What are the responsibilities and job description for the Administrative Analyst position at Gulf Shores, City of (AL)?
Under general supervision of department director performs complex analytical work and supports the department and division directors with multiple major administrative functions such as fiscal, financial and budgetary analysis, contract management and procurement, personnel and payroll, facilities management and maintenance, and/or departmental information technology initiatives and staff. Performs complex analytical work and supports the department and division directors with multiple major administrative functions such as fiscal, financial and budgetary analysis which may include preparing and administering grant initiatives.
Maintains financial and statistical records for the department; assists in compiling, computing, and preparing divisional budgets; obtains price quotes and prepares purchase requisitions; codes invoices for posting and submits for payment; maintains records for purchase requisitions, purchase orders, and deliveries received; reviews expenditure reports for accuracy and submits corrections when needed; prepares and reviews invoices and billings; prepares letters for ordinance violations; receives and processes payments for recycle services.
Manages the purchasing (bid process, purchase contracts, purchase orders) of equipment and supplies and the procurement of services within the department. Coordinates the solicitation and review of bid proposals, reviews bid specification for adherence to city policies, state laws and standards, maintains files and records on bids, and contracts
Supervises departmental contract administration; composes a variety of documents, legal pleadings, technical and statistical reports, where format and presentation is of the utmost importance; collaborate with appropriate staff in Finance and Budget departments as required.
Advises others on policy and procedures related to personnel, budgets, and related operational functions to meet programmatic goals.
Performs comprehensive analysis of future needs and statistical analysis to access progress towards goals and objectives associated with the assigned administrative functions; provides professional administrative services.
Support strategic planning initiatives for capital improvement projects, assists in preparing long-range development plan, assists with long range and strategic issues involving regional and inter-jurisdictional matters
Maintains capital asset documentation
May oversee the preparation, processing, and balancing of the department’s time cards for payroll by using the computer, computer records, leave and time records, following departmental policies and procedures in order to ensure that the department’s payroll is accurate and timely.
Formulates and implements administrative policies and procedures as approved; assists in formulating department wide policy and procedures
May coordinate construction and renovations with general services, architect, and/or building contractors
May oversee facilities design, operation and maintenance
Attends meetings as requested, prepares agendas, and takes minutes.
Consults with department director to determine departmental/program goals and objectives; analyzes, researches, extracts, and summarizes, information regarding recycle services.
Prepares complex, routine and non-routine reports; receives, sorts, and summarizes material for the preparation of reports; prepares work reports. Assist in preparation of a departmental business plan and oversees the collection and progression of departmental key performance indicators.
Completes special projects as assigned by supervisor in support of department goals.
Assists in the formulation of the budget, including: preparing forms; typing, calculating, and coordinating completion of budget; maintaining/tracking budget accounts/records throughout year; balancing and reconciling budget; preparing quarterly financial reports; and processing invoices.
Receives and greets all visitors including vendors, clients, job candidates, customers and other visitors having business with department; assists, provides instructions or directs to other departments if appropriate.
Provides telephone reception services to the general public and/or staff; assists callers or routes to appropriate staff.
Performs basic office and clerical duties such as making copies, sending and receiving faxes; distributing faxes to appropriate staff/department, and obtaining signatures on documents as needed.
Enters various data/information into database(s) related to department functions or activities; updates database(s) as needed.
Formats and types letters, memos, forms, labels, agendas, notices, reports, or other correspondence and proofs correspondence and related documents of staff.
Organizes and maintains various filing systems and manuals.
Generates purchase orders, to include: preparing requisitions and invoices; requesting forms for vendors; coordinating orders; receiving and reconciling shipments with purchase orders; ordering and maintaining supplies; maintaining vendor files; coordinating equipment maintenance and repairs; and copying, sorting and/or filing information.
Coordinates and schedules appointments, meetings, or reservations at the request of staff; prepares the location, photocopies materials and prepares agendas.
Maintains inventory of department supplies.
Operates and performs routine maintenance of general office machines such as copiers, facsimile machines, and telephone systems.
Present projects and purchases to city council, board or other meetings as needed.
Oversee and create Public Works volunteer and community outreach opportunities within the school system, public library, etc.
Collaborate with team members to collaborate on various projects and reports. Work together to gather data and information to form presentations and reports. Education and Experience:
Any combination of education and experience equivalent to a Bachelor’s Degree in public administration, business administration, accounting or related field, and 2-years of analytical/professional administrative management experience in an organization overseeing multiple major administrative functions and experience with contracts and agreements associated with capital projects, capital maintenance contracts and annual maintenance contracts; supervisory experience at a professional level
Prefer administrative analysis experience in an environment of similar size to the department of assignment. Prefer supervisory experience overseeing multiple major administrative functions similar to department of assignment.
Licenses and Certifications:(depending upon assignment)
FEMA/NIMS 100,300,400,700,800
State of Alabama Notary Public-desirableIMPORTANT JOB FUNCTIONS:
Performs other related duties as assigned.
MATERIAL AND EQUIPMENT USED:
General office equipment
Maintains financial and statistical records for the department; assists in compiling, computing, and preparing divisional budgets; obtains price quotes and prepares purchase requisitions; codes invoices for posting and submits for payment; maintains records for purchase requisitions, purchase orders, and deliveries received; reviews expenditure reports for accuracy and submits corrections when needed; prepares and reviews invoices and billings; prepares letters for ordinance violations; receives and processes payments for recycle services.
Manages the purchasing (bid process, purchase contracts, purchase orders) of equipment and supplies and the procurement of services within the department. Coordinates the solicitation and review of bid proposals, reviews bid specification for adherence to city policies, state laws and standards, maintains files and records on bids, and contracts
Supervises departmental contract administration; composes a variety of documents, legal pleadings, technical and statistical reports, where format and presentation is of the utmost importance; collaborate with appropriate staff in Finance and Budget departments as required.
Advises others on policy and procedures related to personnel, budgets, and related operational functions to meet programmatic goals.
Performs comprehensive analysis of future needs and statistical analysis to access progress towards goals and objectives associated with the assigned administrative functions; provides professional administrative services.
Support strategic planning initiatives for capital improvement projects, assists in preparing long-range development plan, assists with long range and strategic issues involving regional and inter-jurisdictional matters
Maintains capital asset documentation
May oversee the preparation, processing, and balancing of the department’s time cards for payroll by using the computer, computer records, leave and time records, following departmental policies and procedures in order to ensure that the department’s payroll is accurate and timely.
Formulates and implements administrative policies and procedures as approved; assists in formulating department wide policy and procedures
May coordinate construction and renovations with general services, architect, and/or building contractors
May oversee facilities design, operation and maintenance
Attends meetings as requested, prepares agendas, and takes minutes.
Consults with department director to determine departmental/program goals and objectives; analyzes, researches, extracts, and summarizes, information regarding recycle services.
Prepares complex, routine and non-routine reports; receives, sorts, and summarizes material for the preparation of reports; prepares work reports. Assist in preparation of a departmental business plan and oversees the collection and progression of departmental key performance indicators.
Completes special projects as assigned by supervisor in support of department goals.
Assists in the formulation of the budget, including: preparing forms; typing, calculating, and coordinating completion of budget; maintaining/tracking budget accounts/records throughout year; balancing and reconciling budget; preparing quarterly financial reports; and processing invoices.
Receives and greets all visitors including vendors, clients, job candidates, customers and other visitors having business with department; assists, provides instructions or directs to other departments if appropriate.
Provides telephone reception services to the general public and/or staff; assists callers or routes to appropriate staff.
Performs basic office and clerical duties such as making copies, sending and receiving faxes; distributing faxes to appropriate staff/department, and obtaining signatures on documents as needed.
Enters various data/information into database(s) related to department functions or activities; updates database(s) as needed.
Formats and types letters, memos, forms, labels, agendas, notices, reports, or other correspondence and proofs correspondence and related documents of staff.
Organizes and maintains various filing systems and manuals.
Generates purchase orders, to include: preparing requisitions and invoices; requesting forms for vendors; coordinating orders; receiving and reconciling shipments with purchase orders; ordering and maintaining supplies; maintaining vendor files; coordinating equipment maintenance and repairs; and copying, sorting and/or filing information.
Coordinates and schedules appointments, meetings, or reservations at the request of staff; prepares the location, photocopies materials and prepares agendas.
Maintains inventory of department supplies.
Operates and performs routine maintenance of general office machines such as copiers, facsimile machines, and telephone systems.
Present projects and purchases to city council, board or other meetings as needed.
Oversee and create Public Works volunteer and community outreach opportunities within the school system, public library, etc.
Collaborate with team members to collaborate on various projects and reports. Work together to gather data and information to form presentations and reports. Education and Experience:
Any combination of education and experience equivalent to a Bachelor’s Degree in public administration, business administration, accounting or related field, and 2-years of analytical/professional administrative management experience in an organization overseeing multiple major administrative functions and experience with contracts and agreements associated with capital projects, capital maintenance contracts and annual maintenance contracts; supervisory experience at a professional level
Prefer administrative analysis experience in an environment of similar size to the department of assignment. Prefer supervisory experience overseeing multiple major administrative functions similar to department of assignment.
Licenses and Certifications:(depending upon assignment)
FEMA/NIMS 100,300,400,700,800
State of Alabama Notary Public-desirableIMPORTANT JOB FUNCTIONS:
Performs other related duties as assigned.
MATERIAL AND EQUIPMENT USED:
General office equipment
Salary : $52,185 - $75,212
