Principal Administrative Analyst

Job Summary

DEFINITION

Performs complex, professional level, highly responsible financial, analytical and administrative duties within an assigned department. Conducts, coordinates and prepares comprehensive administrative and budgetary analyses and reports. Supervises, organizes and reviews the work of assigned staff.

SUPERVISION

Works under the administrative supervision of designated management staff. Exercises technical supervision over assigned staff.

NOTE: The current vacancy is in the Library Department. The eligible list established as a result of this recruitment will be merged with the existing list for this classification and the resulting merged list will be used to fill Principal Administrative Analyst vacancies that occur in the City during the life of the list.

NOTE: The current vacancy in the Library Department will eventually (not initially) require you to work from home one day per week.

Representative Duties

Note: Duties may vary depending upon work location and assignment.

Prepares and monitors the departmental annual budget, mid-year budget review, work plans and five-year forecasts. Coordinates preparation of division budgets and prepares final department budget for department head approval. Serves as liaison with the Finance Department regarding the Department's budget.

Compiles narrative, fiscal and status reports on department, division, project and fund revenues and expenditures. Analyzes revenues and expenditures and prepares periodic financial forecasts. Makes fiscal and budgetary recommendations and assists with necessary adjustments.

Coordinates and prepares Capital Improvement Project (CIP) budgets. Serves as liaison for interdepartmental CIP activities regarding the City’s annual CIP program. Prepares quarterly progress reports, detailing the annual CIP program and CIP project expenditures.

Monitors and supervises professional services and consultant work to ensure that project objectives, budgets and schedules are consistent and conform to City plans and policies.

Gathers a variety of statistical data and performs research and analysis of complex administrative, technical or operational issues. Prepares feasibility studies and makes recommendations on the impact to the Department's operation.

Oversees and participates in the development and implementation of goals, objectives, policies, procedures and priorities for assigned Department.

Reviews, monitors, and evaluates programs, policies, processes and procedural matters to ensure and improve effectiveness of department performance and compliance with applicable regulatory requirements. Assists in the implementation of new programs and procedures.

Assists the Department Director in personnel related department issues. May act as a liaison with the Human Resources Department regarding employee performance evaluation tracking, requests for leave of absence, and progressive disciplinary processes.

Researches, monitors and evaluates trends and keeps abreast of current laws, regulations and innovations applicable to assigned area. Shares findings with management and makes recommendations to meet emerging needs.

Coordinates the City Council agenda management process for assigned Department, including review and approval of staff reports, information items and other materials submitted for City Council consideration and action.

Cooperates and collaborates with outside agencies, groups and individuals in the coordination of departmental activities. Makes presentations to management, City Council, boards, commissions and/or represents the Department at conferences and meetings.

Responds to inquiries, complaints, questionnaires and requests for information.

Supervises, motivates and trains assigned staff. Coordinates and evaluates the work of staff, as assigned.

Performs other duties, as assigned.

Requirements

Knowledge of:

Principles and practices of public administration

Quantitative and management analysis techniques

Budgeting policies, practices and analysis

Budget development and administration

Professional report writing

Research and statistical methods

Project management techniques

Applicable federal, state and local laws and regulations

Collaboration process techniques

Principles and practices of supervision and training

Effective supervisory techniques

Effective customer service techniques

Ability to:

Supervise, motivate and train assigned staff

Plan, coordinate and evaluate the work of staff

Compile, organize and analyze complex statistical data

Plan, develop, and implement projects and programs

Prepare clear and concise analytical and financial reports

Identify and analyze administrative problems and develop and recommend sound solutions

Plan and conduct complex administrative and operational studies and projects

Interpret, apply and communicate policies, procedures and regulations

Make oral presentations

Prioritize and meet multiple, frequently changing deadlines

Work independently and collaboratively to resolve issues and reach consensus

Communicate effectively, both orally and in writing

Establish and maintain effective and cooperative working relationships with City employees and the general public

Work with persons from diverse social, cultural, and economic backgrounds as well as a variety of work styles, personalities, and approaches

Provide effective customer service

Skill in:

Conducting research, analyzing information, and writing comprehensive reports

Using a personal computer and applicable software applications

Supervising and training staff

Working effectively with others

REQUIREMENTS

Minimum Qualifications:

Education:

Graduation from an accredited college or university with a bachelor's degree.

Experience:

Four years of recent, paid work experience performing professional level administrative analysis which has included budgeting and fiscal oversight responsibilities. At least two years of the recent work experience must have been at a supervisory or senior analyst level or above. One year of leading, coordinating and/or supervising the work of others, and successful completion of the City of Santa Monica's Pre-Supervisory Academy may substitute for the required two years of supervisory experience.

Licenses and Certificates:

Possession of a valid Class C driver license or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions .

NOTE: You must submit a copy of your college level-transcripts or diploma with your application. Applicants who indicate receipt of college level coursework or degree from a foreign institution must provide United States credential equivalency verification along with a copy of your college diploma/transcripts. All materials must be received in the Human Resources Department no later than close of business on the application closing date.

WORKING CONDITIONS:
Work is primarily performed indoors in a home office or work office setting, in accordance with the City’s Telework/Flexible Workplace Policy, with frequent interruptions. Office work may require sitting for prolonged periods of time and using a computer keyboard, mouse, and screen. Physical demands may include walking, standing, kneeling, bending, reaching and grasping. May be required to visit off-site locations to attend meetings. May be required to work evenings or weekends dependent upon assignment.

Supplemental Information

HOW TO APPLY: All applicants must submit an online City application and required supplemental questions to be considered for this position. Please note, applications may be rejected if incomplete. Resumes, CVs and cover letters are not reviewed as part of the application screening process and should not be submitted.

You may contact Gilberto Sanchez with any questions at gilberto.sanchez@santamonica.gov


SELECTION PROCESS: All applicants will be reviewed and only those candidates determined to be qualified on the basis of experience, training and education, as submitted, will be invited to participate further in the selection process.

Testing may consist of the following:
Performance Exam
Oral Interview: 100%

BACKGROUND INVESTIGATIONS: Candidates who have successfully completed all prior phases of the selection process will be subject to a thorough background investigation.

NOTE: If three or more qualified City employees apply and pass the examination, a promotional list will be established in addition to an open-competitive list. If fewer than three qualified City employees pass the examination, the appointing authority, in accordance with the City's civil service rules and regulations, can decline to use a promotional list, in which case a promotional list will not be established for this position.

Inclusion & Diversity Statement
The City of Santa Monica is a progressive, inclusive and culturally-rich community. As leaders in public service, we strive to be an employer of choice by attracting and retaining a highly-talented workforce where people of diverse races, religions, cultures and lifestyles thrive. Our goal is to create a welcoming and inclusive environment where our staff are empowered to perform at their highest level and where their differences make a positive impact.

The City is an equal opportunity employer and strives to build balanced teams from all walks of life without regard to race, color, ethnicity, religion, national origin, age, sex, sexual orientation, gender identity, marital status, ancestry, disability, genetic information, veteran status, or any other status protected under federal, state and/or local law. We aim to create a workplace that celebrates and embraces the diversity of our employees. Join us!

Special assistance with the application and examination process is available, upon request, for persons with disabilities. Call (310) 458-8246, TDD (310) 458-8696 (Hearing Impaired Only).

The City's liberal fringe benefits for full-time employment include sick leave, holiday and vacation pay, the Public Employees Retirement System, medical, dental and vision insurance, credit union, deferred compensation, tuition reimbursement, Dependent Care Assistance Plan and Marine Park Childcare Center.

Closing Date/Time: 10/25/2024 5:00 PM Pacific

Please mention you found this employment opportunity on the CareersInGovernment.com job board.

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