Administrative Services Analyst

Description

City of Mission Viejo Invites Applications for

ADMINISTRATIVE SERVICES ANALYST

$38.82 - $55.78 per hour

APPLY BY: 3:00 P.M., MONDAY, MARCH 10, 2025

The Administrative Services Department is seeking an Analyst to join our very busy professional staff. This position performs a variety of technical and professional work required to administer Administrative Services programs related to accounting, purchasing, budget development, contract administration, risk management, grant administration, and human resources; performs research and analysis; prepares financial analyses and reports; analyzes departmental practices and procedures and makes recommendations for organizational, operational, policy, and procedural improvements; provides complex and responsible support to City departments in areas of expertise; provides staff assistance to Administrative Services management staff; and performs other related work as required. This is an excellent opportunity to learn about various administrative functions and contribute to a dynamic City team.

Currently, there is one (1) full-time vacancy normally scheduled to work Monday to Friday from 8:00 a.m. to 5:00 p.m., but may vary depending on the needs of the City including after-hours Commission and/or City Council meetings. This is an FLSA exempt position and is not entitled to overtime. The eligibility list established during this recruitment may be used to fill future full-time, part-time or temporary Administrative Services Analyst vacancies.

The first round of Zoom interviews is tentatively scheduled for the week of March 24, 2025. Only one date will be available for an applicant to attend. The City will not accommodate applicant scheduling requests for alternative dates.

Examples of Important and Essential Duties

Your impact

• Coordinates, oversees, and performs professional-level administrative work in support of any division within the Administrative Services Department such as accounting, billing, budgeting, payroll, purchasing, report writing, risk management, treasury, and human resources.
• Provides backup support to other various classifications within the Administrative Services Department.

• Participates in the development and implementation of goals, objectives, policies and priorities for assigned programs; recommends within departmental policy, appropriate service and staffing levels; recommends and administers policies and procedures.
• Continuously monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; assesses and monitors workload, administrative and support systems, and internal reporting relationships; identifies opportunities for improvement and reviews recommendations with management staff; implements approved recommendations.
• Plans, organizes, coordinates, and reviews the work plan for the assigned functional area; meets with staff to identify and resolve problems; monitors work flow; reviews and evaluates work products, methods and procedures.
• Helps to develop, review, and monitor long-range goals, budget objectives, and performance measures.
• Collects, compiles, and analyzes information from various sources on a variety of specialized topics related to programs administered by the position or by management staff including complex financial, budget, or administrative issues; prepares comprehensive technical records and reports to present and interpret data, identifies alternatives, and makes and justifies recommendations.
• Coordinates and oversees the administrative functions of the department; compiles materials, develops and prepares reports, correspondence, manuals, publications, and other documents; designs or improves forms to expedite procedures; obtains management review and approval as needed.
• Prepares and submits agenda reports and various other commission, committee and staff reports, resolutions, ordinances and correspondence regarding assigned activities.
• Analyzes and interprets contracts and coordinates the resolution of contract disputes and disagreements.
• Analyzes the effect of new laws and regulations pertaining to Administrative Services functions and programs; recommends policies and procedures to maintain compliance; implements approved recommendations.
• Conducts special research assignments, analyzes data, and prepares conclusions and recommendations for consideration by management or special committees.
• Represents the department in committees and meetings; provides back-up staff support to the Investment Advisory Commission in the absence of the department’s Administrative Assistant.
• Performs other duties as assigned.

YOUR TEAM

Our Business Partners, i.e. our City Council, Executive Management, fellow employees and vendors look to the Administrative Services Department for expert advice and consultation in all of the financial, human resources, and risk management affairs. Financial management responsibilities include: developing financial policies and monitoring compliance; coordinating the long-range financial planning and two-year budget efforts of the City; monitoring revenues; billing, collecting, investing, and disbursing all funds; accounting, financial reporting and serving as liaison to the City’s external auditors; overseeing the City’s de-centralized purchasing activities; overseeing the financial information software (Tyler Munis); providing financial services to the Community Development Financing Authority, Housing Authority, and the Successor Agency; and providing staff support to the City’s Investment Advisory Commission. The risk management program oversees the protection of the City’s physical, human, and financial assets against accidental losses, through proper exposure identification, risk evaluation, and the use of effective risk control techniques.

Applicants are encouraged to review the entire Administrative Services Analyst job description by visiting the City’s website at https://cityofmissionviejo.org.

IDEAL CANDIDATE

• Considerable experience using financial information software;
• Knowledge and experience in multiple areas such as budget, accounting, purchasing, contract administration, and risk management;
• Strong work experience providing detailed and responsible administrative work requiring the use of independent judgment, tact and discretion;
• Flexible self-starter who is enthusiastic, eager to learn, and works independently with minimal supervision;
• Does not hesitate to question ways we’ve always done processes and serves as an “issue spotter”;
• Demonstrates an interest in professional development opportunities; and
• Good oral and written communications skills.

Job Related and Essential Qualifications

• Administrative principles and practices, including goal setting and program development.
• Municipal finance software report writing.
• Principles and practices of governmental accounting, public finance administration and budgeting, and municipal purchasing functions.
• Organizational and administration practices as applied to the analysis and evaluation of programs, policies and operational needs.
• Project management, analytical processes and report preparation techniques; municipal programs such as, but not limited to, purchasing, personnel, risk management, finance, budgeting, and other related governmental programs.
• Principles of personnel management including supervision, training, and performance evaluation.
• Research and reporting methods, techniques and procedures.
• Sources of information related to a broad range of municipal programs, services and administration.
• Pertinent Federal, State and local laws, codes, regulations and reporting requirements.
• English usage, spelling, grammar and punctuation.
• Standard office support practices and procedures, including the use of standard office equipment.
• Computer applications related to the work, including word processing, spreadsheet and database applications.
• Records management principles and practices.
• Techniques for providing a high level of customer service to public and City staff, in person and over the telephone.
• Safe driving principles and practices.
• Safe work practices.

Skill in:

• Negotiating contracts, agreements, and/or pricing schedules for services, supplies and equipment.
• Advising and explaining policies, procedures and standards.
• Assisting in developing and implementing goals, objectives, policies, procedures, and work standards.
• Performing difficult, professional, and technical administrative and analytical support work accurately and in a timely manner.
• Maintaining accurate financial records and preparing clear and accurate reports for informational, auditing, and operational use.
• Interpreting, applying and explaining complex laws, codes, regulations and ordinances.
• Reviewing and verifying accuracy of data.
• Preparing, analyzing and interpreting financial and accounting records, reports and documents.
• Using initiative and independent judgment within established policy and procedural guidelines.
• Research and report writing.
• Organizing own work, setting priorities and meeting critical deadlines.
• Making accurate arithmetic, financial and statistical computations.
• Using English effectively to communicate in person, over the telephone and in writing.
• Entering and retrieving data from a computer with sufficient speed and accuracy to perform assigned work.
• Using tact, initiative, prudence and independent judgment within general policy, procedural and legal guidelines.
• Establishing and maintaining effective working relationships with employees and those contacted in the course of the work.
• Operating modern office equipment including computer equipment and software programs.
• Operating a motor vehicle safely.

Experience and Training and License/Certificate

Benefits Overview
The following description is a general overview of the benefits provided to City of Mission Viejo benefit eligible employees. For specific details, please review the Human Resources Policies, Management and Budget Policies, Administrative Regulations, and official plan documents, or contact the Human Resources office at 949.470.3060.

Employees of the City are currently covered under the California Public Employees' Retirement System (CalPERS). While the City does not participate in the Social Security System, federal mandate requires new employees to contribute 1.45% of wages to Medicare insurance coverage.

Retirement

Employees Hired On or After January 1, 2013, Who Are CalPERS Members –

A CalPERS member hired by the City of Mission Viejo within less than a six (6) month break in CalPERS covered service, will participate in the 2% at 60 formula, three-year final compensation, and 1959 survivor benefit. Employees are required to contribute the full 7% member contribution, plus an additional 1.5% towards the employer rate.

A CalPERS member hired by the City of Mission Viejo with a six (6) month or more break in CalPERS covered service, will participate in the 2% at 62 formula, three-year final compensation, and 1959 survivor benefit. The employee pays the full member contribution, which is variable. The contribution rate for new members is 50% of the normal cost rate which is subject to change. The current member contribution is 7.0%. Employees also contribute 1.5% towards the employer rate.

Employees Hired On or After January 1, 2013, Who Are Not CalPERS Members –

Employees hired on or after January 1, 2013, will participate in the 2% at 62 formula, three-year final compensation, and 1959 survivor benefit. The employee pays the full member contribution, which is variable. The contribution rate for new members is 50% of the normal cost rate which is subject to change. The current member contribution is 7.5%. Employees also contribute 1.5% towards the employer rate.

Employer's Contribution Rate –

Beginning July 1, 2021, the employer's normal cost contribution rate is 9.82%, which reflects the employee pick-up of 1.5% of the employer rate.

Retiree Benefits

Employees Hired On or After December 2, 2006 –

The City's Supplemental Health Account for Retired Employees (SHARE) Plan is a defined contribution health reimbursement plan, which is intended to help employees offset post-retirement healthcare costs by allowing employees to contribute pre-tax dollars from their current wages with an additional contribution from the City, into an account that can be accessed upon retirement. To be eligible for the full benefits of the SHARE Plan, an employee must reach age 55 with a total of 15 years of service with the City of Mission Viejo.

The Plan requires mandatory contributions from both the employee and the City. Contributions to the Plan will commence for an employee beginning with the first pay period that occurs after the eligible employee's completion of one year of service with the City. Eligible employees will be required to contribute 1.5% of their salary. Deductions will be pre-tax and will be taken from each paycheck.

Starting the same date, the City contribution will be $100 per month ($50 per pay period for 24 pay periods) for full-time employees, $75 per month ($37.50 per pay period for 24 pay periods) for full-time equivalents of .750 to .999, and $50 per month ($25 per pay period for 24 pay periods) for full-time equivalents of .500 to .749, after the completion of the waiting period. This program is administered by ICMA-RC.