SENIOR ADMINISTRATIVE ANALYST
Under direction of a Division Manager or Department Director, provides varied, complex and confidential management and operational analysis in support of a department, division or program(s); oversees and administers a variety of projects, grants and contracts; conducts staffing, procedural, organizational and budgetary studies and recommends modifications to increase effectiveness and efficiency; may audit, analyze and verify fiscal records and reports, prepares financial and statistical reports, provides technical advice and/or supervision to staff, other departments, the public and other agencies, and performs related work as required.
This is the advanced journey-level class in this professional administrative support series. Incumbents provide a professional-level resource for organizational, managerial and operational analyses and studies. Supervision of staff or consultants may be required on a project basis. It is distinguished from the Administrative Analyst in that it oversees and manages assigned program(s) performing the full spectrum of essential duties including include developing and implementing policies and procedures for the following programmatic functions: budget development, financial administration and reporting, expenditure monitoring, grant funds disbursement, purchasing, contract administration, management analysis, automation and program evaluation. This class is distinguished from other administrative support classifications by its size, range, complexity and scope of the responsibilities, including the oversight of programmatic functions in addition to administrative responsibilities.
Examples of Key Duties: (Duties are illustrative and not inclusive and may vary with individual assignment.)
- Oversees and ensures that the administrative functions of the organizational unit or program(s) which assigned are effectively carried out; this may include analysis, reconciliation, report preparation, and account/program monitoring.
- Conducts special research projects, including gathering, compiling and analyzing information; provides alternatives and makes recommendations on courses of action.
- Prepares complex reports, manuals, bid proposals, requests for proposals and other documents for special projects, programs and research; gives presentations on findings.
- Answers questions and assists in resolving problems requiring professional advice.
- Compiles information and maintains complex databases for tracking information for reporting purposes.
- Prepares and administers contracts for projects and programs including determining sources and vendors, coordinating activities and tracking expenditures.
- Prepares grant proposals and monitors grant activities ensuring compliance with stipulations and reporting requirements.
- Represents the City/Department/Program on various boards and committees; attends meetings ensuring the City/Department/Program’s views are represented.
- Assists in preparing budgets by coordinating and compiling data, researching past expenditures, projecting expenditures for the following year and making budget recommendations.
- Represents the City, the department and/or a program area in meetings and maintains liaison with a variety of public agencies and community groups and organizations.
- Performs other duties of a similar nature or level.
Education and Experience:
Graduation from a four-year college or university with major coursework in business administration, public administration, public policy or a field related to the area of assignment and four years of experience in providing professional-level administrative or operational support in a staff capacity, conducting operational research and assisting with the budgeting process; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job as listed above. Experience in a public agency setting is desirable.
Must possess and maintain a valid California class C driver’s license and a satisfactory driving record.
Physical Requirements and Working Conditions:
Must possess mobility to work in a standard office setting and to use standard office equipment, including a computer, and to attend meetings at various sites within and away from the City; strength to lift and carry materials weighing up to 10 pounds; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone.
Knowledge of: (at entry)
- Operational, budgeting, staffing, policy and procedure or similar research methodology;
- Theories, operational practices and principles in area of assignment;
- Public sector budgeting principles and practices;
- Applicable laws, rules, ordinances and regulations; which may include generally accepted accounting practices and principles and fund or governmental accounting practices and principles;
- Principles and practices of project oversight;
- Basic supervisory principles and practices;
- Auditing practices and principles;
- Computer applications related to the work; and
- Techniques for effectively representing the City, including making effective public presentations and dealing with a variety of individuals from various socio-economic, cultural and ethnic backgrounds, in person and over the telephone.
Skill in: (at entry)
- Compiling and analyzing complex research, budgetary and operational data;
- Maintaining accurate records and preparing clear and accurate reports for informational, auditing and operational use;
- Reconciling accounts, records, reports and journals;
- Preparing and administering contracts;
- Preparing, administering and monitoring operational and capital improvement budgets;
- Preparing complex narrative and statistical reports, correspondence, policies and procedures and other written materials;
- Applying theories, principles and practices in the area of assignment;
- Interpreting, applying and explaining complex laws, codes, regulations and ordinances;
- Reviewing and verifying accuracy of data;
- Organizing own work, setting priorities and meeting critical deadlines Managing multiple tasks, often with competing deadlines;
- Handling difficult situations appropriately;
- Using sound, independent judgment within established policy and procedural guidelines;
- Making effective presentations to individuals and groups; and
- Communicating effectively with co-workers, subordinates, superiors, the general public, representatives of public and private organizations and others sufficient to exchange or convey information.