Administrative Analyst I/II

Job Description:

Administrative Analyst I/II

Description

Description

PLEASE READ THIS BULLETIN IN ITS ENTIRETY

THE POSITION

This recruitment is being conducted to fill two full-time vacancies. The list established by this recruitment may be used to fill future full-time, part-time, limited term, and temporary vacancies for up to one year.

The Administrative Analyst I/II classification is used in various departments to perform a wide variety of responsible and complex administrative and analytical support duties for assigned department and/or division. The Administrative Analyst I/II will oversee assigned administrative processes, procedures and programs and will provide information and assistance to the public regarding assigned programs and services.

THE CITY OF VALLEJO

The City of Vallejo is located in Solano County and has a population of approximately 125,000 residents. Vallejo is a rapidly changing, highly diverse community located midway between the cities of San Francisco and Sacramento. It is a friendly, active waterfront community that attracts innovative, hardworking people and takes great pride in its 148-year history and maritime heritage. Residents of Vallejo are situated to take advantage of the best of what the area has to offer. Golf, museums, performing arts, boutique shopping, brewpubs and a wide selection of restaurants are all available in Vallejo. Residents and visitors alike enjoy Vallejo's delightful historical downtown area, weekly downtown farmer's market, and beautifully restored Victorian homes and business facades. Vallejo is also home to Six Flags Discovery Kingdom, one of America's only combination wildlife, oceanarium and theme parks.

DISTINGUISHING CHARACTERISTICS

Administrative Analyst I - This is the entry level class in the Administrative Analyst series. This class is distinguished from the Administrative Analyst II by the performance of more routine tasks and duties assigned to positions within the series. Since this class is typically used as a training class, employees may have only limited or no directly related work experience.

Administrative Analyst II - This is the full journey level class within the Administrative Analyst series. Employees within this class are distinguished from the Administrative Analyst I by the performance of the full range of duties as assigned. Employees at this level 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. Positions in this class are flexibly staffed and are normally filled by advancement from the I level, or when filled from the outside, have prior experience.

SUPERVISION RECEIVED AND EXERCISED

Administrative Analyst I

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  Receives general supervision from higher level supervisory and management staff.
  

Administrative Analyst II

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  Receives direction from higher level supervisory and management staff.
  
• 
  May exercise direct supervision over clerical and technical staff.
  

EXAMPLES OF IMPORTANT RESPONSIBILITIES AND DUTIES
EXAMPLES OF IMPORTANT RESPONSIBILITIES AND DUTIES - I mportant responsibilities and duties may include, but are not limited to, the following:

• Oversee assigned administrative support functions including budget, purchasing, or other specialized department programs; direct the work activities of assigned clerical and technical personnel; prioritize and coordinate work assignments; review work for accuracy; recommend improvements in work flow, procedures and use of equipment forms.
• Develop and implement operational, administrative, program, and other policies and procedures; participate in hiring assigned staff; assist in contract negotiations.
• Participate in the preparation and administration of assigned budget(s); maintain and monitor appropriate budgeting controls.
• Collect, compile, and analyze information from various sources on a variety of specialized topics related to programs administered by the position or by management staff; write reports which present and interpret data, identify alternatives, and make and justify recommendations.
• Assist in the drafting and implementation of department policies and procedures.
• Serve as a liaison with public and private organizations, community groups and other social organizations.
• Receive and respond to complaints and questions from the general public relating to assigned area of responsibility; review problems and recommend corrective actions; prepare summary reports as required.
• Participate in special projects including research of new programs and services, budget analysis and preparation, and feasibility analyses; prepare and present reports; participate in a variety of department operations.
• Assist in the preparation of ordinances and other supporting program documents; prepare and monitor program grants and related proposals; monitor compliance with applicable contractual agreements.
• Prepare comprehensive technical records and reports pertaining to assigned area of responsibility; conduct research and comprehensive data collection efforts to support analysis.
• Maintain personnel and payroll records; process paperwork for personnel actions including new hires, terminations and promotions; coordinate recruitment process with the Human Resources Department; monitor performance evaluation dates and provide appropriate forms to staff.
• Provide training in various areas to department employees including Workers' Compensation requirements, updated rules and laws, and other areas as required.
• Maintain calendars of department activities, meetings and various events; coordinate activities with other City departments, the public and outside agencies; attend meetings as representative for assigned department.
• Perform related duties and responsibilities as required.

KNOWLEDGE, SKILLS AND ABILITIES / MINIMUM QUALIFICATIONS
Administrative Analyst I

Knowledge of :

• Basic principles and practices of budget administration.
• Basic methods of research, program analysis, and report preparation.
• English usage, spelling grammar and punctuation.
• Modern office procedures, methods and computer software and hardware.
• Basic principles and procedures of record keeping.

Ability to :

• Learn to interpret the policies and procedures of the assigned department.
• Learn and understand the organization and operation of the assigned department and of outside agencies as necessary to assume assigned responsibilities.
• Perform personnel activities with adherence to confidentiality for the assigned department.
• Perform responsible administrative work involving the use of independent judgment and personal initiative.
• Research, analyze, and evaluate programs, policies, and procedures.
• Prepare clear and concise reports.
• Independently prepare correspondence and memoranda.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.
• To meet the essential functions and physical requirements contained in the Physical Analysis of Job Assignment attached to this specification and incorporated herein by this reference.

Administrative Analyst II
In addition to the qualifications stated for Administrative Analyst I:

Knowledge of :

• Policies and procedures of the assigned department.
• Methods of research, program analysis, and report preparation.
• Public relations techniques.
• Principles and procedures of record keeping.
• Basic principles and practices of supervision and training.

Ability to :

• Organize and direct the work of assigned staff.
• Understand the organization and operation of the assigned department and of outside agencies as necessary to assume assigned responsibilities.
• Interpret and apply administrative and departmental policies and procedures.
• Work independently in the absence of supervision.
• Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative.
• To meet the essential functions and physical requirements contained in the Physical Analysis of Job Assignment attached to this specification and incorporated herein by this reference.

MINIMUM QUALIFICATIONS

Administrative Analyst I:
Experience and Training Guidelines
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience :
Some administrative and analytical experience, preferably within a local government environment, is desirable.

Training :
Equivalent to a Bachelors degree from an accredited college or university with major course work in public administration, business administration or a related field.


Administrative Analyst II:
Experience and Training Guidelines
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience :
Two years of increasingly responsible administrative and analytical experience preferably within a local government environment.

Training :
Equivalent to a Bachelors degree from an accredited college or university with major course work in public administration, business administration or a related field.
SUPPLEMENTAL INFORMATION

Working Conditions

Office and inspection site environment; exposure to dust and noise; some climbing, stooping, light lifting and inspecting in confined areas.

The Recruitment & Selection Process

1.) Applications are due by 5:00 p.m. on Friday, January 10, 2025. Applicants must submit a completed City of Vallejo online application, including all responses to the Supplemental Questionnaire (Resume/Cover Letter Optional), by the posted deadline in order to be considered.

2.) Applications will be screened for overall qualifications the week of January 13, 2025.

3.) Candidates who are deemed to be the best qualified will be invited to take part in an assessment process which may consist of written, online, oral, or performance exercises. Candidates invited to the assessment process will be notified by email of the date, time, and location of the assessment.

The City reserves the right to limit the number of candidates to those determined to be best qualified based upon all requested application materials, including training and experience, current resume, and responses to supplemental questions.

4.) Candidates placed on the Register of Eligible (eligible list) will be referred to the department for final interviews based on their performance in the exam. The number of candidates referred for a hiring interview is at the discretion of the hiring department.

NOTE: If you have problems creating a user account, obtaining your already created account information, or submitting your online application, please contact governmentjobs.com applicant support directly at 855-524-5627. City of Vallejo staff are unable to assist with these issues.

REASONABLE ACCOMMODATIONS

The City of Vallejo is committed to providing reasonable accommodation to applicants as required by the Americans with Disabilities Act (ADA) and the Fair Employment and Housing Act (FEHA). Qualified individuals with disabilities who need a reasonable accommodation during the application, assessment or selection process may contact the Human Resources Department by emailing Martha.galo@cityofvallejo.net no later than January 10, 2025 at 5:00 p.m., to request an accommodation.

PRIOR TO HIRE The selected candidate will be required to: 1.) Submit to reference checks 2.) Submit to and successfully pass a pre-employment background check, including fingerprint check. 3.) Provide proof of legal right to work in the United States.

Disaster Service Workers - All City of Vallejo ("City") employees are designated Disaster Service Workers ("DSW") by state law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required to complete all DSW-related training as assigned and to return to work as ordered in the event of an emergency.

Veteran's Preference - Veteran's preference points will be applied in accordance with Civil Service Rule 24. A copy of the DD 214 form must be filed at time of application.

Equal Opportunity Employer (EOE) - The City of Vallejo is an Equal Opportunity Employer. It is the policy of the City of Vallejo to provide equal employment opportunity for all qualified persons. All applicants will be considered without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, gender, gender identity, gender expression, marital status, ancestry, medical condition (cancer and genetic characteristics), genetic information, or denial of medical and family care leave, or any other non-job-related factors.

Note: The provisions in this bulletin do not constitute a contract, expressed or implied, and any provisions contained in this bulletin may be modified or revoked without notice.
Closing Date/Time: 1/10/2025 5:00 PM Pacific

Salary:

$85,606.56 - $120,872.34 Annually