with Microsoft Forms.
• Advanced Microsoft Excel skills, including XLOOKUP, INDEX/MATCH, and other data analysis functions.
• Experience creating and maintaining dashboards using PivotTables, Pivot Charts, and other reporting tools.
• Experience collecting, organizing, analyzing, and interpreting data.
• Ability to identify, analyze, and resolve complex budgetary, procedural, and organizational issues.
• Ability to support project management initiatives and manage multiple assignments simultaneously.
• Ability to research, gather, compile, and analyze information from various sources.
• Experience preparing and reviewing reports, correspondence, presentations, and other business documents.
• Experience monitoring budgets and utilizing financial tracking systems.
• Ability to prepare clear, concise, and accurate reports and presentations.
• Strong organizational skills with the ability to prioritize workload and meet deadlines.
• Ability to exercise sound judgment, discretion, and independent decision-making.
• Strong problem-solving and analytical abilities.
• Excellent written and verbal communication skills.
• Ability to establish and maintain effective working relationships with stakeholders at all levels.
• Ability to work independently and collaboratively in a team-oriented environment.
• Ability to lead, train, and support others when necessary.
• Proficiency with computers, office equipment, and business software applications.
• Detail-oriented, organized, personable, and adaptable.
• Flexible, team-oriented professional who performs well under pressure and can effectively manage multiple priorities.

Additional Requirements:

• Must be a local Southern California candidate.
• No CalPERS membership.
• No H-1B visa sponsorship or transfers available.