Administrative Analyst

CLASS DEFINITION:
Under general direction, develops, implements, monitors, and evaluates the activities of significant department or District-wide operations, projects, and programs that require working with the complicated logistics of interdepartmental and/or interagency cooperation; provides highly complex staff assistance to Finance Manager and others; participates in departmental strategic planning and policy development; conducts comprehensive analyses in the development, administration and implementation of department projects; manages, plans, and implements special projects and assignments; and performs related duties as assigned.

DISTINGUISHING CHARACTERISTICS:
This is a journey-level professional classification responsible for performing a broad range of project management duties with departmental or District-wide impact. Duties require working knowledge of departmental and project operating policies and procedures. Responsibilities include assisting with developing, modifying, and implementing the scope and specifications for a variety of projects; budget administration; contract administration; and interpretation and application of policies, procedures, and regulations. Incumbents exercise a high level of discretion, initiative, and independent judgment in performing the full range of routine to complex job duties as described herein.

SUPERVISION RECEIVED/EXERCISED:
Receives general direction from the Finance Manager. Exercises technical and functional direction over lower-level staff.

EXAMPLE OF ESSENTIAL JOB FUNCTIONS:
Responsibilities and duties include, but are not limited to the following:
• Conducts a variety of analytical and operational studies regarding departmental and programmatic activities; evaluates alternatives, makes recommendations, and assists with the implementation of procedural, administrative, and/or operational changes.
• Participates in the development and administration of budgets, including revenue projections; monitors revenues and expenditures; identifies and recommends resolutions for budgetary problems.
• Develops and standardizes procedures and methods to improve and continuously monitor the efficiency and effectiveness of operations, programs, and service delivery
methods and procedures aiming to optimize utilization of funding and minimize costs; evaluates and monitors workload and administrative and support systems; identifies opportunities for improvement and develops related recommendations.
• Analyzes alternatives and makes recommendations regarding such matters as facilities, equipment, cost analysis, productivity, policy, or procedure modifications, etc.
• Coordinates project activities with other divisions and with outside agencies; represents the assigned project in committee and other meetings; oversees contract service providers to ensure adherence to project goals and timelines.
• Serves as subject matter expert in area(s) of specialty or designated responsibility, acts as a resource to the District's divisions.
• Drafts, reviews, and monitors contracts and agreements for compliance, achievement of objectives, and adherence to performance and fiscal requirements ensuring alignment with organizational goals and legal standards.
• Participates in the selection, training, motivation, and evaluation of assigned staff; directs the work activities of assigned staff; prioritizes and coordinates work assignments; provides and/or coordinates staff training; reviews work for accuracy; and may work with employees to correct deficiencies.
• Prepare and delivers presentations at Advisory Board Meetings, interagency, committee, and other meetings and conferences. Collaborate with team members to ensure that presentation content aligns with organizational goals and objectives. Acts as a representative of the agency to internal and external partners in a professional and articulate manner.
• Receives and responds to inquiries and complaints from the public; interprets and explains District and department policies, rules, and regulations in response to inquiries; refers inquiries and escalates complaints to the appropriate staff member, as necessary.
• Performs related duties as assigned.

EMPLOYMENT STANDARDS:
Any combination of education and experience that would provide the required knowledge and abilities is qualifying. A typical path to obtain the required knowledge and abilities would be:
Education and Experience Guidelines:
- Four (4) years of increasingly responsible experience in office administration, accounting, budget preparation and/or fiscal record keeping and reporting functions.
- Completion of advanced educational training in business administration, finance or closely related field is highly desirable.
Knowledge of:
- Principles, practices, and procedures of effective office operations.
- Generally accepted accounting standards and principles and practices of financial and statistical recordkeeping.
- Operational characteristics, services and activities of fiscal management, customer service and administrative support functions.
- Principles and practices of effective supervision, employee development and performance management.
- Payroll development and reporting requirements.
- Budget development and fiscal control methods.
- Purchasing and fiscal control principles and practices.
- Financial research and analysis methods.
- Financial management and public relations theories, methods, and practices and their appropriate application to a variety of fiscal and customer service activities
- District policies, procedures, operations, programs, and functions.
- Laws, rules, and regulations related to functional areas of responsibility.
- Filing methods and recordkeeping practices applicable to the maintenance of a variety of administrative, personnel, payroll, and financial records.
- Modern office procedures and proficient at personal computer operation and software applications used by the District.
- Effective and appropriate public contact and telephone etiquette.

Ability to:
- Direct and participate in advanced administrative, fiscal, budgetary, and operational activities.
- Develop and administer policies, standards, and procedures.
- Perform administrative work involving the use of independent judgment and personal initiative in assigned area(s).
- Plan and conduct effective management, administrative, and operational studies.
- Analyze, interpret, draw conclusions, summarize, and present administrative and technical information and data in an effective manner.
- Independently develop and coordinate effective systems, programs, and procedures; recognize needs, analyze problems, develop and evaluate options, make sound recommendations and initiate actions in order to develop more efficient systems and procedures or resolve problems within established guidelines.
- Prepare and monitor various agreements and contracts.
- Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
- Plan, organize, assign, supervise, review, and evaluate the activities of assigned program areas.
- Develop, implement, and interpret goals, objectives, policies, procedures, and work standards for the department.
- Coordinate activities with other District departments and agencies as required.
- Prepare clear, concise, and complete reports and other written material.
- Maintain accurate records and files.
- Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
- Effectively represent the District in meetings with governmental agencies;
community groups; various business, professional, and regulatory organizations; and in meetings with individuals. - Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
- Effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks.
- Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
- Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
- Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Licenses/Certification Required:
Possession of a valid class C California Driver's license and a satisfactory driving record. Individuals who do not meet this requirement due to a disability will be reviewed on a case-by-case basis.

WORKING CONDITIONS:
Employees may be required to work evenings, weekends, and holidays, as well as participate in afterhours on-call assignments.

Environmental Conditions:
Essential duties are performed in a controlled temperature, dynamic office environment. Incumbents work closely with the public and other District personnel in the performance of assigned duties and responsibilities.

Physical Conditions:
Essential duties are performed in a dynamic environment requiring attention to detail while interacting with others in person and on the phone and the ability to: sit for extended periods of time while viewing data on a computer screen; use finger and hand dexterity to operate a personal computer and other standard office equipment; effectively communicate with others to gather, provide and clarify complex information, reach for files and folders and other items; and stand, walk, push, pull and grasp files and other items on a daily basis.

OTHER: FLSA STATUS: Non-Exempt