Administrative Analyst (YPCE)

Job Description:

Administrative Analyst (YPCE)

Description

THE POSITION

With supervisor approval, incumbents may be eligible for intermittent remote work; however, they must physically reside within the Sacramento region or have the ability to regularly report to a City of Sacramento physical worksite with little notice.

The Youth, Parks, and Community Enrichment Department (YPCE) is seeking two knowledgeable and motivated Administrative Analysts to join the administrative team. One Administrative Analyst position is responsible for providing a variety of procurement support while the other Administrative Analyst position is responsible for providing budget support.

The Analyst for procurement support will ensure that mission critical goods and services are delivered while applying procurement policies and procedures and complying with legal regulations. Duties include preparing bids and solicitations, contracts, purchase orders, monitoring expenditures, writing council reports, and other procurement functions.

The Analyst for budget support will assist in the preparation and administration of the department or division budgets including revenue projections, fee analysis, fixed and non-fixed expenditure projections. Duties include analytical and technical work in the formulation and administration of department or division budgets. The Analyst performs fiscal analysis and prepares recommendations relating to the status of various fund balances, projections, fiscal transactions, and related financial activities pertaining to the preparation and maintenance of the department’s budgets.

IDEAL CANDIDATE STATEMENT

The ideal candidate has, or is willing to develop, a thorough understanding of City of Sacramento procurement rules, policies, and procedures. The ideal candidates will have experience balancing the needs of multiple stakeholders with competing priorities in a fast-paced environment. They will be comfortable working with multiple computer-based information systems and proficient with Microsoft and Adobe productivity suites. The ideal candidates will be creative problem solvers, have excellent customer service skills, organized, detail-oriented, and communicates effectively and tactfully.

Candidates with any of the following experiences are strongly encouraged to apply (experience in these areas are preferred, but not required):
• Interpreting and applying procurement policies and procedures
• Planning, coordinating, and administering all aspects of contract initiation, processing, monitoring, and compliance
• Assisting in the preparation, administration, and financial analysis of department budgets including revenue projections, fee analysis, fixed and non-fixed expenditure projections

This journey-level classification is populated with multiple incumbents. Incumbents may be assigned to perform either the entire range of support functions and administrative and technical duties for a division or department or a broad range of functional program management duties for programs with department or Citywide impact. Responsibilities require a complete knowledge of departmental policies, programmatic, or project operating policies and procedures. The Administrative Analyst may specialize in one program area or may have broader responsibility for multiple internal service functions. Incumbents may independently perform moderately complex professional or program management work and make independent decisions on routine activities; or may perform complex professional or program management work under closer direction and exercise less independent judgment and discretion. The Administrative Analyst is distinguished from the next higher-level class of Administrative Officer in that the latter is responsible for the administration and management of programs and projects or all centralized administrative services for a department or major division with high visibility and substantial Citywide impact.

SUPERVISION RECEIVED AND EXERCISED
General direction is provided by higher-level department or division administrative personnel. Responsibilities may include the indirect supervision of technical and clerical personnel.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Performs professional analytical and technical work in the formulation and administration of department or division budgets, development, and management of grants and contracts, management of department level procurement, or coordination of personnel functions.
• Performs research and analysis in the development of program or project activities, including program compliance and eligibility, regulatory issues, and funding requirements.
• Compiles and analyzes data and makes recommendations on the formulation of policy, procedures, staffing, and organizational changes; conducts surveys and performs research and statistical analysis on administrative, fiscal, personnel, or operational problems.
• Compiles materials and assists in the preparation of program-related grants, budgets, reports, manuals, and publications; coordinates procurement activities and related support functions for a program or project.
• Analyzes information for preparation of grants, contracts, and agreements; assists in negotiating terms; implements, monitors, and prepares reports on conduct and performance; prepares statistical data and graphs.
• Performs research and prepares studies as required; conducts surveys, compiles and analyzes data and formulates program policies and procedures; monitors and evaluates program effectiveness and outcomes; prepares periodic or specialized reports of program activities.
• Participates and assists in the design, implementation, and installation of new and revised programs, systems, procedures, methods of operation, and forms.
• Coordinates and monitors the administrative functions of an assigned department; compiles materials and assists in the preparation of budgets, reports, manuals, and publications.
• Coordinates departmental activities and programs with other City departments and divisions, and with outside agencies; represents the assigned department in committee meetings; oversees contract service providers.
• Responds to complaints and requests for information; interprets and applies policies and procedures; adjudicates complaints.
• Makes complex program or project eligibility determinations; conducts focus groups; meets with community or business groups.
• Prepares oral reports; makes oral presentations to a variety of City and departmental committees.
• May train staff as assigned.
• Provides exceptional customer service to those contacted in the course of work.
• Other related duties may also be performed; not all duties listed are necessarily performed by each individual holding this classification.

QUALIFICATIONS

Knowledge of:

• Principles and practices of personnel administration.
• Principles and practices of organization and public administration.
• Principles and practices of program management, analysis, and coordination.
• Principles and practices of program performance measurement, systems analysis, and statistical measurement.
• Research techniques, methods, and procedures, and basic methods of statistical analysis.
• Principles, methods, and practices of municipal finance, budgeting, and accounting.
• Principles, methods, and practices of procurement, contracting, and grant writing.
• Methods of reporting information.
• Applicable Federal, State, and local laws and regulations.

Skill in:

• Providing customer service, including dealing with people in sensitive situations and problem resolution.
• Making presentations and conducting meetings.
• Use of computers, computer applications, and software.

Ability to:

• Interpret and apply rules, regulations, laws, ordinances, and policies.
• Communicate effectively, both orally and in writing.
• Administer assigned program responsibilities.
• Collect and analyze data and make sound recommendations.
• Review organizational and administrative problems; recommend and implement appropriate courses of action.
• Establish and maintain effective working relationships with employees, the general public, and others contacted in the course of work.
• Review and analyze organizational and administrative problems; recommend and implement effective courses of action.
• Interpret laws, rules, regulations, policies, and procedures and make appropriate decisions.
• Meet multiple deadlines.

EXPERIENCE AND EDUCATION
Experience:
Two years of full-time paid or other equivalent experience performing as a para-professional as it relates to report writing, research, analysis, or technical support in the areas of administration, program management or system operations.

And

Education:
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.

Substitution of Education:
An additional four years of full-time paid or other equivalent experience performing as a para-professional as it relates to report writing, research, analysis, or technical support in the areas of administration, program management, or system operations may substitute for the required education.

PROOF OF EDUCATION

Should education be used to qualify for this position, then proof of education such as, but not limited to, university/college transcripts and degrees should be submitted with your application and will be required at the time of appointment . Unofficial documents and/or copies are acceptable.

An applicant with a college degree obtained outside the United States must have education records evaluated by a credentials evaluation service. Evaluation of education records will be due at time of appointment.

SPECIAL QUALIFICATIONS

Special Selection Criteria:
Some positions in this classification may require additional knowledge and experience in the following:

• Auditing principles.
• Basic methods of statistical analysis.
• Procurement, contracting, or grant writing.

Driver License:
Possession of a valid California Class C Driver License may be required at the time of appointment.

For positions where ability to drive is not an essential function, the employee must be able to arrange reliable and timely transportation whether through use of their private vehicle, use of government vehicle (when available) or through other private or public transportation for their attendance at essential off-site meetings, events, and trainings.

Probationary Period:
Employees must complete twelve (12) months of probation at a satisfactory performance level prior to gaining permanent status.

THE SELECTION PROCEDURE

P lease note, the City of Sacramento's preferred method of communication with applicants is via e-mail. As such, please ensure you verify the e-mail address on your application, and check your e-mail frequently , including your spam and junk folders. All e-mail notifications can also be accessed through the governmentjobs.com applicant inbox.

1. Application: (Pass/Fail) - All applicants must complete and submit online a City of Sacramento employment application by the final filing deadline ;

• Employment applications must be submitted online; paper applications will not be accepted.
  

• Employment applications will be considered incomplete and will be disqualified:
  

• If applicants do not list current and/or past job-related experience in the duties area of the "Work Experience" section. Note: Qualifying experience is based on full-time experience (40 hours per week). Qualifying experience is calculated to the full-time equivalent (pro-rated if less than 40 hours/week ).
  

• If "see resume" is noted in the "Work Experience" section; a resume will not substitute for the information required in the "Work Experience" section.
  

• Proof of education such as, but not limited to, university/college transcripts and degrees should be submitted online with your application. Proof of education will be required at time of appointment.
  

• Position/job titles will not be considered in determining eligibility for meeting the minimum qualifications for this position.
  

• If you’re requesting Veteran’s credit, a copy of your DD214 must be submitted online with your application or emailed to the Employment Office by the final filing deadline . Information regarding the use of Veteran’s credit can be found in the Civil Service Board rules under rule 4.9C.
  

• Applicants are responsible for attaching a copy of their DD214 to each position for which they apply.
  

2. Training and Experience Exam : (Weighted 100%) - The questions located at the end of the application are the Training and Experience (T&E) Exam. Responses to the T&E questions will be rated and scored. This exam will evaluate the relevance, level, and progression of a candidate's education, training and experience. The exam score will determine your ranking on the eligible list for this job. When completing the T&E questions, please note:

• Responses to the T&E questions must be submitted online; paper questionnaires will not be accepted.
  

• A resume will not substitute for the information required in the T&E questions.
  

3. Eligibility : Candidates who pass the Training and Experience Test will be placed on the eligible list. The hiring department may contact candidates for interview at any time during the life of the one-year list. Candidate’s eligibility expires one year from the date of notification of a passing score for the Administrative Analyst examination.

4. Screening Committee : (Pass/Fail)- All candidates that pass the examination and are in one of the top three ranks will have their application forwarded to the hiring department for review. The hiring department will select the most competitive applications for further consideration. Human Resources will only evaluate employment applications for the minimum qualifications, as stated on the job announcement, for applications selected by the hiring department.

5. Conditional Hire: Upon receipt of a conditional offer, the selected candidate must complete and pass Live Scan/fingerprinting. If applicable, candidates may also need to pass a pre-employment medical exam, controlled substance and/or alcohol test, and possess any required licensure or certification prior to receiving a start date from the Department. Failure to meet these prerequisites will be grounds for withdrawal of your conditional offer of employment.

QUESTIONS:
For questions concerning this job announcement and the application process:

• Please visit https://www.governmentjobs.com/Home/ApplicationGuide for a comprehensive, step-by-step guide to the application process.
  

• For technical support between 6 AM - 5 PM PT, contact Live Applicant Support at (855) 524-5627.
  

• Visit the City of Sacramento Human Resources Department website at https://www.cityofsacramento.gov/HR/employment ;
  

• Send an email to employment@cityofsacramento.org ; or
  

• Call the Human Resources Department at (916) 808-5726
  

Bilingual Pay
Did you know that the City offers bilingual pay? That's right, most labor agreements offer the option of providing employees with bilingual pay if the department deems it to be operationally necessary.

Pension Reform Act
The City of Sacramento is covered by the California Public Employees' Retirement System, and as such, must adhere to the California Public Employee's Pension Reform Act (PEPRA) of 2013. Please note that the provisions within this act may affect or impact an applicant's eligibility and/or selection for open vacancies at the City of Sacramento.

Equal Opportunity Employer
The City of Sacramento is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.

Additional Information

Civil Service Rules: https://www.cityofsacramento.gov/content/dam/portal/hr/documentlibrary/CivilServiceBoardRules62012.pdf

Union Contracts: https://www.cityofsacramento.gov/HR/labor-agreements.html

Salary Schedule: https://www.cityofsacramento.gov/content/dam/portal/hr/documentlibrary/SalarySchedule.pdf

Closing Date/Time: 10/5/2024 11:59 PM Pacific

Salary:

$75,027.68 - $105,571.48 Annually