Senior Administrative Analyst

Definition:
Under general direction, plans, oversees, and provides administrative, budgetary, grant, and work-flow support to an assigned department; plans, organizes, and oversees the work efforts of a small administrative support unit; analyzes departmental practices and procedures and makes recommendations for organizational, operational, policy, and procedural improvements; conducts needs analyses, feasibility studies, and program evaluation for assigned projects and programs; develops, summarizes, and maintains administrative and fiscal records; fosters cooperative working relationships among City departments and acts as liaison with various community, public, and regulatory agencies; provides complex administrative support and program assistance to the designated department manager and/or assigned management staff; and performs related work as required.

The annual salary range for the Senior Administrative Analyst position is up to $116,148 annually.Placement within the range is negotiable and dependent upon qualifications (DOQ). The City contributes an additional 3% on top of salary which can be taken as cash or placed into a 401A Money Purchase Retirement Plan. Employees with a Master's degree or higher are eligible to receive $600 per month of Education Pay which is reported to the California Public Employees' Retirement System (CalPERS) as pensionable compensation.

The City offers an outstanding benefits package which includes retirement benefits provided by CalPERS. The City of Orange is one of a few cities in Orange County in which an employee who is a Classic Member of CalPERS (or other reciprocal retirement system), will be enrolled in the CalPERS 2.7% @ 55 benefit formula with one-year final compensation. Classic Member employees contribute 8.0% of pension reportable salary on a pre-tax basis for this retirement benefit.

Employees who are new CalPERS members (those obtaining initial membership on or after January 1, 2013), will be enrolled in the CalPERS 2% @ 62 benefit formula with three-year final compensation in accordance with PEPRA. New member employees contribute 7.75% of pension reportable salary on a pre-tax basis for this retirement benefit.

In addition, the City offers a comprehensive benefits package including:

• Generous vacation accrual of 104 hours during the first year of service and increasing annually up to 244 hours per year after 30 years of service.
• Receives 63 hours of administrative leave annually.
• The City observes 9.5 paid fixed holidays and provides 22.5 hours of floating holidays annually.
• Cash value of unused administrative leave and floating holidays will be contributed on a tax-deferred basis to be used for employee medical expenses upon retirement in a Retirement Health Savings Plan.
• The City pays $2,030 per month which can be applied towards medical, dental, and/or vision insurances. Any unused balance may be taken as cash. A medical waiver amount of $500 is offered as cash if proof of comparable medical insurance coverage exists.
• Wellness reimbursement of $550 per fiscal year.
• 9/80 alternate work schedule with City Hall closures every other Friday. City Hall is generally closed between Christmas Day through New Year's Day for a holiday break.

The following duties represent the principal job duties; however, they are not all-inclusive. Other duties may be required and assigned. Management reserves the rights to add, modify, change, or rescind the work assignments of various positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Assists in developing goals, objectives, policies, procedures, work standards, and administrative control systems.
• Coordinates, oversees, and performs professional-level administrative work in such areas as budget development, financial administration and reporting, grants, purchasing, database management, contract administration, management analysis, public information, and program evaluation.
• Participates in and oversees the development and administration of multi-divisional and departmental budgets; monitors revenues and expenditures; identifies and recommends resolutions for budgetary problems.
• Plans, designs, develops, organizes, oversees, and administers multiple 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; participates on various committees and may present committee recommendations to the City Council; sends award letters to program applicants; represents the City to applicants.
• 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.
• Develops and implements new or revised programs, systems, procedures, and methods of operation; compiles and analyzes data, and makes recommendations regarding staffing, equipment, and facility needs.
• Conducts a variety of analytical and operational studies and surveys regarding departmental and programmatic activities, including complex financial, budget, personnel, operational, or administrative issues or questions; 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.
• Participates in the development and reporting of alternate funding sources and ensures compliance with Federal, State, City, funding agency, City accounting and reporting requirements, and applicable laws, regulations, and professional accounting practices.
• Prepares and submits City Council agenda reports and various other commission, committee, and staff reports, resolutions, ordinances, and correspondence regarding assigned activities.
• Confers with other management staff regarding provision of administrative and support services, including contracts, agreements, and grant reporting.
• May participate in the development of public bids and RFP agreements, in establishing new contracts and creating new procedures and guidelines to existing contracts that need improvement or that are up for potential renewal; develops and administers complex contracts including maintenance, goods, or service contracts and agreements; monitors contract expenditures and identifies budget transfers as needed.
• May manage specialized department databases; meets with supervisory, management, and department staff to identify system needs; oversees department's performance monitoring and reporting, including department work plans; plans and forecasts workload and routinely assesses progress against established work plans.
• Assists with, coordinates, and organizes community events; represents City to residents in explaining City policies; provides outreach and public education programs to the community as needed.
• Participates on a variety of interdisciplinary committees and commissions and represents the City to a variety of community and stakeholder groups.
• Communicates orally, in writing, or through graphic representations and statistical summaries with colleagues, managers, employees, the public, organized employee groups, and representatives of various organizations.
• Monitors, coordinates, leads, and participates in the day-to-day operations of the work unit and related programs.
• Assists in the recruitment and selection of staff and provides recommendations; provides training, orientation, and guidance to assigned staff in work principles, practices, methods, policies, procedures, and applicable Federal, State, and local laws, rules, and regulations; provides input and documentation for performance evaluations.
• Schedules work for the most efficient and effective performance of duties and elimination of unnecessary ones; handles multiple responsibilities simultaneously, prioritizing as appropriate, and performing all in a through and timely manner.
• Acts as a department representative regarding questions, problems, concerns, and activities related to information technology services; resolves the most difficult computer applications related problems.
• Interprets and applies policies, procedures, laws, codes, and regulations; interprets applicable regulations and agreements and coordinates with City staff or outside agencies and the public.
• Responds to a variety of customer, vendor, and staff questions and complaints in person and over the telephone; researches issues and makes recommendations for resolution.
• Confers and coordinates activities with other departments and outside agencies.
• Attends meetings, workshops, and conferences as required; stays abreast of new trends and innovations in the assigned field; incorporates new developments as appropriate into programs.
• Establishes and maintains internal control procedures and ensures that appropriate standards are met.
• Prepares and directs the preparation of a variety of written correspondence, reports, procedures, and other materials.
• Maintains accurate operational and financial records; oversees the proper and timely destruction of records.
• Monitors changes in laws, regulations, and technology that may affect operations of the assigned work unit; implements policy and procedural changes after approval.
• Performs duties of professional, technical, and clerical subordinate staff as required.
• Plans, coordinates, and conducts special projects as assigned by management staff.
• Performs other duties as assigned.

Knowledge of:

• Principles and practices of municipal management and government.
• Principles, practices, and procedures of funding sources and grant funds disbursement, depending on assignment.
• Project and/or program management, analytical processes, and report preparation techniques; municipal 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.
• Principles and practices of employee supervision, including work planning, assignment, review and evaluation, and the training of staff in work procedures.
• Sources of information related to a broad range of municipal programs, services, and administration.
• Applicable Federal, State, and local laws, codes, and regulations.
• Public relations techniques.
• Principles and practices of public agency budget development and administration and sound financial management policies and procedures.
• Principles and practices of contract administration and evaluation.
• Recent and on-going developments, current literature, and sources of information related to the operations of the assigned department.
• Record keeping principles and procedures.
• Techniques for effectively representing the City in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
• Principles, practices, methods, and techniques of investigation and compliance.
• Applicable Federal, State, and local laws, regulatory codes, ordinances, and regulations, including administrative policies and procedures relevant to the assigned area of responsibility.
• English usage, grammar, spelling, vocabulary, and punctuation.
• Business letter writing and basic report preparation techniques; effective communication techniques in customer service and public relations.
• Records management principles and practices.
• Modern office practices, methods, and computer equipment and applications related to the work, including, but not limited to, specialized and standard database, word processing, spreadsheet software, and report generation computer software packages.
• General principles of risk management related the functions of the assigned area.
• Recent and on-going developments, current literature, and sources of information related to the operations of the assigned department.
• Principles and practices of business organization and public administration.
• Research and reporting methods, techniques, and procedures.
• Occupational hazards and standard safety practices necessary in the assigned area.
• Techniques for providing a high-level of customer service by effectively dealing with the public, business owners, vendors, contractors, and City staff.
• Techniques for dealing with and solving the problems presented b...