Administrative Analyst - Budget & Purchasing

City of San Ramon•San Ramon, CA

5d•Onsite

About The Position

The City of San Ramon is hiring an Administrative Analyst for its Public Works Department. The immediate opening is in Public Services, although the eligibility list may also be used to fill future citywide Administrative Analyst vacancies. Reporting to the Administrative Program Manager, the analyst leads development and management of the Public Works Department’s operating budget across three divisions and multiple funds. The role oversees purchasing, accounts payable and receivable, and reviews requests for proposals, construction bids, and contracts for accuracy. It interprets purchasing policies, cooperative contracts, and prevailing wage requirements, and may support the Capital Improvement Plan and grant administration. Under general direction, the position provides complex management and operational analysis, evaluates practices and data, and recommends organizational, operational, financial, policy, staffing, and procedural improvements. The analyst conducts needs analyses, feasibility studies, and project and program evaluations; administers projects, grants, and contracts; and provides technical advice to staff, other departments, the public, and other agencies. The work also includes budget development and reporting, research, policy and procedure development, database management, presentations, and support for process and technology improvements. The position may supervise, train, and review assigned staff. The role calls for an organized, self-directed, collaborative professional who can manage concurrent budget, purchasing, and contract work; explain financial information and policies clearly; and build useful trackers, reports, and dashboards. Public agency operating budget and purchasing experience is highly desirable. Capital project and grant experience, including CIP budget tracking, grant reporting, reimbursement, and audit-ready documentation, is a plus. The typical qualification is a four-year college degree or equivalent coursework in business or public administration, public policy, or a related field, plus two years of professional-level administrative or operational support experience involving operational research and assistance with budgeting. A California driver’s license is not required unless the employee chooses to drive a personal or City vehicle as part of the job; alternative transportation may be used. The position is primarily sedentary in an office setting, with occasional visits to City and meeting sites. Interviews are tentatively scheduled for early December 2026, and the resulting eligibility list will remain active for one year.

Requirements

Education equivalent to graduation from a four-year college or university, with major coursework in business or public administration, public policy, or a field related to the assignment.
Two years of professional-level administrative or operational support experience in a staff capacity, conducting operational research and assisting with the budgeting process.
Knowledge of municipal management and government, public administration, budgeting, purchasing, grant funding and disbursement, contract administration, research, reporting, recordkeeping, and applicable laws and procedures.
Ability to coordinate administrative, budgeting, and fiscal reporting activities; conduct research and operational studies; analyze and present information; and recommend improvements.
Ability to prepare clear reports and other written materials and communicate effectively with staff, the public, vendors, contractors, agencies, and community groups.
Ability to interpret, apply, explain, and ensure compliance with applicable policies, laws, regulations, and procedures.
Ability to organize and prioritize multiple projects and tasks, work independently, and meet critical deadlines.
Ability to establish and maintain records, filing, and tracking systems and operate modern office equipment and relevant computer applications.
Ability to provide supervision and training to employees when assigned.
A California driver’s license is not required for the position. Employees who intend to drive a personal or City vehicle as part of their duties must possess a valid California driver’s license; alternative transportation is permitted.
Ability to meet the described physical demands, including lifting, carrying, pushing, and pulling objects up to 25 pounds.

Nice To Haves

Experience with public agency operating budgets and purchasing is highly desirable.
Purchasing and contract experience, or a strong interest in learning it.
Familiarity with formal bidding, cooperative purchasing, or prevailing wage requirements.
Experience supporting capital projects or grants, including tracking Capital Improvement Plan budgets and project spending, coordinating grant reporting and reimbursement, and maintaining audit-ready documentation.
Strong Excel and financial systems skills, including the ability to build useful trackers, reports, and dashboards and identify spending or contract trends.

Responsibilities

Lead development and management of the Public Works Department operating budget across three divisions and multiple funds.
Build, monitor, track, and report on budgets, including budget administration and financial reporting.
Oversee purchasing activity and manage accounts payable and accounts receivable.
Review requests for proposals, construction bids, and contracts for accuracy before release.
Interpret purchasing policies, cooperative contracts, and prevailing wage requirements.
Support the Capital Improvement Plan and grant administration as needed, including tracking project spending and grant compliance and reporting.
Conduct management, administrative, operational, financial, and programmatic analyses and studies; evaluate alternatives and recommend improvements.
Coordinate professional-level administrative and program work involving budgets, grants, purchasing, databases, contracts, management analysis, public information, and program evaluation.
Develop or assist with departmental goals, objectives, policies, procedures, work standards, and administrative controls.
Conduct research projects; compile and analyze information; prepare reports, manuals, bid proposals, requests for proposals, and other documents; and present findings.
Administer project and program contracts, including identifying sources and vendors, coordinating activities, and tracking expenditures.
Prepare grant proposals and monitor grant activities for compliance with requirements and reporting obligations.
Maintain databases and tracking systems and provide technical information and training to City staff.
Answer questions, resolve problems requiring professional advice, and provide technical advice to staff, other departments, the public, and other agencies.
Represent the City or department at meetings, boards, and committees, and maintain liaison with public agencies and community groups.
May plan, assign, supervise, and review staff work; train staff; evaluate performance; and assist with employee selection and promotion.
Perform other duties as assigned.