Administrative Analyst

City of Lomita•Lomita, CA

1d•Onsite

About The Position

The City is currently recruiting to fill two (2) Administrative Analyst vacancies. One position is assigned to the City Manager’s Department and one position is assigned to the Public Works Department. Candidates may be considered for either assignment based on qualifications, experience, department needs, and candidate preference. Duties may vary depending on assignment. Under direction, provides professional administrative support to assigned departmental projects and programs; conducts research and analysis; prepares reports, correspondence, agenda materials, and other documents in support of departmental goals; participates in budget, contract, procurement, grant, regulatory reporting, and records management activities; coordinates with City departments, outside agencies, vendors, contractors, and members of the public; and performs related work as required. This journey-level classification is responsible for independently performing professional administrative support duties in support of departmental operations. Positions at this level exercise judgment and initiative in their assigned tasks, receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit. Receives direction from assigned supervisory or management personnel. Exercises no direct supervision over staff.

Requirements

Equivalent to a bachelor’s degree from an accredited college or university with major coursework in business administration, public administration, or a related field.
One year of professional municipal administration experience.
Ability to successfully complete the City’s pre-employment process, including a physical examination, Live Scan/background process, and any other required pre-employment requirements.
Ability to work overtime and establish and maintain cooperative working relationships with others.
Ability to work independently and on project teams.
Knowledge of principles and practices of municipal management and government.
Knowledge of general principles and practices of municipal government budget preparation and administration.
Knowledge of grant funding sources and grant writing techniques.
Knowledge of sources of information related to a broad range of municipal programs, services, and administration.
Knowledge of principles and practices of leadership.
Knowledge of applicable federal, state, and local laws, rules, regulations, ordinances, and organizational policies and procedures relevant to assigned area of responsibility.
Knowledge of principles and practices of contract negotiation, preparation, and evaluation.
Knowledge of sound financial management policies and procedures.
Knowledge of methods and techniques of research, statistical analysis, report preparation, and presentation.
Knowledge of principles and procedures of record keeping, document processing, and filing systems.
Knowledge of mathematical principles and statistical techniques.
Knowledge of City and mandated safety rules, regulations, and protocols.
Knowledge of techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
Knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
Knowledge of modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
Ability to assist in the development of goals, objectives, policies, procedures, and work standards for the department or division.
Ability to coordinate and oversee programmatic administrative, budgeting, and fiscal reporting activities.
Ability to plan and conduct effective management, administrative, and operational studies.
Ability to analyze, interpret, summarize, and present administrative and technical information and data in an effective manner.
Ability to understand, interpret, apply, explain, and ensure compliance with federal, state, and local policies, procedures, laws, and regulations.
Ability to research, analyze, and evaluate new service delivery methods, procedures, and techniques.
Ability to prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
Ability to effectively represent the department and the City in meetings with governmental agencies, community groups, and various businesses, professional, and regulatory organizations and in meetings with individuals.
Ability to establish and maintain a variety of filing, record keeping, and tracking systems.
Ability to develop and administer assigned budgets and accurately track and process receipts of revenues and payments of expenditures.
Ability to use mathematical functions and principles and perform complex calculations accurately.
Ability to maintain and update accurate records and files.
Ability to use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
Ability to independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
Ability to effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
Ability to communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
Ability to establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Knowledge of funding notices issued by governmental agencies.
Ability to maintain a working knowledge of programs and services offered including but not limited to transportation programs and/or public safety related services.
Ability to assist with data collection, analysis and report preparation pursuant to issues governed by the Technical Traffic Advisory Committee (TTAC) and the Public Safety Traffic Commission (PSTC).
Knowledge of theories, principles, practices, and programs relative to municipal operations including public housing and CDBG.
Ability to maintain a working knowledge of programs and procedures in the department, including but not limited to work order management, public right-of-way, projects, and City services.
Ability to assist with data collection, analysis and report preparation pursuant to issues related to Public Works, Water, and Engineering.
Ability to perform a wide variety of detailed tasks with accuracy; use independent judgment and initiative; make mathematical computations quickly and accurately; make sound decisions in accordance with established procedures and policies; provide excellent customer service, interpret and apply applicable policies, rules, and regulations; maintain the confidentiality of sensitive information; compose correspondence independently; interact with the public with tact and courtesy; communicate effectively orally and in writing; adhere to multiple deadlines and handle multiple projects; prepare and maintain accurate records and reports.
Knowledge of office software, including Excel, Word, and PowerPoint.
Knowledge of spreadsheet functions.
Knowledge of basic statistical calculations.
Knowledge of English usage, spelling, grammar, and punctuation.
Knowledge of City ordinances and regulations related to Public Works.

Nice To Haves

Experience using spreadsheet software to track, analyze, and report data is desirable.

Responsibilities

Assists management and professional staff with studies, special projects, administrative activities, and departmental programs.
Conducts research, data collection, and analysis related to administrative, fiscal, personnel, operational, and programmatic issues.
Analyzes alternatives and makes recommendations to improve operational and administrative practices.
Prepares memoranda, letters, agenda materials, staff reports, summaries, lists, presentations, and other correspondence.
Provides technical administrative support for assigned department programs, processes, and procedures.
Responds to public inquiries, complaints, emails, calls, service requests, and requests for information.
Interprets and applies City policies, procedures, rules, regulations, systems, and precedents.
Participates in budget preparation, expenditure tracking, fiscal reporting, and revenue/payment processing.
Assists with grants, loans, funding applications, reimbursement documentation, and compliance reporting.
Assists with procurement processes, including purchase orders, purchase requisitions, RFPs, RFQs, invitations to bid, contracts, agreements, amendments, and related documentation.
Prepares, reviews, tracks, reconciles, and maintains administrative, fiscal, contract, grant, and departmental records.
Creates, organizes, updates, archives, and purges records in accordance with the City’s records retention policy.
Coordinates department services and activities with other City departments, outside agencies, vendors, contractors, and the public.
Observes and complies with City and mandated safety rules, regulations, and protocols.
Assists the City Manager, Assistant City Manager, and/or assigned management staff with the management and administration of various programs, which may include but are not limited to U.S. Department of Housing and Urban Development (HUD) including administrative oversight of the Lomita Housing Authority and Lomita Manor, Community Development Block Grant (CDBG), California Department of Transportation (DOT), Public Safety and Traffic Commission (PSTC), Coordination with the City’s Traffic Advisor (Engineer), Preparation of PSTC Staff Reports, Presentations before the PSTC, Administration of METRO and AQMD funds including but not limited to Prop A, Prop C and Measure R, Management and coordination of the LA County Animal Control Contract, Special Event Permits, Narbonne Avenue Banner Permits, Film Permits, Special projects as assigned.
Applies for funding when required, managing, documenting, tracking and reporting funding revenues and expenditures, performing project and management duties associated with Department programs, developing and assigning eligible projects in accordance with applicable regulations associated with each agency and respective funding source.
Assists the Public Works Director, Department Managers and Supervisors with the day-to-day operations of the department, which includes but is not limited to: Assists the public in person, by telephone, and by email by answering routine questions and providing information about Citywide services and processes, such as Air Quality Management regulations, the water distribution system, tree and park maintenance, and street maintenance.
Maintains a computerized work order system; sorts, files, tracks, locates, and maintains a variety of logs, records, and documents using manual or automated filing systems and databases; and performs analysis of records.
Researches and locates vendor contracts; reviews and processes expense reports, purchase requisitions, and invoices.
Schedules meetings, attends meetings, and records and maintains meeting notes.
Assists with duties related to the Public Safety and Traffic Commission (PSTC).
Coordinates with the City’s Traffic Advisor/Engineer.
Prepares Public Safety and Traffic Commission staff reports.
Presents before the Public Safety and Traffic Commission.
Assists with the administration of METRO and AQMD funds, including but not limited to Prop A, Prop C, and Measure R.
Acts as a resource to the public, City departments, and other organizations for inquiries, complaints, and dissemination of general information.
Prepares, processes, edits, scans, distributes, maintains, and archives departmental documents, correspondence, agendas, staff reports, records, and related materials.
Prepares reports and analyses of program metrics related to Public Works functions.
Performs special projects as assigned.
Performs other duties as assigned.