Administrative Analyst (Architecture & Engineering)

City of Sacramento•Sacramento, CA

12d

About The Position

The Facilities and Real Property Management Division within the Department of Public Works is seeking an Administrative Analyst to provide analytical, financial, and asset-management support. With supervisor approval, incumbents may be eligible for intermittent remote work, but must physically reside within the Sacramento region or be able to regularly report to a City of Sacramento worksite with little notice. The position’s primary focus includes maintaining accurate building, component, and equipment asset records throughout their lifecycle; maintaining building square-footage and usage information; tracking energy consumption; supporting preventive maintenance and work-order management; and preparing performance reports. The role also supports accounting and budgeting, internal work-order billing, financial reporting, purchase order and contract tracking, and local, state, and federal grant administration. This is a journey-level classification. Depending on assignment, an incumbent may provide a broad range of administrative and technical support or manage functional programs with department-wide or Citywide impact. Work may include moderately complex professional or program-management responsibilities performed independently, or complex work performed under closer direction. General direction is provided by higher-level department or division administrative personnel. Responsibilities may include indirect supervision of technical and clerical personnel.

Requirements

Two years of full-time paid or equivalent paraprofessional experience in report writing, research, analysis, or technical support related to administration, program management, or system operations.
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.
Alternatively, four additional years of qualifying full-time paid or equivalent paraprofessional experience may substitute for the required education.
Knowledge of personnel administration, organization and public administration, program management and analysis, performance measurement, systems analysis, and statistical measurement.
Knowledge of research methods, municipal finance, budgeting and accounting, procurement, contracting, grant writing, reporting methods, and applicable federal, state, and local laws and regulations.
Skill in customer service and problem resolution, presentations and meeting facilitation, and using computers, applications, and software.
Ability to interpret and apply laws, regulations, ordinances, policies, and procedures; communicate effectively orally and in writing; administer program responsibilities; analyze data and make sound recommendations; address organizational and administrative problems; maintain effective working relationships; and meet multiple deadlines.
Submit proof of education with the application if using education to qualify; proof is required at appointment. Foreign education must be evaluated by a credential evaluation service by the time of appointment.
Complete twelve months of probation at a satisfactory performance level before gaining permanent status.
Pass Live Scan/fingerprinting after a conditional offer. Depending on applicability, additional pre-employment medical, substance and/or alcohol testing, and required licensure or certification may be necessary.

Nice To Haves

Experience with asset-management or work-order systems.
Experience with data management, accounting, budgeting, grants, or related administrative functions.
Strong analytical and communication skills.
Detail orientation, discretion in maintaining confidentiality, and ability to manage competing priorities and deadlines.
Some positions may require additional knowledge or experience in auditing principles, basic statistical analysis, procurement, contracting, or grant writing.

Responsibilities

Maintain building, component, and equipment asset records throughout their lifecycle.
Maintain building square-footage and usage information and track energy consumption.
Support preventive-maintenance and work-order management and prepare performance reports.
Support accounting and budgeting, internal work-order billing, and financial reporting.
Track purchase orders and contracts and support administration of local, state, and federal grants.
Perform analytical and technical work involving budgets, grants, contracts, procurement, or personnel functions.
Research and analyze program or project activities, including compliance, eligibility, regulatory issues, and funding requirements.
Compile and analyze data and make recommendations concerning policies, procedures, staffing, and organizational changes.
Conduct surveys and research, perform statistical analysis, and prepare reports on administrative, fiscal, personnel, or operational issues.
Assist with preparation of grants, budgets, reports, manuals, and publications; coordinate procurement and related support functions.
Analyze information for grants, contracts, and agreements; assist with negotiating terms; monitor performance and prepare reports and statistical materials.
Monitor and evaluate program effectiveness and outcomes, and prepare periodic or specialized reports.
Assist with designing, implementing, and installing new or revised programs, systems, procedures, methods, and forms.
Coordinate administrative functions and activities with City departments, divisions, and outside agencies; represent the department at committee meetings and oversee contract service providers.
Respond to complaints and information requests, interpret and apply policies and procedures, and adjudicate complaints.
Make program or project eligibility determinations, conduct focus groups, and meet with community or business groups.
Prepare oral reports and make presentations to City and departmental committees.
Train staff as assigned and provide exceptional customer service.