Administrative Analyst

City of Morgan Hill; Morgan Hill (CA); On-site; USD 9,700 - 13,000; Full time

Job summary

City of Morgan Hill Administrative Analyst position supports the Utilities and Maintenance Divisions with budgeting, purchasing, contract processing, and procurement compliance. Role requires on-site work and strong organizational skills to manage multiple priorities while handling confidential information.

The ideal candidate will have a public administration background, experience in local government, and the ability to produce staff reports for City Council. Telework is not available.

Qualifications

• Bachelor’s degree in public administration or related field.
• At least two years of local government administrative experience with analytical work.
• Experience handling confidential information and coordinating cross-department initiatives.

Responsibilities

• Budget administration: monitor budgets and support financial planning and reporting.
• Purchasing & inventory: coordinate purchasing, maintain controls, advise Utilities staff.
• Procurement compliance: ensure RFx processes and bid procedures meet requirements.
• Contract administration: manage RFPs, bid openings, evaluations, and staff reports for Council.
• Vehicle management and accounts payable support as needed.
• Technology/process improvement: streamline admin processes and device management.

Skills

Budgeting

Purchasing

Contract administration

Financial reporting

Team leadership

Bilingual English/Spanish

Education

Bachelor’s degree in public administration / business administration or related field

Tools

Microsoft Office

Job description

Administrative Analyst

$9,741 - $12,782 Monthly

$116,892 - $153,384 Annually

Job Summary

Under general supervision of the assigned Department Director or designee, performs professional administrative and research work of a technical, and often confidential, nature in support of the assigned department; performs other related work as assigned.

Class Characteristics

This is a confidential, journey level classification responsible to perform work of a confidential nature, including research and analytical work in support of operations, budget, personnel, inter-departmental issues, and labor relations functions. This class is distinguished from other analyst classes by the confidential nature of work assigned and the degree of independent thought, action and judgment on assigned projects.

Ideal Candidate

The ideal candidate for the Administrative Analyst position will have a strong background in purchasing, contract processing, contract administration, budgeting, and municipal operations. The successful candidate will be organized, detail-oriented, resourceful, and able to manage multiple priorities while providing effective administrative support to the Utilities and Maintenance Divisions.

This position is scheduled Monday through Friday and requires regular on-site work; telework is not available.

Key Areas Of Responsibility Include

• Budget Administration: Prepare, monitor, and maintain departmental budgets; track expenditures and assist with financial planning and reporting.
• Purchasing and Inventory: Coordinate purchasing activities, maintain inventory controls, and provide guidance and assistance to Utilities staff on purchasing-related matters.
• Procurement Compliance: Ensure compliance with applicable City and State purchasing requirements and procedures, including requisitions, Requests for Proposals (RFPs), Requests for Qualifications (RFQs), and Invitations for Bid (IFBs).
• Contract Administration: Coordinate the full contract procurement and administration process, including developing and issuing RFPs, coordinating bid openings, reviewing proposals, organizing evaluation teams, preparing staff reports for City Council consideration, drafting purchase orders, and providing ongoing contract administration.
• Vehicle Management: Maintain vehicle inventories and assist with vehicle acquisition, replacement, and auction processes.
• Accounts Payable: Oversee the department’s accounts payable functions and ensure invoices and payments are processed accurately and timely.
• Technology and Process Improvement: Embrace technology and identify opportunities to improve, streamline, and automate administrative processes.
• Mobile Device Management: Manage, configure, track, and distribute City-issued mobile devices to authorized personnel.
• Team Leadership: Supervise and coordinate a small team at the City’s Corporation Yard that provides administrative and operational support to the Utilities and Maintenance Divisions.
• Employee Onboarding: Assist with onboarding new employees, including coordinating administrative requirements, equipment, technology, and other resources necessary for a successful transition.

Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Requirements listed below are representative of the knowledge, skill, and/or ability required.

Education & Experience

• Possess a Bachelor’s degree from an accredited college in recreation/leisure services, public administration, business administration or closely related field.
• At least two years of increasingly responsible general administrative local government experience which includes professional-level analytical work.

Certificates And Licenses

• Possession of a valid California Class C driver’s license in compliance with adopted City driving standards.

Other Requirements

• Must be willing to work flexible hours and days as may be required.
• Bilingual English/Spanish highly desirable.

Knowledge Of

• Principles and practices of organizational and public administration.
• Principles, methods and practices of municipal finance, budgeting and accounting.
• Relationships between the City, general public and other government agencies.
• Applicable City, county, state and federal laws, ordinances and regulations.
• Organization and function of local government.
• Research techniques, methods and procedures.

Skill In

• Properly interpreting and making decisions in accordance with laws, rules and policies.
• Analyzing organizational and administrative problems and suggesting solutions.
• Developing and implementing goals, objectives and procedures.
• Use of common office software including Microsoft Office.
• Setting priorities and following-up on projects.
• Conducting studies, analyzing complex problems, evaluating alternatives and making sound, creative recommendations.
• Providing outstanding customer satisfaction (internally and externally).

Ability To

• Travel to various sites in the City to complete work activities.
• Work irregular hours, shifts, or weekends as required.
• Work independently, efficiently, and meet required deadlines.
• Develop and accomplish an annual work plan.
• Develop and maintain effective working relationships with those contacted in the course of work.
• Represent the City effectively in meetings and with others.
• Maintain accurate records and prepare clear, concise and competent reports, correspondence and other written materials.
• Protect confidential information and address sensitive employee issues with tact and discretion.

Supplemental Information

PHYSICAL DEMANDS:

• While performing the duties of this job, the employee is regularly required to talk or hear. Employee frequently is required to sit, stand, walk, use hands and fingers to handle or feel objects, tools, or controls; reach with hands and arms; climb or balance; stoop, kneel, or crouch.
• Employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT:

• Employee generally works 90% indoors and 10 % outdoors
• The work environment is generally indoors in a temperature controlled office environment; some travel is required
• Noise level in the work environment is usually moderate

Retirement Plans

• CalPers: 2.5% @ 55 Plan for Classic Employees; 2% @ 62 Plan for New Employees
• CalPers: 3% @ 50 Plan for Classic Employees; 2.5% @ 55
• Optional: IRS 457 Tax Deferred Comp. plans with Empower Retirement (Mass Mutual) or Mission Square (ICMA) All regular employees Employee paid: pre-tax contributions to plan. City will contribute 2% at time of hire and up to 4% total after years of service to 457 plan.
• Employee paid: pre-tax contributions to plan.
• City may contribute based on bargaining unit.

Health Benefit Plans

• CalPers Health Plan: PPO: PERS Choice, PERS Care, PERS Select
• HMO: Blue Shield, Anthem, United Healthcare, Kaiser
• Medical and Dental: The City will contribute between $1,070.73 - $2,806.25 per month depending on the level of coverage. Employee is responsible for costs that exceed City's contribution.
• Delta Dental Plan All regular employees
• Vision Care Employee Paid: Eye Med (optional) All other employees
• Employee Assistance Program Concern-EAP All employees
• City Paid: Includes confidential counseling for a variety of employee work/life issues.
• Optional Flex Benefits IRS 125 medical & dependent care reimbursement accounts All employees
• Employee Paid Insurance Plans
• Disability Insurance City Paid: Long Term / Short Term All Non-Safety employees
• Life Insurance Life + AD&D policy City Paid: $100,000 to $250,000 Mgmt/Confidential employees
• Employee Paid: $100,000 Police Officers
• City Paid: $100,000 All other employees
• Optional Flex Benefits Employee Paid: Whole life insurance All Employees

Time Off Work

• Holidays: 13.5 defined holidays per year including 2 \"floating\" holidays All employees
• City Paid: Public Safety employees who normally work holidays receive 6.5% of base pay in lieu of time off
• Vacation: 120 ~ 160 hrs/yr Management Employees
• City Paid: Employees earn up to 160 hrs/yr after five years. May cash out up to 80 hrs/yr.
• 80 ~ 160 hrs/yr All other employees
• City Paid: Employees earn 160 hrs/yr after ten years in various increments depending on bargaining unit. May cash out vacation time; limits vary by bargaining group. Limits on maximum accrual apply.
• Administrative Leave: Up to 72 hrs/yr Management/Confidential employees only
• City Paid: No more than 144 hours may be stored.
• Sick Leave: 8 hrs/month All employees
• City Paid: Employees may use up to 16 hours of sick leave for personal leave depending on bargaining unit. Employees may opt to receive 25% of unused annual sick leave paid in cash each year. No limit on accumulation.
• Family Medical Leave & other leaves All employees
• City Paid: Bereavement leave 24 hrs - 40 hrs. Family Medical Leave and other paid or unpaid leaves provided as required by law.