TCTC ADMINISTRATIVE ANALYST I/II

Description

SUPERVISION RECEIVED AND EXERCISED

Administrative Analyst I/II: 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

Administrative Analyst I:

This is the entry level class in the Administrative Analyst series. Initially under close supervision, incumbents with basic professional administrative support 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.

Administrative Analyst II:

This is the fully competent class in the Administrative Analyst series. Incumbents develop and implement policies and procedures for a variety of projects and programs within an assigned department, including budget administration, contract administration, management analysis, and program evaluation. Incumbents support the work of departmental management staff by conducting day-to-day administrative support activities and by providing a professional-level resource for organizational, managerial, and operational analyses and studies. Incumbents are expected to have specific knowledge of program and functional areas of TCTC/TCTA Office and Board and perform grant and contract administration. The work has technical and programmatic aspects requiring the interpretation and application of policies, procedures, and regulations and may involve frequent contact with the public. Positions at this level are distinguished from the I level by the performance of the full range of duties as assigned, working independently, and exercising a higher level of judgment and initiative. This class is distinguished from the Senior Administrative Analyst in that the latter may be responsible for technical and functional supervision of lower-level administrative support staff and is capable of performing the most complex duties assigned to the department.

Examples of Duties

(Illustrative Only)

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.

• Conducts a variety of analytical and operational studies regarding departmental and programmatic activities; 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.
• 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.
• Performs a variety of duties in the formation and implementation of grant management; assists with the research, development and implementation of the more complex grants.
• Assists in developing goals, objectives, policies, procedures, work standards, and administrative control systems for the department to which assigned.
• Participates in the development and administration of departmental budgets; monitors revenues and expenditures; identifies and recommends resolutions for budgetary problems.
• 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.
• 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.
• May assist in the development and reporting of alternate funding sources and ensures compliance with Federal, State, County, and funding agency and accounting and reporting requirements and applicable laws, regulations, and professional accounting practices.
• Makes presentations to the Board; participates on a variety of interdisciplinary committees and commissions and represents TCTC/TCTA to a variety of community and stakeholder groups, the public, representatives of governmental agencies, and professional and business organizations.
• Coordinates department, projects and programs with other government agencies, civic and community organizations, professionals, consultants, committees and others as appropriate.
• 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.
• Assists with, coordinates, and organizes community events; represents TCTC/TCTA to residents in explaining policies; provides outreach and public education programs to the community.
• Performs related work as required.

Minimum Qualifications

KNOWLEDGE OF:

• Principles and practices of business and public administration as applied to the operational unit and program administration.
• Basic principles, practices, and procedures of funding sources and grant funds disbursement.
• Project and/or program management, analytical processes, and report preparation techniques; 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.
• Research and reporting methods, techniques, and procedures; statistical analyses and various methods of presentation of data and recommendations.
• Record keeping principles and procedures.
• Sources of information related to a broad range of county programs, services, and administration.
• Public relations techniques.
• Modern office practices, methods, and computer equipment and applications related to the work.
• English usage, grammar, spelling, vocabulary, and punctuation.
• Techniques for effectively representing TCTC/TCTA 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 staff.

Administrative Analyst II: (In addition to the above)

• Administrative principles and methods, including goal setting, planning, program and budget development and implementation.
• Principles and practices of grant and contract administration and evaluation, public agency budget development and administration, and sound financial management policies and procedures.
• Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
• Recent and on-going developments, current literature, and sources of information related to the operations of the assigned division.

• 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.
• Interpret budgetary and financial statements.
• Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
• 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.

Administrative Analyst II: (In addition to the above)

• Devise methods and procedures for obtaining a variety of data.
• Analyze data and draw logical conclusions including preparing, analyzing and reconciling fiscal records, reports and recommendations.
• Develop, implement and interpret goals, objectives, policies, procedures and work standards for the department.
• Perform professional administrative and analytical work and interpret, summarize, and recognize the implications of complex documents.
• Gain cooperation through discussion and persuasion.
• Interpret, apply, explain, and ensure compliance with applicable Federal, State, and local policies, procedures, laws, and regulations.
• Effectively represent TCTC/TCTA in meetings with governmental agencies, community groups, and various businesses, professional, and regulatory organizations, and in meetings with individuals.

Any combination of training that would provide, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Administrative Analyst I: One (1) year of responsible administrative, budget, or analytical experience.

Administrative Analyst II: Two (2) years of professional experience performing administrative, budget, or management functions, preferably in the public sector, or one (1) year of experience equivalent to Administrative Analyst I with TCTC/TCTA.

LICENSES AND CERTIFICATES:

• Possession of, or ability to obtain, a valid California Driver’s License by time of appointment.

Supplemental Information

Technical/Hard Skills: job related competencies required to perform the work successfully

• MS Office (Word, Excel, Outlook)
• Data Analysis
• Plan/Program Development
• research
• Writing
• Time Management

• Self-Directed
• Innovative
• Problem-Solver
• Organized
• Strategic Thinking
• Excellent Communicator
• Team Oriented/Collaborative

• Competitive interview process
• Multiple interview panelists (3-5)
• Questions to identify the above skills

• 12 paid holidays
• 200 – 300 hours of Personal Time Off
• 17 paid Personal Flex Days (prorated based on start date)

• $1,100 towards single benefits
• $1,669 towards employee one dependent
• $2,119 towards family benefits
• $150/$550 if you opt out of health insurance due to being covered under another qualifying plan.

• Available Medical Plans: Anthem Blue Cross CARE PPO, Anthem Blue Cross CHOICE PPO, and Kaiser for those within their service area. Law Enforcement Anthem Blue Cross plan available for specific positions. Tuolumne County is not within the Kaiser service area.
• Dental Plan: Delta Dental
• Vision: VSP Vision Care
• Life Insurance: $200,000 optional life insurance plan for purchase
• Accidental Death & Dismemberment Insurance: $200,000
• Short-Term Disability
• Retirement: CalPERS and Social Security
• Retirement: Deferred Compensation (457b) County match of 7% after completion of the probationary period.
• Longevity/Retention pay:
  • 5 years = 2.5%
  • 10 years = 5%
  • 15 years = 10%
  • 20 years = 15%
  • 25 years = 20%
• Education Incentive Pay: 2.5% for bachelors, 5% for master’s degree. Pay is awarded if degree is not a minimum qualification of the position.
• Law Enforcement Education Incentive Pay: 5% for bachelors, 5% masters
• POST Certificate Pay: Intermediate 3%, Advanced 7%, Supervisor 2.5%, Management 2.5%
• Education/POST Certificate Pay Maximum = 20%
• Probation: 26 completed pay periods

• Long-Term Disability
• Life Insurance
• Accident Insurance
• Critical Illness Insurance

• Gym Membership for approved gyms
• Credit Unions
• California 529 College Savings Program
• Propane Discounts
• Verizon & AT&T Wireless Discounts
• Employee Assistance Program (EAP)

• Employee 3.5% down payment and 2% closing cost assistance
• Student loan forgiveness
• Educational assistance program