Administrative Analyst (Logistics)

City of Sacramento; Sacramento (CA); Hybrid; USD 70,000 - 95,000; Full time

Job summary

City of Sacramento is seeking a journey-level Administrative Analyst in the Logistics Section of the Department of Utilities. The role administers department-wide solicitation, contract, and accounts payable processes to ensure operation of water, wastewater, and storm drainage infrastructure.

Requires procurement policy knowledge and ability to analyze data for recommendations. The ideal candidate will navigate databases, perform research, and build relationships with stakeholders.

Qualifications

• Two years of full-time paid or other equivalent experience performing para-professional duties related to administration, program management, or system operations.
• Bachelor's degree from an accredited college or university in public or business administration, economics, accounting, personnel, or related field.
• Substitution of Education: an additional four years of related experience may substitute for the required degree.

Responsibilities

• Formulate and administer department/division budgets, grants and contracts, and procurement.
• Coordinate procurement activities and related support functions for a program or project.
• Perform research, data analysis, and prepare policy, procedures, and reports.
• Coordinate and monitor administrative functions and budgets; prepare publications and dashboards.

Skills

Customer service

Presentations

Computer skills

Education

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

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.

Under the direction of a Program Specialist, the Administrative Analyst for the Logistics Section of the Department of Utilities is responsible for administering highly visible department-wide solicitation, contract, and accounts payable processes necessary for the purchase of critical goods and services to ensure essential operation of the City’s extensive water, wastewater, and storm drainage system infrastructure. The Administrative Analyst will ensure compliance with City procurement policies, prevailing wage, and labor compliance requirements. The Administrative Analyst may also support other Logistics program areas as such as Fleet and Facilities.

IDEAL CANDIDATE STATEMENT

The ideal candidate will have experience procuring goods and services through within the procure to pay lifecycle , which may include bids and solicitations, contracts, writing council reports, requesting and updating purchase orders, and other procurement functions. Experience working with governmental procurement is preferred but not required. They will be self-motivated, detail-oriented, and have excellent communication, analytical thinking and problem-solving skills. They will have the ability to navigate software databases, perform research, and compile and analyze complex data, including financial data to make recommendations consistent with City Policies and Code. Experience with fiscal management software is desired but not required. The ideal candidate will work closely with stakeholders and will have the ability to build and manage strong relationships internally and externally.

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 credentials evaluation service. Evaluation of education records will be due at time of appointment.

SPECIAL QUALIFICATIONS

Special Selection Criteria:

• Auditing principles.
• Basic methods of statistical analysis.
• Procurement, contracting, or grant writing.

Probationary Period:

Employees must complete twelve (12) months of probation at a satisfactory performance level prior to gaining permanent status.