City of Fullerton Class Specification OCTOBER 2024
Senior Administrative Analyst
City of Fullerton Class Specification July 2003
SENIOR ADMINISTRATIVE ANALYST SERIES
Definition:
Under general directionvarying levels of supervision, assists in the operation of a variety of activities within an assigned department or major program; plans, organizes and manages complex projects; analyzes data; prepares reports and makes recommendations; provides a wide variety of professional, analytical and 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, organizes and interprets data for management review.
Analyzes and monitors the status and impacts of applicable federal, state and local legislation, regulations and codes and prepares report concerning the potential impact of same.
Analyzes administrative and operational problems and recommends adjustments.
Manages programs and projects as assigned; oversees program administration and operation; assists in the delivery and implementation of program strategies and process improvement.
Conducts surveys and performs research and statistical analyses on administrative, fiscal, personnel, and operational problems.
Reviews and evaluates forms and manuals and recommends changes.
Senior Administrative Analyst Series
October 2024
Composes and issues correspondence and prepares a variety of reports independently; may present reports to commissions, committees and boards.
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 and oversees or assists in administering service contracts.
Prepares and monitors aor assists in preparing the department budget, monitors the budget and expenditure of funds and approves expenditures as appropriate.
Analyzes legislation and prepares reports concerning the potential impact of same.
Receives and responds to citizen and vendor related inquiries and concerns.
Stays abreast of new trends and innovations in public administration and municipal operations.
Makes oral and written presentations.
Reviews the minutes of citizen commissions and summarizes the highlights for review by management.
Conducts 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.
Plans, assigns and oversees Monitors the work of assigned staff and provides training and direction as needed ; may conduct or contribute to employees’ performance evaluation.
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.
Senior Administrative Analyst Series
October 2024
Lifts and carries boxes of files and records weighing 30 pounds or less.
Class Characteristics:
Administrative Analyst I is a multi-incumbent entry level class used for 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 are assigned wider responsibilities, great operating independence and more difficult duties than an Administrative Analyst I. An Administrative Analyst II normally works under the general supervision of department or division head. Senior Administrative Analyst is a multi- incumbent, confidential class. Incumbents are completely familiar with municipal organization, policies and procedures. Senior Administrative Analyst is an advanced journey-level classification. Incumbents work under general direction and exercise a high level of discretion and independent judgment in performing a broad range of assignments and special tasks and conducting programs. A Senior Administrative Analyst may perform supervisory duties.
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: FMA
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 ti me 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, business organization and management, including goal setting and program development, implementation and evaluation.
Techniques and methods of administrative analysis and research.
Senior Administrative Analyst Series
October 2024
Principles and techniques of supervision and public sector labor relations related to the direction, evaluation and training of assigned staff.
Applicable federal, state and local laws, regulatory codes, ordinances and procedures related to area of assignment.
Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
Methods and techniques of contract negotiations and administration related to area assigned.
Municipal government structure.
Current trends in public administration.
Advanced methods and techniques of analysis and research including related mathematical principles.
Principles and practices of municipal budget development, administration and monitoring.
Business letter and report writing.
Conflict resolution and negotiation techniques.
Methods for of making oral and written presentations.
English usage, syntax, spelling, grammar, vocabulary and punctuation.
Computer applications as they relate to area assigned.
Customer relations techniques.Modern equipment and communication tools used for business functions and programs, project, and task coordination, including computers and software programs relevant to work performed.
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.
AND
Administrative Analyst I - Ability to:
Conduct a broad variety of complex administrative and budgetary analysis and prepare comprehensive and accurate reports.
Senior Administrative Analyst Series
October 2024
Analyze and solve problems.
Negotiate complex contracts and agreements as well as negotiate with vendors.
Organize and conduct meetings.
Conduct independent and professional research.
Develop and implement City-wide programs.
Supervise, organize, direct and coordinate the work of professional, technical and/or support personnel; assist in the selection of and training and evaluating assigned staff.
Understand, interpret, apply, explain and ensure compliance with all pertinent laws, codes, regulations, policies and procedures and standards relevant to work performed.
Organize and prioritize a variety of assignments, projects and tasks in an effective and timely manner; set priorities and meet critical time deadlines.
Understand and carry out a variety of complex instructions in a responsible manner.
Conduct effective, responsible research and analysis.
Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax; make oral presentations.
Read at the level required for successful job performance.
Communicate effectively orally and in writing.
Prepare comprehensive reports and make oral presentations.
Use independent judgment and initiative.
Establish and maintain effective relationships with those contacted in the course of work.
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.Use tact, initiative, prudence and independent judgment within general policy, procedural and legal guidelines.
Handle job stress and maintain composure in public settings; think clearly, logically and rationally under pressure.
Senior Administrative Analyst Series
October 2024
Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Administrative Analyst II - Knowledge of those items listed under “Knowledge of” for Administrative Analyst I plus the following:
Municipal government structure.
Current trends in public administration.
AND
Administrative Analyst II - Ability to do/perform those items listed under “Ability to” for Administrative Analyst I plus the following:
Draw conclusions and make recommendations based on data.
Organize and conduct meetings.
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:
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 and Experience:
Senior Administrative Analyst Series
October 2024
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:
Education – All Classes in this Series:
A Bachelors DegreeBachelor’s degree or equivalent from an accredited college or university in business administration, public administration or a closely related field.
A related graduate degree or completion of graduate level course work in a related field is desirable.
AND
Experience:
Administrative Analyst I: None
Administrative Analyst II: Two years of experience at 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 a level equivalent to a City of Fullerton 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 Motor Vehicles Government Pull Notice Program.
Must be able to work a flexible schedule to accommodate City needs.
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.
A related graduate degree or completion of some graduate level course work is preferred but not required.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.
Physical Tasks and Working Conditions Include the Following:
Senior Administrative Analyst Series
October 2024
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: Exempt
Administrative Analyst I: Non-exempt.
Administrative Analyst II: Exempt.
Senior Administrative Analyst: Exempt.
Class History:
Revised October 2024 including separation from Administrative Analyst Series Revised July 2003
Revised August 1995