Administrative Analyst

Salary : $95,552.00 - $126,302.00 Annually
Location : City Hall, 100 Santa Rosa Ave Santa Rosa, CA
Job Type: Full-Time
Job Number: 26-27-06ASM-O
Department: Fire
Opening Date: 07/08/2026
Closing Date: 7/22/2026 11:59 PM Pacific
FLSA: Exempt
Bargaining Unit: 18


The Position
The City of Santa Rosa is committed to building a workforce reflective of our community and establishing a lasting culture of equity and belonging within our organization. Our collective talents and expertise contribute to high-quality public services that support a vibrant, resilient, inclusive City for our community and visitors. We celebrate a diverse workforce and welcome all qualified candidates to apply.

THE BENEFITS OF CITY EMPLOYEMENT: In addition to offering a challenging, rewarding work environment and excellent salary, the City of Santa Rosa provides a generous suite of benefits, including retirement through CalPERS, a competitive leave accrual package, your choice of three health plans, a flexible spending program, employer contributions to a Retiree Health Savings plan, and top of the line employer paid (FREE) vision and dental coverage. More information regarding benefits associated with this position can be found on our .


Additional benefits include:

• 12 paid holidays annually, plus 2 to 3 "floating holidays per year depending on years of service"
• $500 Annual wellness bonus
• The City is a Public Service Loan Forgiveness Program (PSLF) Employer
• Paid Family Leave

ABOUT THE POSITION:

Administrative Analysts provide responsible, professional staff assistance to a major office or department. They exercise significant management-level responsibility to coordinate the procedural and administrative aspects of a municipal program or set of related functions, and perform specific and comprehensive analysis of a wide range of municipal policies, organization, procedures, financial systems, and services. Some assignments will involve tracking, analyzing and reporting on benchmark data as well as research and reporting on various aspects of projects, funding sources and expenditures by utilizing databases and a variety of software programs.
THE CURRENT VACANCY:

The current vacancy is located in the Fire Department, which provides emergency response, fire suppression, rescue, emergency medical services, fire prevention, community risk reduction, disaster preparedness, and public education services to the Santa Rosa community. The Administrative Analyst will provide professional administrative, analytical, and project support to Fire Department leadership and programs, including budget and financial analysis, grant tracking and reporting, purchasing and contracts, data analysis, records and policy coordination, agenda and report preparation, and support for department initiatives related to emergency services, staffing, equipment, facilities, and community safety. This position requires strong analytical, communication, organizational, and customer service skills, as well as the ability to work collaboratively with sworn and civilian personnel, other City departments, outside agencies, and community partners in a fast-paced public safety environment.

Employees eligible to transfer who wish to be considered for current and/or future opportunities should apply now. The eligibility list resulting from this recruitment may be used to fill future vacancies City-wide. THE IDEAL CANDIDATE:

• Demonstrates initiative, sound problem-solving skills, flexibility, attention to detail, and a high level of organization in managing fiscal, administrative, and analytical assignments.
• Exercises good judgment in independent decision-making and in the management of finance-related projects, programs, deadlines, and priorities.
• Has experience with budget development, budget monitoring, expenditure tracking, revenue analysis, financial reporting, cost analysis, and fiscal forecasting.
• Has experience creating spreadsheets, interactive dashboards, graphs, reports, and analytical information to support financial planning, operational review, and data-informed decision-making.
• Possesses excellent writing skills, including experience writing, reviewing, and editing staff reports, budget narratives, fiscal analyses, and other formal documents.
• Has experience coordinating purchasing, procurement, contracts, invoices, grants, reimbursements, and other finance-related administrative processes.

Please complete a thoughtful, thorough Supplemental Questionnaire submission. As part of the selection process, your responses to these questions will be scored using criteria specific to this position. Incomplete responses, or responses such as "See Resume" may not be considered.

Additional requirements, such as successful completion of a physical exam, drug screen, etc., may apply, depending on the duties and responsibilities of the position. If you receive a conditional job offer for the position, the requirements upon which the offer is contingent will be outlined in the conditional job letter.

Examples of Duties and Responsibilities

• Perform professional and analytical support activities in the administration and coordination of various departmental or divisional programs such as budget preparation, analysis, and monitoring, contract administration, development and management of grant programs and grant funding, coordination of department level procurement, coordination of various personnel functions, and other programs or activities as assigned
• Research, evaluate, and prepare statistical, financial, demographic, and operational data used in reports, studies, surveys, and analyses
• Prepare statistical analyses on a variety of administrative, fiscal, personnel, and operational issues
• Analyze and make recommendations in the development and administration of assigned program area(s)
• Identify management and/or operational problems and recommend solutions
• Develop and update fiscal projections for various departmental operating funds
• Maintain and track key activities and performance measures for assigned department
• Research and monitor federal, state, and local requirements for various activities to ensure compliance with established regulations
• Research grant opportunities and prepare grant proposals
• Prepare and submit regulatory reports
• Track, review, and report on the status of department budgets, grants and funding, contracts, and other administrative activities depending on area of assignment
• Develop and administer contracts
• Prepare and review contract provisions, and monitor contract compliance and performance requirements
• Compile and analyze data and make recommendations on the formulation of policies and procedures, and staffing and organizational changes to improve operational efficiencies
• Assist in budget preparation and review by conducting research, analyzing, and monitoring financial information and making related recommendations
• Prepare recommendations on a variety of municipally-related subjects and programs
• Respond to complaints and requests for information
• Prepare City Council reports, resolutions, and ordinances
• Make staff presentations to the City Council and other governmental and community bodies
• Confer with operating supervisors regarding information requirements and cost control procedures related to area of assignment
• Represent departmental and City interests in interdepartmental meetings as required
• Coordinate activities with other City departments and divisions, and with outside agencies

Required Qualifications
Knowledge of: Principles and practices of public administration; principles, methods, and practices of municipal finance, budgeting and accounting, grants and/or contract administration, personnel administration, state and federal funding sources, programs, and procedures; management and research techniques, and procedures and methods of report presentation; modern principles of supervision and employee engagement; and computer software applications related to the work.


Ability to: Communicate clearly and concisely, orally, and in writing; build and maintain positive, productive, working relationships with co-workers and others contacted in the course of performing the work; review and analyze organizational, administrative, and fiscal issues, and recommend and implement effective courses of action; properly interpret and make decisions in accordance with laws, regulations and policies; work effectively with community groups and organizations, members of governing bodies and committees, regulatory agencies, City staff, and the general public; coordinate complex projects and meet established deadlines; effectively manage conflicting priorities.
Experience and Education: Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be: Experience - Sufficient years of progressively responsible technical, analytical, or administrative level experience, preferably in a local government or similar setting; Education - Equivalent to a Bachelor's degree from an accredited college or university with major work in public or business administration or a closely related field.

Additional Information
Santa Rosa - A Wonderful City to Call Home The City of Santa Rosa is located just 55 miles north of San Francisco and 30 miles east of the Pacific Ocean with a population of approximately 180,000. Santa Rosa is the seat of Sonoma County and the center of trade, government, commerce, and medical facilities for the North Bay. The surrounding area is home to over a hundred wineries and vineyards and many beautiful parks and recreational facilities, including golf courses. Santa Rosa is in the center of a nationally recognized cycling area. We boast many attractions associated with large cities, including a symphony, performing arts center, theater productions and internationally recognized restaurants, yet still retain the warmth and small town feel of decades past. Santa Rosa has been named one of the 50 greenest cities in the United States with one of the top five mid-sized downtowns in California.


Selection Process: The selection process will include a minimum qualifications assessment, and may also include an application and supplemental questionnaire review, followed by department selection interviews. For more information about this exciting opportunity, Please contact Alberto Sanchez at
The City of Santa Rosa is proud to be an equal opportunity workplace.
The City does not discriminate on the basis of disability in employment. Requests for reasonable accommodations needed to participate in the recruitment process may be made by submitting a Request for Reasonable Accommodation Form within five (5) business days of being noticed that an event requiring accommodation is occurring. You may also contact the Human Resources Department at View phone number on click.appcast.io or View email address on click.appcast.io.
In addition to offering a challenging, rewarding work environment and excellent salary, the City of Santa Rosa provides a generous suite of benefits.

This job classification is in Unit 18, Miscellaneous Mid Management. Please click to be redirected to the City's benefits information page.
01


The purpose of this supplemental questionnaire is to gather information used to evaluate your qualifications for this position. For your application to receive further consideration, your responses must be supported by the information provided in the "Work History" section of your application. You must submit a complete application and provide clear, concise, and detailed responses to all supplemental questions by the final filing date and time. Responses such as "see resume" are not acceptable. Information included in resumes, cover letters, or other attachments will not be used to determine your eligibility and will not substitute for completing any part of the application-unless specifically requested as part of the application process. If you have not completed all required sections, please return to the application and do so before submitting. Do you understand and agree to this statement?

• Yes
• No

02


Which of the following best describes your highest level of completed education? Make sure this reflects on your application.

• High School Diploma or GED
• Associate degree
• Bachelor's degree in Public Administration, Business Administration, or a closely related field
• Bachelor's degree in another field
• Master's degree or higher in Public Administration, Business Administration, or a closely related field
• Master's degree or higher in another field

03


How many years of progressively responsible technical, analytical, or administrative experience do you possess?

• Less than 2 years
• 2-3 years
• 4-5 years
• 6-7 years
• 8 or more years

04


How many years of experience have you worked in a local government, public agency, or similar governmental organization?

• None
• Less than 2 years
• 2-4 years
• 5-7 years
• 8 or more years

05


Describe the extent of your experience preparing, analyzing, evaluating and administering organizational budgets. Include information regarding your role, the size and complexity of the budgets described, automated financial reporting and budgeting systems used, and the principal funding sources.
06


Give a concise description of a written recommendation or proposal you prepared for a current or previous employer. Include in your answer your role and process in conducting the analysis to make the recommendation/proposal. Include the topic, method of data collection, length, and to whom the recommendation/proposal was directed; e.g. a supervisor, board of directors, the public, etc.
07


Describe your experience managing departmental or divisional programs. Include in your answer the type, size, and complexity of the programs and your specific role in managing the programs.
08


Describe your experience and responsibility preparing local, regional, state and federal grant submittals. Include in your answer your experience working with progress reports and grant audit compliance or compliance with complex government regulations and/or other requirements.
09


Describe your lead worker, supervisory and management experience, including the number and titles of direct reports, and responsibility for hiring, training, supervision, coaching, evaluation, and discipline.
10


Give a concise description of your experience with council, boards, commissions, and/or committees, include in your response experience with agenda management, minute preparation, records retention, Zoom/Teams functionality, and scheduling of meetings.
Required Question