Administrative Analyst - Public Works

City of Lafayette; Lafayette (CA); Hybrid; USD 103,000 - 144,000; Full time

Job summary

The City of Lafayette is seeking an Administrative Analyst to provide professional administrative and technical support in the Public Works Department’s Corporation Yard. The role combines office administration with field inspections in a city renowned for its vibrant downtown and scenic hillsides.

We value initiative, attention to detail, and the ability to manage budgets, service requests, and data analysis using MS Access and Excel. Cover letter preferred but not required.

Qualifications

• Bachelor’s degree or college-level coursework in secretarial/office support and 3 years of related experience.
• Experience with municipal program or contract administration is desirable.
• Strong organizational skills and attention to detail.

Responsibilities

• Screen calls, visitors, mail, and work orders; respond to inquiries and refer to appropriate sources.
• Coordinate or resolve moderate problems and monitor office supplies and vendors.
• Provide field responses to investigate Public Works issues.
• Develop and maintain databases using MS Access and Excel.
• Track expenditures, administer budgets, and assist with reporting.
• Communicate clearly with residents, contractors, and City staff.
• Balance multiple priorities and manage deadlines.
• Apply policies and exercise independent judgment.
• Review and track work orders related to streets, drains, trees, etc.
• Perform field observations when needed.

Skills

Organizational skills

Problem-solving

Communication

Spanish bilingual

Education

Bachelor’s degree or college-level coursework in secretarial/office support

Three years of secretarial/clerical experience

Tools

MS Access

Excel

Job description

Looking for a role where no two days are exactly the same? This is a great opportunity for someone who enjoys keeping things organized, solving problems, supporting a busy team, and seeing firsthand how their work helps keep a community running.

From budgets and service requests to resident questions and field observations, this role offers a mix of analytical, administrative, and hands‑on work — all within a collaborative Public Works team that values initiative, follow-through, and a strong sense of service.

The City of Lafayette is hiring an Administrative Analyst to provide professional-level administrative and technical support at the Public Works Department’s Corporation Yard. The ideal candidate will be self‑motivated, be able to exercise independent judgement to make decisions, have excellent organizational skills, be thorough and attentive to detail, and possess experience performing a wide variety of responsible and complex administrative and analytical duties. This position is well‑suited to the person who is fulfilled by advanced office administration responsibilities and would also enjoy some time out‑of‑doors performing field inspections in a city with vibrant downtown and beautiful, tree‑studded hillsides.

The Public Works Department is responsible for maintaining public streets, streetlights, traffic signals and signage, storm drains, and landscaping in the public right‑of‑way. This is a challenging job in a great city! The new Administrative Analyst will join a team of dedicated, energetic and fun professionals.

Please note: Cover Letter is preferred, but not required.

What You’ll Do

• Screens calls, visitors, incoming mail, and electronic work orders; listens to questions and interprets and applies regulations, policies, procedures, systems, rules, and precedents according to existing guidelines; responds to citizen and staff inquiries and complaints; refers citizens to the appropriate department source
• Coordinates or resolves problems of a moderate nature when appropriate.
• Monitors and orders office supplies and Public Works maintenance supplies and equipment; identifies vendors and competitive pricing.
• Provides field response to investigate calls for issues such as potholes, downed signs, traffic signal outages, illicit dumping, potential illicit discharge, etc.
• Tracks, monitors, and reports expenditures. Administers budget and assists with controlling budget activities.
• Receives invoices. Ensures invoices are accurate, prepares requests for payment for department head approval, and ensures timely payments.
• Develops, maintains, and manipulates complex databases, primarily using MSAccess and Excel.
• Collects and analyzes data, and reports on pollution prevention efforts, cleanups, and pesticide and herbicide use.
• Administers contracts.
• Uses English effectively to communicate in person, over the telephone, and in writing to the public, contractors, and vendors.
• Uses tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations.
• Provides field verification of completion of work assigned to various Public Works contractors.
• Knowledge of Public Works maintenance responsibilities helpful.

Who We’re Looking For

The ideal candidate is dependable, organized, responsive, and comfortable working in a fast‑paced public service environment. We’re looking for someone who can:

• Keep day‑to‑day operations moving by managing service requests, supporting department staff, tracking follow‑up items, and helping ensure work is completed accurately and on time.
• Provide strong financial and budget support, including monitoring expenditures, reviewing data, preparing reports, and assisting with financial, statistical, and budget analysis.
• Use Excel confidently at an advanced level to organize, analyze, and report data using tools such as formulas, filters, sorting, and pivot tables.
• Perform administrative and secretarial work with accuracy and efficiency, including preparing correspondence, maintaining records, organizing information, and supporting department workflows.
• Bring a problem‑solving mindset and remain calm, organized, and service‑oriented when balancing competing requests or resolving issues.
• Be dependable and accountable, following through on assignments, meeting deadlines, and communicating proactively when priorities or circumstances change.
• Manage multiple priorities at once, including incoming phone calls, service requests, deadlines, staff assignments, and public inquiries, while maintaining accuracy and responsiveness.
• Exercise sound independent judgment by applying established policies, procedures, and department practices to routine issues and knowing when to elevate a matter.
• Communicate clearly and professionally with residents, coworkers, contractors, and other City staff, including responding to questions and concerns and providing timely follow‑up.
• Review and track work orders and service requests related to streets, storm drains, trees, and other Public Works matters, helping ensure requests are routed and addressed appropriately.
• Conduct field observations when needed to gather information about reported Public Works issues on public or private property and communicate findings back to appropriate staff.
• Spanish bilingual skills are highly desirable.
• This position will require the candidate to go out into the field on occasion to look at public works issues related to streets, drains, trees on public and private property.

Education and Experience

Bachelor’s Degree or college‑level coursework and/or technical training in secretarial science and/or office administrative support, accounting, and three (3) years of responsible secretarial, clerical experience. Exposure to program or contract administration functions in a municipal environment is highly desirable.

Compensation & Schedule

• This is an exempt, salaried position with a hiring salary range of $103,150-$144,205 annually DOE and not eligible for overtime.
• This position typically works 8AM-5PM, Monday through Friday. This position may be required to work more than 8 hours and may have occasional weekend or evening/night work.
• Hybrid work schedule may be possible during specific work seasons per supervisor’s approval.