City of Fullerton Class Specification OCTOBER 2024
Administrative Analyst Series
City of Fullerton Class Specification July 2003
ADMINISTRATIVE ANALYST SERIES
Definition:
Under varying levels of supervision assists in the operation of a variety of activities within an assigned department or major program; manages projects; analyzes data; prepares reports and makes recommendations; provides a wide variety of administrative assistance to management and performs related work as required.
Class Titles
Administrative Analyst I
Administrative Analyst II
Senior Administrative Analyst
Essential Duties and Responsibilities:
The following responsibilities and essential duties are performed on a frequent and recurring basis by an incumbent. These are not to be construed as exclusive or all- inclusive. Other duties may be required and assigned.
The responsibilities and essential duties performed on a frequent and recurring basis by an incumbent in this series include the following:
Researches, compiles, and organizes and interprets data for management review.
Conducts surveys and performs research and statistical analyses.
Analyzes administrative and operational problems and recommends adjustments.
Reviews and evaluates forms and manuals and recommends changes.
Composes and issues correspondence and prepares a variety of reports independently.
Coordinates services and activities with other City departments/divisions and with outside agencies and organizations.
Interacts with City personnel, the public and representatives of other agencies in the review, analysis, adjustment and implementation of City programs and policies.
Administers or assists in administering service contracts.
Prepares or Aassists in preparing and monitoring athe department budget , monitors the budget and expenditure of funds and approves expenditures as appropriate.
Administrative Analyst Series
October 2024
Analyzes applicable federal, state and local legislation, regulations and codes and prepares reports concerning the potential impact of same.
Receives and responds to citizen and vendor related inquiries and concerns.
Makes oral and written presentations.
Reviews the minutes of citizen commissions and summarizes the highlights for review by management.
Participates inConducts a variety of meetings, may provide staff assistance to commissions or other groups and serves as a departmental or City representative at meetings as assigned.
Conducts on-site inspections of project/program work depending on area assigned.
Monitors the work of assigned staff and provides direction as needed.
Prepares or coordinates the preparation of grant applications and conducts the administrative action necessary to implement grants when received.
Develops training seminars and programs and may serve as an instructor or facilitator for same.
Operates a personal computer and uses applicable software.
Drives a vehicle on City business depending on area assigned.
Other Duties and Responsibilities:
Performs other projects/tasks as assigned.
Conducts tours of City facilities.
Lifts and carries boxes of files and records weighing 30 pounds or less.
Class Characteristics:
Administrative Analyst I is a n multi-incumbent entry level class associated with the less complex assignments and/or projectsused fo r the purposes of recruiting and training in the general field of public administration. An incumbent may have limited experience and normally works under direct supervision. Administrative Analyst II is a multi- incumbent, trained, responsible class. Incumbents are experienced in and knowledgeable of general public administration and perform the more complex duties of the classification. They aa re assigned wider responsibilities and , greater operating independence and more difficult duties than an Administrative Analyst I and may serve as a lead to lower-level classifications . An Administrative Analyst II normally works under the general supervision of the department or a division head.
Administrative Analyst Series
October 2024
Positions in the Administrative Analyst class series are flexibly staffed; positions at the Administrative Analyst II level are normally filled by advancement from the Administrative Analyst I level. Progression to the Administrative Analyst II level is dependent on (a) the incumbent meeting the knowledge, skills and abilities for the classification including any licenses and certifications; (b) current performance rating of at least “Exceeds Expectation”; (c) at least one year of experience at an Administrative Analyst I level; and (d) City Manager approval for progression to the Administrative Analyst II level.
Senior Administrative Analyst is a multi-incumbent, confidential class. Incumbents are completely familiar with municipal organization, policies and procedures. Under limited supervision, Senior Administrative Analysts have complete responsibility for a broad range of assignments, perform special tasks and conduct programs on an independent basis, may participate in the collective bargaining process as a member of the City’s bargaining team and perform supervisory duties.
Bargaining Group: FMEF
Contacts and Relationships:
An Administrative Analyst I has the majority of their interaction within their own department, although some contact may be made with other City departments and the public. An Administrative Analyst II has wider contact including substantial interaction with other City departments, a wide scope of public contact and vendor contact. At the Senior Administrative Analyst level, interaction increases to include the City Manager, department heads and representatives of public and private agencies.
Qualification Guidelines:
The following generally describes the knowledge and ability required to enter the job and/or be learned within a reasonable period of time in order to successfully perform the assigned duties: The knowledge and abilities which are required to perform the duties and responsibilities of this series are as follows:
Administrative Analyst I
-
Knowledge of:
Principles and practices of public administration and , business organizationon and management.
Techniques and methods of administrative analysis and research.
Mathematical principles.
Methods of making oral and written presentations.
Business letter and report writing and business math.
English usage, syntax, spelling, grammar, vocabulary and punctuation.
Administrative Analyst Series
October 2024
Modern equipment and communication tools used for business functions and program, project, and task coordination, in cluding computers and software programs relevant to work performed.
Computer applications as they relate to area assigned.
Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors and Agency staff.
Customer relations techniques.
AND
Administrative Analyst I - Ability to:
Conduct effective, responsible research and analysis.
Communicate effectively orally and in writing.
Prepare comprehensive reports and make oral presentations.
Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax; make oral presentations.
Use independent judgment and initiative.
Understand and carry out oral and written instructions.
Handle job stress and maintain composure in public settings.
Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Establish and maintain effective relationships with those contacted in the course of work.
Read at the level required for successful job performance.
Effectively use computer systems, software applications relevant to work performed and modern business equipment to perform a variety of work tasks.
Operate a personal computer and use applicable software.
Meet the public with courtesy and tact.
Administrative Analyst II - Knowledge of those items listed under “Knowledge of” for Administrative Analyst I plus the following:
In addition to those of the Administrative Analyst I
Knowledge Of
Municipal government structure.
Administrative Analyst Series
October 2024
Current trends in public administration.
Applicable federal, state and local laws, regulatory codes, ordinances and procedures related to area of assignment.
Basic principles and practices of budget administration and monitoring.
Principles of providing functional direction and training.
AND
Administrative Analyst II - Ability to do/perform those items listed under “Ability to” for Administrative Analyst I plus the following:
Ability to
Draw conclusions and make recommendations based on data.
Organize and conduct meetings.
Analyze and solve problems.
Independently organize work, set priorities, meet critical deadlines and follow-up on assignments.
Effectively provide staff leadership and work direction.
Education and Experience:
Any combination of training and experience, which would provide the required knowledge, skills and abilities is qualifying. A typical way to obtain the required qualifications would be:
Senior Administrative Analyst - Knowledge of those items listed under “Knowledge of” for Administrative Analyst I & II plus the following:
Advanced methods and techniques of analysis and research.
Municipal budget development.
Effective supervisory techniques.
Conflict resolution and negotiation techniques.
AND
Senior Administrative Analyst - Ability to do/perform those items listed under “Ability to” for Administrative Analyst I & II plus the following:
Administrative Analyst Series
October 2024
Conduct independent and professional research.
Develop and implement City-wide programs.
Negotiate with vendors.
Supervise, train and evaluate assigned staff.
A typical way to obtain the knowledge and abilities is as follows:
Education – All Classes in this Series:
A Bachelor’ss dDegree or equivalent from an accredited college or university in business administration, public administrationadministration, or a closely related field.
AND
Experience:
Administrative Analyst I: None
Administrative Analyst II: Two years of experience at a level equivalent to a City of Fullerton the Administrative
Analyst I level or equivalent in
a public sector
s e t t i n g .
Senior Administrative Analyst: Two years of experience at the Administrative Analyst II level or equivalent in a public
sector setting.
Special Requirements – All Classes in this Series:
Valid and appropriate California Driver’s License and acceptable driving record at time of appointment and throughout employment in this position. Employees in this classification will be enrolled in the Department of Moto r Vehicles Government Employer Pull Notice Program.
Must be able to work a flexible schedule to accommodate City needs.
California Government Code §3100 – 3109 requires that all public employees are to be declared disaster service workers and shall take and subscribe to the related oath or affirmation as required.
Special / Other Requirements – Senior Administrative Analyst:
The City of Fullerton’s Conflict of Interest Code requires that the Senior Administrative Analyst file financial disclosure statements in accordance with state and local laws.
Administrative Analyst Series
October 2024
A related graduate degree or completion of some graduate level course work is preferred but not required.
Physical Tasks and Working Conditions Include the Following:
Work is performed in an office environment and on-site at various locations depending on the assignment/project. Office work requires sitting for periods of time and the use of a computer keyboard and screen. When on-site, the incumbent may be exposed to the elements and vehicular traffic and may walk on slippery/uneven surfaces or slopes. The incumbent stands, kneels, bends, crouches, twists and may grasp, lift, carry, push, pull and drag boxes of files and records weighing 30 pounds or less and, depending on area assigned, driveassigned, drive a vehicle on City business. The incumbent must be able to meet the physical requirements of the class and have mobility, vision, hearing and dexterity levels appropriate to the duties to be performed.
Fair Labor Standards Act Designation:
Administrative Analyst I: Non- Eexempt.
Administrative Analyst II: Non-Exempt.
Senior Administrative Analyst: Exempt.
Class History:
Revised October 2024 including removal of Senior Administrative Analyst Revised July 2003
Revised August 1995