Administrative Analyst

GENERAL PURPOSE 

Under direction, performs a wide variety of professional analytical and administrative duties in support of assigned functions, operations, programs, department, and/or division; performs duties in support of various administrative operations and activities including special projects, research studies, budget analysis, and other specialized functions; coordinates and performs a variety of contract and grant administration duties; prepares various reports to improve the efficiency and effectiveness of operations; coordinates assigned activities with other departments, divisions, outside agencies, and the general public; and provides information and assistance to the public regarding assigned programs and services. 

CLASSIFICATION CHARACTERISTICS

The fundamental reason this classification exists is to perform a variety of support duties for the corresponding department; prepares reports and correspondence, prepares City Council and selected City Commission or Committee agendas, maintain the general contract and correspondence files; maintains records management systems, provides customer services to a variety of customers, works on special projects as assigned.

ESSENTIAL FUNCTIONS

The following duties are normal for this position.   These are not to be construed as exclusive or all-inclusive.  Other duties may be required and assigned.

• Oversees Department administrative workflow; applies specific knowledge of policies and procedures in order to organize and coordinate work, and relieve the Department Director of routine administrative detail; not all incumbents perform all specified tasks.
• Exercises initiative and independent judgment in performing administrative duties; applies judgment to resolving problems, analyzing data and making decisions; tracks Department issues and assures the effective communication of operational information.
• Composes correspondence and other documents on a wide variety of subjects requiring knowledge of the procedures and policies of the assigned Department; creates, edits and processes memoranda, legal and technical documents and other communications.
• Maintains department files and library; collects and compiles statistical data; develops and creates a variety of technical and statistical reports; updates manual and computer records and tracking systems; creates management reports.
• Maintains personnel and administrative files; researches files and computer databases; assures all administrative actions are in compliance with City policy, procedures and guidelines; utilizes the City computer systems to input, access, retrieve, and review confidential data.
• Provides information and assistance to visitors and others having business with the City; resolves problems and customer service inquiries within scope of authority; screens and routes calls to appropriate individuals, takes and delivers messages.
• Provides advice and assistance to Department staff on compliance with laws, rules and regulations.
• Coordinates special projects and assignments as directed; may take meeting minutes as assigned.
• May supervise and manage special projects/programs.
• Maintains absolute confidentiality of work-related issues, records and City information; refers matters requiring policy interpretation to Director for resolution.
• Performs related duties as required.

QUALIFICATIONS GUIDELINES

Knowledge of:

• City Clerk policies and procedures. 
• Some knowledge or familiarity with Brown Act, Maddy Act, and Conflict of Interest Code.
• Some knowledge or familiarity with FPPC filing requirements.
• Some knowledge or familiarity with municipal elections.
• Some knowledge or familiarity with contract management.
• Planning and organizing meetings and events.
• Applicable policies, procedures and regulations covering specific areas of assignment. 
• City administration processes and procedures, including accounting and budgeting. 
• Customer service standards and protocols. 
• Record keeping and file maintenance principles and procedures. 

Ability to:

• Using initiative and independent judgment within established procedural guidelines. 
• Interpreting a variety of technical instructions and program requirements. 
• Assessing and prioritizing multiple tasks, projects and demands. 
• Entering information into a computer system with speed and accuracy, and maintaining electronic files. 
• Writing complex reports and correspondence from brief instructions. 
• Operating standard office equipment, and a personal computer utilizing standard software. 
• Establishing and maintaining effective working relationships with co-workers and the public. 
• Providing effective customer service, and dealing tactfully and courteously with the public. 
• Communicating clearly and concisely, both verbally and in writing. 

Education/Training/Experience:

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Two years of increasingly responsible clerical experience in a City Manager’s Office or City Clerk’s Office; an Associates or Bachelor’s degree in business administration, public administration, or a related field. 

Licenses; Certificates; Special Requirements:

Must possess a current American Red Cross certificate in First Aid/CPR/AED for Schools and the Community or obtain within three months of employment as well as a valid Class C California driver’s license and the ability to maintain insurability under the City’s Vehicle Usage Policy. A notary or ability to obtain notary certification within 18 months of employment.

PHYSICAL AND MENTAL DEMANDS

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands:

While performing the duties of this class, the employee is regularly required to sit, stand, walk, talk, and hear, both in person and by telephone; use hands to finger, handle, feel or operate standard office equipment; and reach with hands and arms; stoop, kneel, or crouch to access or place records or files; lift and carry records and documents, typically weighing less than 50 pounds. 

Specific vision abilities required by this job include close vision and the ability to adjust focus.

 Mental Demands:

While performing the duties of this class, the employee is regularly required to use oral and written communication skills; read and interpret data, information and documents; analyze and solve problems; observe and interpret data and situations; use math and mathematical reasoning; perform highly detailed work under changing, intensive deadlines, on multiple concurrent tasks; work with constant interruptions; and interact with City officials, citizens groups, employees, management, and others encountered in the course of work; occasionally subject to conflicts.

WORK ENVIRONMENT

The employee primarily works in an office setting but works in the field in traveling to different city facilities and events. In the office setting, the noise level is frequently quiet or moderately quiet.  In field settings, the employee could be exposed to loud noise during sporting and recreational activities and be under variable weather conditions at different sites and events. Driving may be required to visit city facilities, and community and public meetings.

Disaster Service Workers

All City of Sierra Madre employees are designated Disaster Service Workers through state law (California Government Code Section 3100-3109). Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.

Equal Opportunity Employer

The City of Sierra Madre is an Equal Opportunity Employer.  In compliance with the Americans With Disabilities Act, the City of Sierra Madre will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective employees and incumbents to discuss potential accommodations with the employer.

This Job Description has been prepared for the City of Sierra Madre for using in the Administrative Services/City Clerk’s Office, staffing, budgeting and/or evaluation of employees. It also provides employees with guide to the duties they are expected to effectively perform in the course of their employment with the City of Sierra Madre.

I have read the Job Description and believe that it does accurately define the job.

Salary : $23,070 - $47,979