What are the responsibilities and job description for the Administrative Analyst I position at Seaside California?
Description
RESUMES WILL NOT BE ACCEPTED IN LIEU OF AN APPLICATION
Must Apply Online At:
http://agency.governmentjobs.com/seaside/default.cfm?promotionaljobs=1
SPECIAL INFORMATION: Deadline may be extended at the discretion of the City.
NOTE: This is a limited-term, unclassified exempt and at-will position that will be funded through the life of the Prop 47 Grant through the Board of State and Community Corrections (BSCC). This position will oversee grant management throughout the grant's four-year life cycle and will be funded through December 2028. The supervision of this position will fall under the Recreation Director and will be designated and follow the Unclassified Position plan.
EQUAL OPPORTUNITY EMPLOYER: The City of Seaside provides outstanding services to the public and is deeply committed to a community and workforce that is inclusive, equitable, and diverse. We welcome and encourage applications from all qualified applicants, including underrepresented minorities that contribute to the diversification and enrichment of ideas and perspectives. The City of Seaside does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, marital status, or based on an individual’s status in any group of class protected by applicable federal, state or local law.
Under general supervision or direction, provides administrative, budgetary, grant, and work-flow support to assigned departmental projects and programs; analyzes programmatic practices and procedures and makes recommendations for organizational, operational, policy, and procedural improvements; conducts needs analysis, feasibility studies, and evaluations for assigned projects and programs; develops, summarizes, and maintains administrative and fiscal records; fosters cooperative working relationships among City departments and acts as liaison with various community, public, and regulatory agencies; and performs related work as required.
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision or direction from assigned supervisory or management personnel. Exercises no direct supervision over staff. May provide technical and functional direction to lower-level staff.
Class Characteristics
This is the entry-level class in the Administrative Analyst series. Initially under close supervision, incumbents with basic professional administrative support experience perform analytical and technical work within an assigned department. As experience is gained, assignments become more varied and are performed with greater independence. Positions at this level usually perform most of the duties required of the positions at the II level, but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise. Since this class is often used as a training class, employees may have only limited or no directly related work experience.
Examples of Duties
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.
- Assists in developing goals, objectives, policies, procedures, work standards, and administrative control systems for the department to which assigned.
- Participates in and oversees the development and administration of departmental budgets; monitors revenues and expenditures; identifies and recommends resolutions for budgetary problems.
- Coordinates and performs professional-level administrative and programmatic work in such areas as budget development, financial administration and reporting, grants, purchasing, database management, contract administration, management analysis, public information, and program evaluation.
- Plans, oversees, and administers highly complex department-specific programs and projects; develops and manages program budgets, including revenue projections, multi-year cash flow analysis, cost containment, and grant funds disbursement; directs all aspects of assigned programs, including legal and regulatory compliance to avoid substantial fines; receives, reviews, and organizes program applications; ensures that awards stay within funding limits; participates on various committees and may present committee recommendations to the City Council; sends award letters to program applicants; represents the City to applicants.
- Serves as a liaison to employees, public, and private organizations, community groups, and other organizations; provides information and assistance to the public regarding the assigned programs and services; receives and responds to complaints and questions relating to assigned area of responsibility; reviews problems and recommends corrective actions.
- Participates in the development and implementation of new or revised programs, systems, procedures, and methods of operation; compiles and analyzes data and makes recommendations regarding staffing, equipment, and facility needs.
- Conducts a variety of analytical and operational studies regarding departmental and programmatic activities, including complex financial, budget, personnel, operational, or administrative issues or questions; evaluates alternatives, makes recommendations, and assists with the implementation of procedural, administrative, and/or operational changes after approval; prepares comprehensive technical records and reports, identifies alternatives, and makes and justifies recommendations.
- Assists with and coordinates and organizes community events; represents City to residents in explaining City policies; provides outreach and public education programs to the community.
- Participates on a variety of interdisciplinary committees and commissions and represents the City to a variety of community and stakeholder groups.
- May assist in the development and reporting of alternate funding sources and ensures compliance with Federal, State, City, and funding agency and City accounting and reporting requirements and applicable laws, regulations, and professional accounting practices.
- Prepares and submits City Council agenda reports and various other commission, committee, and staff reports, resolutions, ordinances, and correspondence regarding assigned activities.
- Confers with other management staff regarding provision of administrative and support services, including contracts, agreements, and grant reporting.
- Maintains accurate records and files; develops storage of records and retention schedules.
- Communicates orally, in writing, or through graphic representations and statistical summaries with colleagues, managers, employees, the public, organized employee groups and representatives of various organizations.
- Performs other duties as assigned.
Typical Qualifications
Knowledge of:
- Principles and practices of municipal management and government.
- Basic principles, practices, and procedures of funding sources and grant funds disbursement.
- Project and/or program management, analytical processes, and report preparation techniques; municipal programs such as, but not limited to, purchasing, finance, budgeting, and other related governmental programs.
- Organizational and management practices as applied to the analysis, evaluation, development, and implementation of programs, policies, and procedures.
- Basic principles and practices of public administration as applied to operational unit and program administration.
- Research and reporting methods, techniques, and procedures.
- Sources of information related to a broad range of municipal programs, services, and administration.
- Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
- Public relations techniques.
- Principles and practices of contract administration and evaluation; and public agency budget development and administration, and sound financial management policies and procedures.
- Recent and on-going developments, current literature, and sources of information related to the operations of the assigned division.
- Record keeping principles and procedures.
- Modern office practices, methods, and computer equipment and applications related to the work.
- English usage, grammar, spelling, vocabulary, and punctuation.
- Techniques for effectively representing the City in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
- Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
- Assist in the development of goals, objectives, policies, procedures, and work standards for the department.
- Coordinate and oversee programmatic administrative, budgeting, and fiscal reporting activities.
- Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative.
- Plan and conduct effective management, administrative, and operational studies.
- Plan, organize, and carry out assignments from management staff with minimal direction.
- Conduct research on a wide variety of administrative topics including grant funding, contract feasibility, budget and staffing proposals, and operational alternatives.
- Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner.
- Evaluate and develop improvements in operations, procedures, policies, or methods.
- Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
- Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
- Interpret, apply, explain, and ensure compliance with applicable Federal, State, and local policies, procedures, laws, and regulations.
- Effectively represent the department and the City in meetings with governmental agencies, community groups, and various businesses, professional, and regulatory organizations, and in meetings with individuals.
- Establish and maintain a variety of filing, record keeping, and tracking systems.
- Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
- Operate and maintain modern office equipment, including computer equipment and specialized software applications programs.
- Use English effectively to communicate in person, over the telephone, and in writing.
- Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations.
- Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Supplemental Information
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
Equivalent to graduation from an accredited four-year college or university with major coursework in accounting, finance, business or public administration, or a closely related field and one (1) year of responsible administrative experience in municipal government.
Licenses and Certifications:Equivalent to graduation from an accredited four-year college or university with major coursework in accounting, finance, business or public administration, or a closely related field and one (1) year of responsible administrative experience in municipal government.
- Possession of, or ability to obtain, a valid California Driver’s License by time of appointment.
Physical Demands
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various City and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.
Environmental ElementsEmployees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.
DISASTER SERVICE WORKERS
All City of Seaside employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. 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.
EMPLOYMENT INFORMATION:
APPLICATION PROCESS: A completed City application form and resume are required for this position. Applications must be complete and clearly demonstrate that the minimum qualifications are met. Incomplete applications will be rejected. All statements made on the application are subject to investigation and verification. False statements will be cause for disqualification, or discharge from employment. The standards as stated on the front of this job announcement represent only the minimum required to file an application. Meeting the listed standards does not guarantee that a candidate will be invited for an examination as the Human Resources Department reserves the right to limit the number of candidates to the most qualified for the position as determined by Human Resources.
TESTING PROCESS: The testing process for this position may include review of the application and supplemental questionnaire, a written exam, an interview panel, a final selection interview.
REASONABLE ACCOMMODATION: The Human Resources Department will make reasonable efforts in the examination process to accommodate qualified individuals with mental and physical disabilities, and/or medical conditions in accordance/compliance with the State Fair Employment Housing Act (FEHA) and Federal Americans with Disability Act (ADA) of 1990. To request reasonable accommodation, you must notify the Human Resource Representative listed on this bulletin as soon as possible and before the last day to file, in order to make the necessary arrangements during each step of the examination process.
LOYALTY OATH OR AFFIRMATION: All City employees are required to sign a loyalty oath and affirmation prior to actual employment.
PROBATIONARY PERIOD: All City employees are required to serve a one year probationary period.
EQUAL OPPORTUNITY: The City of Seaside does not discriminate on the basis of race, creed, color, age, religion, gender, sex, gender identity or expression, marital status, status with regard to public assistance, national origin, physical or mental disability, pregnancy, covered medical condition, sexual orientation, military or veteran's status, or any other basis protected by federal, state, or local law in its employment actions, decisions, policies or practices. Reasonable accommodation in the application, testing and selection process will be made upon request of disabled applicants.
IMMIGRATION REFORM & CONTROL ACT 1986: In compliance with the Immigration Reform & Control Act 1986, all new employees must verify identity and entitlement to work in the United States by providing required documentation.
PHYSICAL REQUIREMENTS: Applicants must be in satisfactory health and free from disabling defect which would preclude satisfactory performance in the job for which applied.
EMPLOYEE BENEFITS:
The City of Seaside offers a comprehensive benefit package including vacation, holiday, and sick leave as well as medical, dental, vision, life and long-term disability insurance.
Special Pay:
1. Longevity Pay Program: A 2.5% salary increase will be provided after 10 years of service with the City of Seaside.
2. Spanish Bilingual Pay Program: Upon successfully passing a foreign language test, designated employees can earn up a 2.5% salary adjustment for using Spanish in the course of their work.
Health and Welfare Benefits:
1. Blue Shield PPO Medical Insurance Plan:
5. Life Insurance: 2xs Annual Salary (City paid).
Retirement Benefits:
California Public Employees' Retirement System: The plan you are enrolled in is based on the Public Employees Pension Reform Act of 2013 (PEPRA).
1. "Classic" PERS Members:
Paid Time Off:
1. Vacation Time: Employees earn between 10 and 22 days of vacation annually depending on years of service.
2. Sick Leave: Employees accrue 8 hours of sick leave per month.
3. Holidays: The City recognizes 13 paid holidays annually. Floating Holiday: Each calendar year, employees shall receive one floating holiday (8 hours) that has no cash value and must be used on or before December 31st of each year.
4. Management Leave: Management employees shall earn 40 hours of management leave per calendar year. Initial Acrrual: For newly hired employees, the initial management leave bank shall be prorated according the MOU schedule.
5. Administrative Leave: Employees shall earn 40 hours per calendar year. Initial Acrrual: For newly hired employees, the initial management leave bank shall be prorated according the MOU schedule.
6. Continuing Education and Professional Growth: Reimbursement for tuition is capped at $3,000 per fiscal year depending on course level.
TESTING PROCESS: The testing process for this position may include review of the application and supplemental questionnaire, a written exam, an interview panel, a final selection interview.
REASONABLE ACCOMMODATION: The Human Resources Department will make reasonable efforts in the examination process to accommodate qualified individuals with mental and physical disabilities, and/or medical conditions in accordance/compliance with the State Fair Employment Housing Act (FEHA) and Federal Americans with Disability Act (ADA) of 1990. To request reasonable accommodation, you must notify the Human Resource Representative listed on this bulletin as soon as possible and before the last day to file, in order to make the necessary arrangements during each step of the examination process.
LOYALTY OATH OR AFFIRMATION: All City employees are required to sign a loyalty oath and affirmation prior to actual employment.
PROBATIONARY PERIOD: All City employees are required to serve a one year probationary period.
EQUAL OPPORTUNITY: The City of Seaside does not discriminate on the basis of race, creed, color, age, religion, gender, sex, gender identity or expression, marital status, status with regard to public assistance, national origin, physical or mental disability, pregnancy, covered medical condition, sexual orientation, military or veteran's status, or any other basis protected by federal, state, or local law in its employment actions, decisions, policies or practices. Reasonable accommodation in the application, testing and selection process will be made upon request of disabled applicants.
IMMIGRATION REFORM & CONTROL ACT 1986: In compliance with the Immigration Reform & Control Act 1986, all new employees must verify identity and entitlement to work in the United States by providing required documentation.
PHYSICAL REQUIREMENTS: Applicants must be in satisfactory health and free from disabling defect which would preclude satisfactory performance in the job for which applied.
EMPLOYEE BENEFITS:
The City of Seaside offers a comprehensive benefit package including vacation, holiday, and sick leave as well as medical, dental, vision, life and long-term disability insurance.
Special Pay:
1. Longevity Pay Program: A 2.5% salary increase will be provided after 10 years of service with the City of Seaside.
2. Spanish Bilingual Pay Program: Upon successfully passing a foreign language test, designated employees can earn up a 2.5% salary adjustment for using Spanish in the course of their work.
Health and Welfare Benefits:
1. Blue Shield PPO Medical Insurance Plan:
- Three plan levels available
- Calendar Year Deductible (waived for preventive services): $50 per person;
- Co-Payment for Preventive, Basic, and Major Services using Plan Provider: 20%;
- Co-Payment for Orthodontic using Plan Provider: 50%;
- Annual Limit for Preventive, Basic, and Major Services: $1,500;
- Lifetime Limit for Orthodontic Services: $1,500
- Co-Payment for Annual Exams (with Plan Provider): $10
- Co-Payment for Bi-Annual Lenses & Frames: $25
- Maximum Benefit for lenses, frames, and contact lenses: $130
5. Life Insurance: 2xs Annual Salary (City paid).
Retirement Benefits:
California Public Employees' Retirement System: The plan you are enrolled in is based on the Public Employees Pension Reform Act of 2013 (PEPRA).
1. "Classic" PERS Members:
- Plan: 2% @ 55
- Employee Contribution Rate: 7% (Pre-Tax)
- Retirement based on single highest year
- Plan: 2% @ 62
- Employee Contribution: 6.25% (may be adjusted annually - required to be 50% of Normal Cost as determined by CalPERS)
Paid Time Off:
1. Vacation Time: Employees earn between 10 and 22 days of vacation annually depending on years of service.
2. Sick Leave: Employees accrue 8 hours of sick leave per month.
3. Holidays: The City recognizes 13 paid holidays annually. Floating Holiday: Each calendar year, employees shall receive one floating holiday (8 hours) that has no cash value and must be used on or before December 31st of each year.
4. Management Leave: Management employees shall earn 40 hours of management leave per calendar year. Initial Acrrual: For newly hired employees, the initial management leave bank shall be prorated according the MOU schedule.
5. Administrative Leave: Employees shall earn 40 hours per calendar year. Initial Acrrual: For newly hired employees, the initial management leave bank shall be prorated according the MOU schedule.
6. Continuing Education and Professional Growth: Reimbursement for tuition is capped at $3,000 per fiscal year depending on course level.
Salary : $3,000
