Administrative Analyst I/II

San Diego Association of Governments • San Diego, CA

1d

About The Position

The Administrative Analyst performs professional, analytical, and administrative duties that contribute to the agency’s governance, public records, and meeting administration functions. The position plays a key role in agenda production, document quality control, public facing material accuracy, meeting coordination, and system administration for agency reporting tools. The Analyst ensures materials presented to the Board of Directors, Policy Advisory Committees (PACs), and working groups are accurate, complete, formatted to agency standards, and published in accordance with legal requirements and agency procedures. The role supports SANDAG’s organizational goals by strengthening transparency, ensuring consistent documentation, and maintaining compliance with established workflows. The Analyst also supports the agency’s Public Records Request (PRR) process by assisting with request intake, gathering responsive documents, maintaining tracking logs, and helping ensure timely, accurate responses in accordance with the California Public Records Act. This position will be filled at the I or II level depending on qualifications and experience of the selected candidate. The Clerk Team plays a pivotal role in helping the organization demonstrate transparency, consistency, and professionalism as a public agency. This team provides operational support for public meetings, agenda processes, records management, and governance compliance. Activities include preparing, posting, and archiving official records; coordinating meeting logistics; maintaining compliance with legal posting requirements; and supporting public access to agency actions.

Requirements

• Bachelor's degree with major course work in Public Administration, Business Administration, or a related field. A combination of education and recent work experience may be considered in lieu of the bachelor’s degree.
• One or more years of increasingly responsible experience in program administration, experience in areas such as departmental staff, preparation of correspondence and or maintenance of operational records.
• Demonstrated ability to update and maintain meeting calendar, publications logs, and membership directories.
• Demonstrated experience researching, compiling, organizing, analyzing, and summarizing data and information; ability to communicate key observations and potential areas for improvement.
• Demonstrated experience maintaining tracking and reporting systems using spreadsheets, databases, and other software.
• Ability to expand and develop subject matter expertise in industry standard and tools, including new technologies, such as eScribe Agenda Management software.
• Strong ability to rapidly absorb new or complex information or guidance, distill key themes and takeaways, synthesize analysis, and apply within the context of their projects.
• Proficient in Microsoft Office suite and SharePoint, and the ability to quickly understand and navigate other systems and applications.
• Strong communication, project management, and organizational skills.

Responsibilities

• Provide general administrative support to the Clerk of the Board team, including coordination with departmental staff, preparation of correspondence, and maintenance of operational records.
• Assist with records organization and documentation practices, ensuring consistency with retention and governance requirements.
• Collect, compile, and organize information from various sources to support agenda workflows and meeting documentation.
• Support agenda development by reviewing items for completeness and proper formatting; coordinate with departmental staff during report preparation and approval workflows.
• Proofread, edit, and format staff reports and public-facing materials for accuracy, consistency, and compliance with agency standards.
• Prepare, publish, and update agendas, supplemental materials, public notices, and follow-up documents in accordance with posting requirements.
• Assign resolution and ordinance numbers once adopted by the Board or Committees.
• Attend public meetings and provide live Clerk support for Policy Advisory Committees, including documenting actions, tracking attendance, administering public comment, and preparing minutes.
• Post minutes and follow-up actions; maintain meeting archives and ensure materials are accurately indexed and accessible.
• Coordinate interpreter and translation services for meetings and public materials.
• Train agency staff on agenda management software, including formatting standards, workflow processes, and best practices for report submission.
• Maintain meeting calendars, publication logs, and membership directories; update information as membership changes occur.
• Support the intake, tracking, and timely handling of Public Records Requests (PRRs) in accordance with the California Public Records Act.
• Coordinate with the Office of General Counsel and departmental staff to gather and organize responsive documents.
• Maintain PRR logs, templates, and related documentation; assist with preparing periodic PRR metrics and status updates.
• Serve as backup to the Deputy Clerk of the Board and perform related duties and responsibilities, as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level