Administrative Management Analyst Vernon CA 1 of 4
JOB DESCRIPTION
Administrative Management Analyst
Date Prepared:
Date Revised:
April, 2016
October 2023
Class Code: 14970
SUMMARY: Under general supervision, performs a variety of experienced routine to journey leveljourney-level analytical, technical, complex and administrative tasks in support of a City Department; work requires the exercise of independent judgment, initiative and discretion based on knowledge of administrative policies and procedures and the municipal organization operations in performing daily activities.
DISTINGUISHING CHARACTERISTICS: -- Administrative Management Analyst is the experienced journey level in the Administrative Management Analyst job series; incumbents work under general supervision, and perform a variety of journey leveljourney-level analytical, technical, complex and administrative tasks in support of a City Department. This class is distinguished from the Senior Management Analyst by the performance of the more routine tasks and duties assigned to positions within the series; the absence of lead responsibility for one or more functional areas, and the absence of responsibility for direct supervision of professional levelprofessional-level subordinates. As incumbents in this class gain experience, they receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies within the work unit. Incumbents report to the City Administrator, a Department Director, or a Division Manager.
ESSENTIAL FUNCTIONS: -- Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:
• Performs a variety of duties in support of department managers, various administrative operations and activities within an assigned department including budget development, program coordination and monitoring, and departmental policy and procedure development, implementation and enforcementsadministration.
• Coordinates assigned activities with other functions, divisions, outside agencies, and the general public. • Performs a variety of professional levelprofessional-level research, administrative, operational and analytical duties in support of an assigned department. • Identifies issues, collects data, analyzes alternatives and makes recommendations as to appropriate action, prepares and presents reports, participates in special projects and assignments. • Responds to and recommends resolution to difficult and sensitive inquiries and complaints. • Assists in preparingPrepares Requests for Proposals and managesing contracts. • Reviews and reconciles monthly bills; verifies accuracy of payments to plans;, identifies, reports, and reconciles discrepancies.
• Prepares variety of materials, drafts, letters, memos, reports, manuals, forms, and oversees maintains databases, departmental records, and file storage, and management systems.
May Leads, supervise guides and evaluate trains technical and administrative support staff. • May provide functional and technical supervision to technical and administrative support staff. • Keeps abreast of current developments and trends in the field of public administration.
Administrative Management Analyst Vernon CA 2 of 4
• Monitors state and federal legislation regarding assigned areas, interprets state, federal, and grant regulations, and assesses departmental or City compliance with same, may assist in developing programs and procedures in response to new legislation.
• Conducts surveys, analyzes data, reports findings and makes appropriate recommendations. • Prepares and distributes a variety of routine and non-routine reports, statistical tables, charts, and graphs; attends and participates in a variety of meetings and committees as assigned. • Supports the relationship between the City of Vernon and the general public by demonstrating courteous and cooperative behavior when interacting with visitors and City staff; maintains confidentiality of workrelated issues and City information; performs other duties as required or assigned. • When assigned to the Finance Department:
• Participates in research and analysis activities regarding various financial-related projects, such as development impact on city services and costs thereof; analysis of changing services and impacts upon fees and charges; analysis of alternative methods of financing; and review and follow-up of federal and state proposed and implemented legislation.
• Assists with development, review and analysis of budgeted revenue estimates, and fund sheets for preliminary and final budgets.
• Assists in the preparation of annual cost control study and cost allocation plan reports. • Assists in presenting and justifying the annual operating and revenues, departmental budget estimates, and capital improvement budgets to management staff.
• Updates the City’s User Fee Study on a regular basis and prepares internal service fund allocations for the budget.
When assigned to City Administration:
• Assists in monitoring and analyzing federal and state legislation and regulatory actions and makes recommendations.
• Communicates with senior staff of internal and external elected/appointed officials and department heads on behalf of the City Administrator's Office.
• Assists in preparing and drafting various written reports, letters, memos, presentations, and social media content.
• May lead and manage programs and projects to ensure tasks and deadlines are met. • May coordinate and administer citywide sustainability plan, strategic plan orand community events. • May act as liaison between internal and external stakeholders with outreach efforts, existing and new initiatives, and business development.
• Operates in a political environment.
When assigned to Public Utilities:
• Assists in monitoring and analyzing electric, natural gas, broadband, and water federal and state legislation and regulatory actions and makes recommendations. • Assists in reviewing and finalizing departmental correspondence, submittals, legals documents and forms for approval.
• May lead and manage programs and projects, including Emergency Response Plan, Strategic Plan, benchmarking/Key Performance Indicators or Enterprise Risk Management program. • Assists in preparing staff reports for City Council and Commissions; may implement and disseminate approved items.
• May monitor departmental contracts.
• Manages Request for Proposals, Requests for Qualifications, and Requests for Information.
Administrative Management Analyst Vernon CA 3 of 4
When assigned to Police:
• Coordinates the fiscal and analytical operations of the section or division, which may include, but are not limited to, employee promotional processes, policy revisions, position control, and compliance with state and federal regulations, contracts, grant management and asset forfeitures. • Assists in revision, research, development, and tracking of department policies and procedures. • Assist in gathering and preparing police data and conducts crime/incident statistics analysis. • Assist with internal system audits and procedure review. • Coordinates budget preparation, administration, and control. • Coordinates department fleet services to include assignment, servicing and repair of police vehicles. • Provides guidance for special projects as assigned.
When assigned to Public Health & Environmental Control:
• Assists in aAnalyzinges and evaluatinges quantitative and qualitative data to assess the effectiveness of program goals and objectives.
• Keeps abreast of current developments and trends in the field of public health and Certified Unified Program Agency program elements.
• Facilitates department outreach and education efforts through site visits, workshops, distribution of information flyers, and surveys.
• Conducts routine data monitoring, including quality control, data management, and data analysis. • May rRecommends solution-oriented changes, including process optimization, cost reduction, and identification of new program opportunities.
• Leverages data analytics for assessing department operations and delivers policy recommendations. • Collaborates with stakeholders to gain an in-depth understanding of critical needs and requirements. • Assists in iIdentifying and proposing es remedies for operational challenges to improve department efficiency.
When assigned to Public Works:
• Coordinates and reviews activities for major development and construction projects and programs by private developers and/or builders.
• Coordinates and prepares public outreach to residents, community groups, and business community. • Coordinates operations associated with City owned housing. • May identify, apply for and administer various grants. • Assists in preparing staff reports for City Council and Commissions; may implement and disseminate approved items.
• Assists the Department in all purchasing functions including: the preparation, and management of Requests for Proposals, Requests for Qualifications, Requests for Information; the preparation, monitoring, and administration of departmental contracts; preparation of purchase orders. • Coordinates budget preparation, administration, and control. • Assists in the creation of Departmental Policy.
• Assists in reviewing and finalizing departmental correspondence, submittals, legal documents and forms for approval.
• Assists with Special Projects as assigned.
MINIMUM QUALIFICATIONS:
Education, Training and Experience Guidelines:
Bachelor’s Degree in Public Administration, Public Health, Business Administration, Public Policy, Political Science, English, Finance, Economics or related field; AND three (3) years of professional level experience in governmental finance, budgeting, and analysis OR budgetary, finance, analysis and projection and/or program/ or project management activities in the public sector. administration support and one (1) of the required three (3) years of experience must include lead or supervisory responsibilities.
Administrative Management Analyst Vernon CA 4 of 4
Knowledge of:
• City organization, operations, policies, and procedures. • City Code, City Ordinances and Operating Manuals.
• Principles, methods and practices of public administration, municipal operations and budgets. • Principles and practices of office administration.
• Records management principles.
• Research techniques, methods, and procedures.
• Telephone etiquette protocol.
• Customer service standards and protocols.
• Principles and methods of supervision leading and training. • Business computers and standard MS Office software applications.
Skill in:
• Providing highly skilled secretarial technical and professional level support to executive or managementlevel personnel. • Preparing correspondence, agendas, and various types of documents. • Gathering pertinent information, making thorough analysis, and arriving at sound conclusions and projections.
• Organizing and maintaining departmental records and filing systems. • Answering incoming calls and rResponding to public inquiries. • Coordinating special projects in support of administrative operations. • Operating a personal computer utilizing a variety of business software. • Explaining City policies and procedures.
• Communicating effectively verbally and in writing.
• Leading and coordinating the work of designated staff. • Dealing tactfully and courteously with elected officials, employees, and the public. • Establishing and maintaining cooperative working relationships with elected officials, managers, fellow employees, and the public.
LICENSE AND CERTIFICATION REQUIREMENTS:
A valid California State Driver’s License may be required.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT:
Work is performed in a standard office environment with some travel to different sites. Incumbents may be required to work extended hours including evenings or weekends..