Administrative Analyst (Council Aide)

City of Fremont; Fremont (CA); On-site; USD 65,000 - 95,000; Full time

Job summary

The City of Fremont is seeking an Administrative Analyst (Council Aide) in the City Manager's Office to support the Mayor and City Council through executive administrative tasks, schedule coordination, correspondence, and follow-up on assignments. The role emphasizes constituent services and collaboration with City departments to address community needs.

The ideal candidate has strong customer service, organizational skills, discretion, and the ability to manage multiple priorities in a busy

Qualifications

• College level coursework in business, accounting, public administration or related field.
• One year of work experience in executive administrative support and/or data analysis.
• Bachelor's degree may substitute for the educational and qualifying work experience.

Responsibilities

• Completes administrative projects in support of an executive.
• Conducts and summarizes analytical studies of administrative, operational, financial and/or organizational issues.
• Conducts surveys and compiles data for general or department use.
• Conducts research on rules, regulations, and legislation, case law and special projects.
• Prepares and presents professional reports, documentation and correspondence to diverse audiences.
• Works with agencies, departments and the public to resolve administrative issues.
• May assist in department budget preparation and tracking.
• May administer ongoing departmental/division programs.
• Maintains system security rights for Enterprise systems used City wide.
• Trains staff on general and department topics.
• Uses various computer applications and equipment including word processing, databases, spreadsheets, etc.
• Maintains confidential files and may participate in strategic planning.

Skills

Administrative support

Customer service

Calendar management

Written & verbal communication

Diplomacy & discretion

Education

Bachelor's degree in public administration or related field

Tools

Microsoft Office Suite

Database systems

Job description

The City Manager’s Office is recruiting for Administrative Analyst (Council Aide).

VIEW OUR RECRUITMENT BROCHURE

THE DEPARTMENT

The City Manager’s Office plays a central role in advancing the City of Fremont’s priorities and supporting the delivery of effective municipal services. Working closely with the Mayor and six-member City Council, the Office provides executive leadership, policy support, and coordination across City departments to implement Council priorities and address community needs.

The City Manager’s Office also fosters community partnerships, promotes interagency collaboration, and leads citywide initiatives that strengthen organizational effectiveness and responsiveness. Together, the City Council and City Manager’s Office work to ensure that Fremont remains a vibrant, innovative, and responsive community.

THE POSITION

The City of Fremont is recruiting for an Administrative Analyst in the City Manager's Office to provide dedicated support to the Mayor and City Council.

The Administrative Analyst (Council Aide) will serve as a key administrative resource, providing support for Council operations, coordinating schedules and meetings, preparing correspondence, and tracking assignments and follow-up items. The position will also play an important role in constituent services, responding to public inquiries and working collaboratively with City departments to obtain information, coordinate responses, and address community needs.

Additional responsibilities include providing logistical support for Council-related meetings, conferences, community events, and other official activities, as well as preparing and organizing meeting materials and communications. This highly visible position requires exceptional customer service, strong organizational skills, attention to detail, and the ability to manage competing priorities while maintaining professionalism and discretion. The selected candidate will work closely with elected officials, City leadership, staff, and community members to support effective communication and responsive public service.

IS THIS THE ROLE FOR YOU?

The ideal candidate is an organized, detail-oriented professional who enjoys providing excellent customer service and keeping administrative work moving smoothly. This individual is responsive to community members, proactive about schedules and follow-up, and comfortable supporting elected officials and executive leadership in a busy local government environment.

• Experience providing administrative support to executive leadership, elected officials or senior management.
• A strong customer service orientation, including the ability to respond to constituent inquiries with courtesy, patience and professionalism.
• Strong organizational skills and the ability to manage calendars, track assignments, provide reminders and coordinate timely follow-up while balancing competing priorities.
• Excellent attention to detail when preparing correspondence, maintaining records and coordinating meeting and event arrangements.
• Effective written and verbal communication skills and the ability to work collaboratively with City staff, community members and other agencies.
• Sound judgment, discretion and diplomacy when handling sensitive information and inquiries.

Experience working in a city or other government environment, along with familiarity with local government operations, is desirable.

On limited occasions, this position may be required to work evenings or weekends to support meetings or community events.

SELECTION PROCESS

The first review of applications is Tuesday, November 10, 2026, at 12:00 p.m. (PST).

The process may include individual and/or panel interviews, professional reference checks, fingerprint check for criminal history, and other related components. Only those candidates who have the best combination of qualifications in relation to the requirements and duties of the position will continue in the selection process. Meeting the minimum qualifications does not guarantee an invitation to participate in the process.

REASONABLE ACCOMMODATION

Human Resources will make reasonable efforts in the examination process to accommodate persons with disabilities. Please advise Human Resources of any special needs a minimum of 5 days in advance of the selection process by calling [phone] or emailing [e-mail].

CONTACT US

For additional information, please contact Human Resources Department at: [e-mail].

The information contained herein is subject to change and does not constitute either an expressed or implied contract.

RESPONSIBILITIES

• Completes administrative projects in support of an executive.
• Conducts and summarizes comprehensive, difficult analytical studies of administrative, operational, financial and/or organization issues.
• Conducts surveys and compiles data for general or department use.
• Conducts research on rules, regulations, and legislation, case law and special projects.
• Prepares and presents a variety of professional reports, documentation and correspondence to a wide variety of audiences in oral and written form.
• Works with a variety of agencies, other departments and the public to research and communicate information, and resolve administrative issues.
• May assist in the preparation of the department budget and budget tracking.
• May administer ongoing departmental/division programs.
• May maintain system security rights for Enterprise systems used City wide.
• May train staff on a variety of general and department specific topics.
• Utilizes a wide variety of computer applications and equipment including, but not limited to, online computer systems, word processing software, data base systems, automated recordkeeping systems, automated tracking programs, spreadsheets, and graphic software.
• Maintains confidential files and records including employee evaluations, and may participate in strategic departmental planning or analysis as required for city wide contract negotiations.
• Builds and maintains positive working relationships with co-workers, other City employees and the public using principles of good customer service.

MARGINAL FUNCTIONS

• Supervises Administrative staff.
• Other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of: English usage, spelling, grammar, and punctuation; modern office methods, procedures, computer equipment, and computer software; pertinent City functions, policies, rules and regulations; principles and methods of business letter and report writing; principles and practices for conducting surveys and presenting statistical information.

Skill in: Analyzing complex information, presenting information in oral and written form.

Ability to: Apply conceptual knowledge to the administration of a public agency; understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities; perform work using independent judgment with speed and accuracy on a continuous basis; communicate through written means; understand, interpret and explain department policies and procedures; compose general correspondence and letters; interpret and apply administrative and departmental policies, laws, and rules; preserve confidentiality of sensitive material routinely encountered as part of work assignments; develop and recommend policies and procedures related to assigned areas; analyze situations carefully, recommend solutions, adopt effective courses of action; compile and maintain complex and extensive records and prepare reports; establish and maintain effective working relationships ; work effectively with various cultural and ethnic groups in a tactful and effective manner.

EDUCATION/EXPERIENCE

Any combination of education and experience that demonstrates possession of and competency in the requisite knowledge, skills and abilities would be qualifying. A typical qualifying background would include: college level course work in business, accounting, public administration or a related field and one year of work experience completing executive administrative support and/or data analysis. A Bachelor's degree from an accredited college or university may be substituted for the educational and qualifying work experience.

LICENSES/Certificates/SPECIAL REQUIREMENTS

Possession of a valid California driver's license is required by time of appointment.

PHYSICAL AND ENVIRONMENTAL DEMANDS

Rare = < 10%, Occasional = 11-33%, Frequent = 34-66%, Constant = >66%

Sitting: Constant

Walking: Occasional

Standing: Rare

Bending (neck): Frequent

Bending (waist): Rare

Squatting: Rare

Climbing: Never

Kneeling: Alternative to Squat

Crawling: Never

Jumping: Never

Balancing: Never

Twisting (neck): Occasional

Twisting (waist): Rare

Grasp - light (dominant hand): Occasional

Grasp - light (non-dominant): Occasional

Grasp - firm (dominant hand): Rare

Grasp - firm (non-dominant): Rare

Fine manipulation (dominant): Frequent

Fine manipulation (non-dominant): Frequent

Reach - at/below shoulder: Occasional

Reach – above shoulder level: Rare

Push/pull:

Up to 10 lbs. Occasional

11 to 25 lbs. Rare – totes of mail

26 to 50 lbs. Never

51 to 75 lbs. Never

76 to 100 lbs. Never

Over 100 lbs. Never

Lifting:

Up to 10 lbs. Occasional

11 to 25 lbs. Rare

26 to 50 lbs. Never

51 to 75 lbs. Never

76 to 100 lbs. Never

Over 100 lbs. Never

Carrying:

Up to 10 lbs. Occasional

11 to 25 lbs. Rare

26 to 50 lbs. Never

51 to 75 lbs. Never

76 to 100 lbs. Never

Over 100 lbs. Never

Coordination:

Eye-hand: Required