Description/Special Instructions

The City of Elk Grove is looking for an Administrative Analyst I to join the Public Works department! The Administrative Analyst I in the Recycling and Waste Division is a newly created position that will work closely with the Recycling and Waste Manager to assist with data analysis, reporting of division budget, contract compliance, identifying process improvements within the division, outreach and education. The ideal candidate has experience in working with a public agency or in the solid waste industry.

Tentative Recruitment Timeline (subject to change)
Filing Deadline: 11:59 PM on March 1, 2023
Oral Board Interviews: March 16, 2023 (virtual)
Final Selection Interviews: March 27, 2023 (in person)

The City offers a competitive salary and generous benefit package including CalPERS retirement benefits, a deferred compensation match and more. Why work for the City of Elk Grove? Proud Heritage. Bright Future.

Community Profile
Elk Grove is a vibrant, family-friendly community of approximately 178,124 people in the Sacramento, California region, located 14 miles south of the State Capital and 60 miles east of the Bay Area. Elk Grove is a young, ethnically diverse, modern city that was incorporated in 2000. Elk Grove has low crime, excellent schools, over 100 community parks and 28 miles of trails, plentiful dining and shopping options, numerous annual events and festivals, and over 270 sunny days per year.

Representative Duties

Under supervision, performs a variety of professional analytical, statistical, financial, technical, programmatic, and administrative duties in support of a department, division or program; coordinates assigned activities with other divisions, outside agencies, and the general public; and fulfills other administrative assignments in functional areas such as budget, contract administration, grant administration, public information, legislative monitoring, regulatory compliance, and/or program management.

DISTINGUISHING CHARACTERISTICS

ADMINISTRATIVE ANALYST I is the entry-level classification in the professional Administrative Analyst series. Initially under supervision, incumbents perform more routine assigned tasks while learning related policies, and procedures related to the department, division or program assigned. Administrative Analyst I is distinguished from the Administrative Analyst II classification by the level of supervision and performance of less than the full range of duties assigned to the Administrative Analyst II. As experience is gained, there is a greater independence of action within established guidelines.

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

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  Performs a variety of technical administrative duties requiring analysis and the application of specific program knowledge and administrative skills in support of a City department, division, or program; assumes responsibility for specific program area duties; provides assistance in administrative and operating programs as assigned.
• Assists in the preparation, development, and administration of department or division operating, multi-year and/or capital improvement budgets; assists with the budget development process and budget monitoring activities; provides assistance in the development of assigned budget; collects, reviews, and analyzes financial data; reviews budget requests and budget changes; makes recommendations and obtains final approval for changes; creates data tracking and reporting systems; monitors monthly status.
• Researches, evaluates, and prepares financial, statistical, demographic and operational data used in reports, studies, surveys and analysis; analyzes and prepares, revises, and implements various administrative policies, procedures, rules, and regulations in accordance with sound organizational practices; develops and revises office forms and report formats; establishes procedural manual for clerical and administrative support services for assigned areas.
• Conducts administrative and/or management studies relating to the activities and operation of the assigned department, office, or program area; conducts surveys, research, and statistical analysis on administrative, fiscal, and operational issues; collects, compiles, and analyzes information from various sources on a variety of specialized topics related to programs administered by the position or by management staff; writes reports that present and interpret data; identifies alternatives; makes and justifies recommendations.
• Provides staff assistance to management staff; participates on and provides staff support to a variety of committees and boards; prepares and presents staff reports and other correspondence as appropriate and necessary; relieves management staff of administrative work including investigating and answering complaints and providing assistance in resolving operational and administrative problems.
• Participates in planning, coordinating, implementing, promoting, and overseeing assigned programs, projects, and initiatives; participates in the development and implementation of program goals, objectives, policies, procedures, and priorities; participates in the development and implementation of strategies for the achievement of program goals.
• Participates in the identification, planning, development, and implementation of new and/or modified programs that would promote and enhance the mission, goals, and objectives of an assigned department; prepares presentation materials and background documentation; participates in monitoring project success using appropriate tracking and feedback systems.
• Researches and analyzes pending legislation and identifies impact to department programs and activities.
• Provides assistance in resolving operational and administration problems; identifies problem areas and issues; conducts research to find alternative solutions; makes recommendations; assists in implementation of recommendations.
• Serves as primary contact and liaison for assigned functions and programs with other City departments and staff, the general public, and outside agencies and organizations.
• Prepares, reviews, and/or edits a variety of press releases, staff reports, resolutions, brochures, letters, newsletters, and other publications; works with outside consultants to update and maintain the City's website.
• Revises and develops fees; negotiates and administers contracts; ensures compliance with department procedures, City policies, and pertinent laws, regulations and ordinances.
• Coordinates assigned services and program/project activities with those of other City programs, functions, departments and staff, boards, committees, and task forces as well as external agencies, groups, and the general public to ensure effective cooperation consistent with optimal efficiency, effectiveness, and economy; coordinates data, resources, and work products as necessary and upon request in support of a productive and positive working environment; participates in representing the assigned area to public and private groups, organizations, and other City groups.
• Prepares Requests for Proposals and Request for Bids and coordinates the competitive bid process, ensuring compliance with City procurement policies; receives, reviews and scores bids, and prepares staff report for City Council approval.
• Receives and responds to information requests from the public and media on behalf of assigned department; prepares press releases; develops and implements marketing plans; as assigned, serves as back-up media contact for the Public Information Officer.
• Coordinates agenda items through the approval process; prepares, edits and presents staff reports and presentations at various City Council, commission/board, and other governmental meetings; drafts City Council documents; serves on various committees and task forces.
• Evaluates operations and activities of assigned responsibilities; recommends improvements and modifications; prepares various reports on operations and activities
• Researches grant opportunities and prepares grant proposals; monitors and administers grants.
• Answers questions and provides information to the public, via telephone, e-mail, and written correspondence; investigates complaints and recommends corrective action as necessary to resolve complaint.
• Responds to inquiries in a courteous manner; provides information within the area of assignment; resolves complaints in an efficient and timely manner.
• Performs related duties as required.

Qualifications

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

• Organization and operation of municipal government.
• Basic municipal government functions specifically related to program area/project assignments.
• Basic operational characteristics, services, and activities of assigned program.
• Work organization and office management principles and practices.
• Standard organizational and management practices as applied to the analysis and evaluation of programs, policies, and operational needs related to area of assignment.
• Methods and techniques of research and operational and administrative analysis.
• Basic techniques and formulae for administrative, financial, statistical and comparative analysis.
• Basic methods and techniques of effective technical, administrative, and financial record keeping, report preparation, and presentation.
• Recent developments, research methods, current literature, and sources of information related to assigned programs and service areas.
• Terminology used in area of assignment.
• Principles and practices of project management.
• Principles and practices of budget preparation and administration and grant application and administration principles and practices.
• Principles of business letter writing and technical report writing procedures.
• Federal, state, and local government organizations.
• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
• Methods and techniques used in customer service and public relations.
• English usage, spelling, grammar, and punctuation.
• Pertinent federal, state, and local laws, codes, and regulations.

Ability to:

• Perform professional analytical work in support of an assigned department, division or program.
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Understand, interpret, and apply administrative and departmental policies and procedures as well as pertinent laws, regulations, and ordinances.
• Participate in the preparation and administration of assigned budgets.
• Prepare a variety of analytical and financial reports.
• Develop policies, procedures, goals, and objectives.
• Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
• Plan, coordinate and conduct operational analyses, administrative studies, and special projects.
• Research, compile, analyze, and interpret data.
• Respond to requests and inquiries from the general public.
• Prepare clear, accurate and concise tables, schedules, summaries and other materials in statistical and narrative form.
• Establish and maintain various data collection, record keeping, tracking, filing, and reporting systems.
• Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
• Manage multiple projects simultaneously.
• Plan and organize work to meet schedules and time lines.
• Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.
• Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
• Participate in planning, organizing, directing, coordinating, and evaluating assigned programs, projects, events, or technical area.
• Properly interpret and make recommendations in accordance with laws, regulations and policies.
• Identify and respond to community and organizational issues, concerns, and needs.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training:
A Bachelor's degree from an accredited college or university with major course work in public administration, business administration, or a field related to area of assignment. Must type 45 wpm and have advanced level skills in MS Word, Excel, Access, Outlook and PowerPoint.

Experience:
One year of administrative and/or programmatic support experience. One year of research, administrative support, or analytical experience, preferably in a public administration, is desirable.

License or Certificate :
None.

Physical Demands and Work Environment

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Work is performed primarily in a standard office setting.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

Vision: See in the normal visual range with or without correction.

Hearing: Hear in the normal audio range with or without correction.

The information listed above is subject to change and does not constitute either an expressed or implied contract. The City of Elk Grove is an equal opportunity employer and is committed to creating a work environment in which all individuals are treated with respect and professionalism. In accordance with the Americans with Disabilities Act, should special accommodations be necessary at any stage of the selection process, please contact the Human Resources Department at (916) 478-2230.