Administrative Analyst (Architecture & Engineering)

City of Sacramento

Sacramento (CA)

Hybrid

USD 65,000 - 90,000

Full time

2 days ago

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Job summary

City of Sacramento is seeking an Administrative Analyst to provide analytical, financial, and asset-management support within the Facilities and Real Property Management Division of the Department of Public Works. Responsibilities include maintaining asset records, tracking energy usage, and supporting preventive maintenance and work-order systems.

The ideal candidate will have strong analytical and communication skills with experience in asset-management, accounting, budgeting, grants, or

Qualifications

Two years of full-time paid or equivalent experience in administration, program management, or system operations.
Bachelor's degree as specified in education requirements.

Responsibilities

Maintain asset records throughout their lifecycle, including building components and equipment.
Support budgeting, grants, contracts and procurement tracking.
Prepare performance reports and financial reports.
Assist in compliance with federal, state, and local regulations.

Skills

Public administration knowledge

Budgeting and accounting basics

Grant writing

Procurement and contracting

Data analysis and statistics

Report writing

Communication skills

Multitasking and prioritization

Education

Bachelor's degree in public or business administration, economics, accounting, personnel, or related field

Tools

Asset-management systems

Work-order systems

Accounting software

Grants management software

Job description

With supervisor approval, incumbents may be eligible for intermittent remote work; however, they must physically reside within the Sacramento region or have the ability to regularly report to a City of Sacramento physical worksite with little notice.

The Facilities and Real Property Management Division within the Department of Public Works is seeking an Administrative Analyst to provide analytical, financial, and asset-management support.

Primary responsibilities include maintaining accurate building, component, and equipment asset records throughout their lifecycle; maintaining building square-footage and usage information; tracking energy consumption; supporting preventive-maintenance and work-order management; and preparing performance reports. The position will also support accounting and budgeting, internal work-order billing, financial reporting, purchase order and contract tracking, and local, state, and federal grant administration.

The ideal candidate will possess strong analytical and communication skills and experience with asset-management or work-order systems, data management, accounting, budgeting, grants, or related administrative functions. The successful candidate will be detail-oriented, maintain confidentiality, and effectively manage multiple competing priorities and deadlines.

This journey-level classification is populated with multiple incumbents. Incumbents may be assigned to perform either the entire range of support functions and administrative and technical duties for a division or department or a broad range of functional program management duties for programs with department or Citywide impact. Responsibilities require a complete knowledge of departmental policies, programmatic, or project operating policies and procedures. The Administrative Analyst may specialize in one program area or may have broader responsibility for multiple internal service functions. Incumbents may independently perform moderately complex professional or program management work and make independent decisions on routine activities; or may perform complex professional or program management work under closer direction and exercise less independent judgment and discretion. The Administrative Analyst is distinguished from the next higher-level class of Administrative Officer in that the latter is responsible for the administration and management of programs and projects or all centralized administrative services for a department or major division with high visibility and substantial Citywide impact.

SUPERVISION RECEIVED AND EXERCISED

General direction is provided by higher-level department or division administrative personnel. Responsibilities may include the indirect supervision of technical and clerical personnel.

Performs professional analytical and technical work in the formulation and administration of department or division budgets, development, and management of grants and contracts, management of department level procurement, or coordination of personnel functions.
Performs research and analysis in the development of program or project activities, including program compliance and eligibility, regulatory issues, and funding requirements.
Compiles and analyzes data and makes recommendations on the formulation of policy, procedures, staffing, and organizational changes; conducts surveys and performs research and statistical analysis on administrative, fiscal, personnel, or operational problems.
Compiles materials and assists in the preparation of program-related grants, budgets, reports, manuals, and publications; coordinates procurement activities and related support functions for a program or project.
Analyzes information for preparation of grants, contracts, and agreements; assists in negotiating terms; implements, monitors, and prepares reports on conduct and performance; prepares statistical data and graphs.
Performs research and prepares studies as required; conducts surveys, compiles and analyzes data and formulates program policies and procedures; monitors and evaluates program effectiveness and outcomes; prepares periodic or specialized reports of program activities.
Participates and assists in the design, implementation, and installation of new and revised programs, systems, procedures, methods of operation, and forms.
Coordinates and monitors the administrative functions of an assigned department; compiles materials and assists in the preparation of budgets, reports, manuals, and publications.
Coordinates departmental activities and programs with other City departments and divisions, and with outside agencies; represents the assigned department in committee meetings; oversees contract service providers.
Responds to complaints and requests for information; interprets and applies policies and procedures; adjudicates complaints.
Makes complex program or project eligibility determinations; conducts focus groups; meets with community or business groups.
Prepares oral reports; makes oral presentations to a variety of City and departmental committees.
May train staff as assigned.
Provides exceptional customer service to those contacted in the course of work.
Other related duties may also be performed; not all duties listed are necessarily performed by each individual holding this classification.

Knowledge of

Principles and practices of personnel administration.
Principles and practices of organization and public administration.
Principles and practices of program management, analysis, and coordination.
Principles and practices of program performance measurement, systems analysis, and statistical measurement.
Research techniques, methods, and procedures, and basic methods of statistical analysis.
Principles, methods, and practices of municipal finance, budgeting, and accounting.
Principles, methods, and practices of procurement, contracting, and grant writing.
Methods of reporting information.
Applicable Federal, State, and local laws and regulations.

Skill in

Providing customer service, including dealing with people in sensitive situations and problem resolution.
Making presentations and conducting meetings.
Use of computers, computer applications, and software.

Ability to

Interpret and apply rules, regulations, laws ordinances, and policies.
Communicate effectively, both orally and in writing.
Administer assigned program responsibilities.
Collect and analyze data and make sound recommendations.
Review organizational and administrative problems; recommend and implement appropriate courses of action.
Establish and maintain effective working relationships with employees, the general public, and others contacted in the course of work.
Review and analyze organizational and administrative problems; recommend and implement effective courses of action.
Interpret laws, rules, regulations, policies, and procedures and make appropriate decisions.
Meet multiple deadlines.

EXPERIENCE AND EDUCATION

Experience

Two years of full-time paid or other equivalent experience performing as a para-professional as it relates to report writing, research, analysis, or technical support in the areas of administration, program management or system operations.

Education

A Bachelor's Degree from an accredited college or university with major coursework in public or business administration, economics, accounting, personnel, or a closely related field.

Substitution of Education

An additional four years of full-time paid or other equivalent experience performing as a para-professional as it relates to report writing, research, analysis, or technical support in the areas of administration, program management, or system operations may substitute for the required education.

PROOF OF EDUCATION

Should education be used to qualify for this position, then proof of education such as, but not limited to, university/college transcripts and degrees should be submitted with your application and will be required at the time of appointment. Unofficial documents and/or copies are acceptable.

An applicant with a college degree obtained outside the United States must have education records evaluated by a credential's evaluation service. Evaluation of education records will be due at time of appointment.

SPECIAL QUALIFICATIONS

Some positions in this classification may require additional knowledge and experience in the following: