NOTE: This posting is a job series in which applications will be accepted, reviewed, and considered based on the qualifications listed on the application. The candidates that meet the minimum qualifications and best meet the City's current needs will be invited to test at the appropriate job level within the series. Only ONE APPLICATION needs to be submitted to be considered for this job series.
In Huntington Beach, we believe passionately that the key to becoming the best beach City in the world starts and ends with finding the right people to join our team. At this time, we have three outstanding career opportunities available, as we're looking for the "right people" to serve as 1) Principal Administrative Analyst, 2) Senior Administrative Analyst, and 3) Administrative Analyst (3 vacancies) in the Community Development Department. Positions will be filled based on qualifications of the candidate pool.
The Community Development Department consists of Planning, Building, Permit Counter, Housing, Code Enforcement, and Economic Development. Knowledgeable and experienced municipal, detail-oriented analysts with strong analytical and critical thinking skills are desired.
The Principal and Senior Analysts will provide general administrative support to the entire department and report directly to the Community Development Director. Generally, duties related to the position include, but are not limited to; budgeting, accounting (accounts payable/receivable, including lease payments for certain real estate assets, monitoring the City's affordable housing loan portfolio, etc.) contract administration, monitoring department performance metrics, database management, and preparing various reports. Experience with HUD programs and IDIS are strongly desired. Familiarity with Oracle's JD Edwards program is a plus. The difference between the Principal and Senior Analysts will be complexity of tasks and level of independence exerted.
The Administrative Analyst will report directly to the Housing Manager and will assist with affordable housing programs and projects. The City has an inventory of over 2,000 affordable housing units. The Administrative Analyst will oversee and/or support the City's portfolio of affordable housing units which includes, but is not limited to: income verification for rental units and to assist with the transfer of for-sale affordable housing units, refinancing, calculating maximum sales price, maintain affordable housing database, review covenant agreements, manage Ocean View Estates (44 unit City owned mobile home park), annual monitoring, review related real estate agreements including affordable housing covenants, manage the City's Tenant Based Rental Assistance program, and prepare reports. The ideal candidate will have previous affordable housing experience with a government agency. Experience with CDBG, HOME and/or homeless programs is highly desired.
Here in Huntington Beach, we value soft skills such as emotional intelligence and attitude just as much as technical skills and competency. Primary importance to our organization is the identification of individuals that are team-oriented, dedicated, genuine to the organization's values, and confident yet grounded in humility. Successful candidates will understand and value the critical importance that people play in building a successful organization.
Key traits for our ideal Principal/Senior/Administrative Analysts include:
A relationship builder and connector. Someone who can quickly forge strong, trusting relationships with diverse sets of people, and readily inspires others to action.
Leadership through consensus. Someone who is an approachable consensus-builder, but is also capable of independent and decisive thought and action.
A keen sense of ethics. Someone who recognizes the importance of personal and organizational integrity, and someone comfortable raising and discussing ethical issues with the goal of "doing what's right," not "being right."
Innovative and flexible. Someone able to see beyond what currently exists, and is constant in their pursuit of realistic game-changing breakthroughs for the Huntington Beach organization and community.
Objective accountability about outcomes. Someone who makes data-driven decisions and stays laser-focused on truly audacious goals while balancing the day-to-day needs of the organization.
A strategic problem-solver. Someone able to break large challenges into smaller, manageable pieces, and then works to identify trends and prioritizes solving the root cause of issues.
Intellectual curiosity. Someone who is an excellent listener, and who applies strong critical thinking skills and business judgement to complex issues.
A polished and professional demeanor. Someone who will take great pride in representing the Huntington Beach community, and one who will serve as an ambassador for the City.
A Positive Attitude. Someone who understands that even the best laid plans can go wrong, and has the self-confidence to course-correct with positivity and grace.
Analyst: Under general direction, performs a variety of professional level research, administrative, and analytical duties in support of assigned department. Senior Analyst: Under direction, performs a variety of advanced level professional duties in support of various administrative operations and activities within an assigned department. Principal Analyst: Under general direction, provides professional-level support to an assigned Department Head or the City Manager’s office in developing, directing, managing, administering, and strategically planning key department programs and administrative duties.
SUPERVISION RECEIVED AND EXERCISED
Analyst & Senior Analyst report to manager or as designated by Department Head
Senior Analyst may provide lead direction to technical and/or administrative support staff Principal Analyst reports to Department/Division Head or City Manager/Assistant City Manager and supervises professional, administrative and clerical staff
Administrative Analyst is the journey-level classification in the Administrative Analyst series. Positions assigned to this class require knowledge of the profession's generally accepted principles, theories, and best practices to perform assigned work.
Senior Administrative Analyst is the advanced journey-level within the Administrative Analyst series. Positions assigned to this classification must possess an advanced understanding and knowledge of the principles, theories, and best practices required to perform assigned work. Principal Administrative Analyst is the highest level classification in the Administrative Analyst series. Positions at this level exercise functional supervision over the assigned Department’s financial, budget and program analysis staff as well as administrative and clerical staff, as assigned. Incumbents conduct complex and significant analyses, prepare comprehensive reports, and independently manage and develop significant projects. Note: This job description is currently being updated and is under review for final approval.
Examples of Essential Duties
Performs a variety of professional analyses, studies, and research projects including those regarding budget, finance, and operating issues
Identifies issues; collects data; analyzes alternatives and makes recommendations
Prepares and presents reports
Serves as team member when assigned to special projects
Assists with the development of policies and procedures
Participates in program implementation and monitoring activities
Provides assistance in developing department budget
Collects and analyzes financial data; reviews and analyzes budget requests
Creates data tracking and reporting systems
Assists in the preparation of fiscal impact and other special financial analyses
Participates in research, evaluation, and negotiation of proposed contractual obligations and agreements
Analyzes federal, state, and local legislative proposals for impact on assigned operations; prepares analysis and briefings on enacted legislation, judicial interpretations, and regulatory agency directives; ensures departmental compliance;
Coordinates assigned activities with other City departments, divisions, units, boards, committees, task forces, external organizations, and the general public
Responds to and resolves inquiries and complaints
Attends and participates in professional group meetings
Stays abreast of new trends and innovations in assigned field
Creates and uses spreadsheets, databases, and other personal computer software to develop and maintain departmental management information systems
Works various hours, including nights and weekends, as deemed necessary by manager/supervisor, to conform with changing priorities and meet deadlines
Reports to work as scheduled; maintains satisfactory attendance record
Performs other related work as assigned
Senior Administrative Analyst: In addition to those listed above,
Manages programs and projects as assigned; oversees program administration and operation; assists in the delivery and implementation of program strategies and process improvement
Coordinates and conducts complex professional-level public administration studies and projects; prepares and presents reports of findings and recommendations; supports and facilitates the implementation of programs and projects; identifies issues and recommends solutions; monitors and reports implementation status and activities
Monitors program progress in meeting goals and objectives
Administers departmental operating budget; allocates budgeted resources within internal budgets and administers approved budget; assigns and authorizes expenditures
Analyzes proposed capital, personnel, operating, and maintenance expenditures; prepares reports and analyses related to impact of budgetary decisions
Prepares multi-year financial forecasts; track and monitors budget expenditures
Plans, coordinates, and evaluates activities associated with assigned contracts; administers assigned contracts
Resolves complex customer service issues; receives and investigates complaints and recommends corrective action as necessary
Plans, prioritizes, assigns, and oversees the work of professional and administrative support staff; provides staff training; coaches employees to improve job performance and to correct deficiencies; may conduct or contribute to employees' performance evaluations
Performs other related duties as required
Principal Administrative Analyst: In addition to those listed above,
Develops, directs, manages, administers and strategically plans key department functions, projects, programs and administrative areas of responsibility including budget, public information, education and outreach programs, and other complex project that cross department lines
Conducts updates with management staff to inform and advise on project progress; makes adjustments as necessary
Independently coordinates and conducts complex analyses, research projects, and studies and oversees analytical activities within the department including those regarding budget, finance and operating issues; analyzes alternatives and makes recommendations
Composes and presents comprehensive, concise and effective oral and written reports, communications and presentations on complex matters to diverse technical and non-technical audiences
Attends meetings, study sessions and workshops of the City Council, Commissions or others, to present information and answer questions
Implements new systems, methods and procedures including developing and maintaining management information systems that support the needs of the Department; proposes, designs, implements and tracks automation solutions
Coordinates and participates in the preparation and administration of grants
Assumes responsibility for managing budget development and administration activities for assigned area of responsibility; analyzes proposed capital, personnel, operating, and maintenance expenditures; prepares reports and analyses related to impact of budgetary decisions
Prepares and oversees the preparation of multi-year financial forecasts; manages the tracking and monitoring of budget expenditures
Recommends the selection of staff; provides or coordinates staff training; assists in training assigned staff; evaluates assigned staff; works with employees to correct deficiencies
Responds to and resolves difficult and sensitive inquiries and customer service complaints
Travels to offsite locations within and outside the City
Performs other related duties as required
The preceding duties have been provided as examples of the essential types of work performed by positions within this job classification. The City, at its discretion, may add, modify, change or rescind work assignments as needed.
MINIMUM QUALIFICATIONS: Any combination of education, training, and experience that would likely provide the knowledge, skills, and abilities to successfully perform in the position is qualifying. A typical combination includes:
- Principles and practices of public administration - Pertinent Federal, State, and local codes, laws, and regulations - Principles of budget preparation and administration and grant application and administration - Principles and practices of program development and administration, contract negotiation, preparation, and monitoring - Organizational and management practices as applied to the analysis and evaluation of programs, policies, and operational needs of assignment - Methods and techniques of research, analysis, and statistical and analytical report preparation - English usage, spelling, grammar, and punctuation - Principles and practices of customer service, public relations, public information, and program education and promotion - Principles and procedures of financial record keeping and reporting - Modern office procedures, methods, and equipment including computers and supporting word processing and spreadsheet applications - in addition, for Principal Analyst, current information systems and networking technology, functions of municipal government, and principles of supervision, training and performance evaluation
- Perform professional level administrative support duties involving the use of independent judgment and personal initiative - Organize, coordinate, and prioritize activities to meet established deadlines; - Participate in the development and implementation of goals, objectives, and procedures for assigned areas - Participate in budget preparation and administration for assigned areas - Interpret and apply administrative rules and departmental policies and procedures - Prepare clear and concise administrative and financial reports - Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals - Understand the organization and operation of the assigned area as necessary to assume assigned responsibilities - Operate a variety of office equipment including computers and associated business software applications - Communicate clearly and concisely, both orally and in writing - Establish and maintain effective relationships with those contacted in the course of work - Conduct business offsite and travel to various locations within a reasonable timeframe - In addition, for Principal Analyst, supervise, organize and review the work of lower level staff; participate in the selection, training, and evaluation of subordinate coworkers; negotiate and administer various contracts; direct, organize, coordinate and participate in various complex organizational studies, analyses, and projects
Education: Bachelor's degree from an accredited college or university in Business, Public Administration or other related field. Master's degree in related fields preferred for Senior Analyst and Principal Analyst.
Administrative Analyst: Two years' professional-level management analyst experience within a municipality or other public sector agency, or one year professional-level management analyst experience with a municipality or other public sector agency and a Master's degree in a related field.
Senior Administrative Analyst: Four (4) years' professional-level management analyst experience within a municipality or other public sector agency.
Principal Administrative Analyst: Five (5) years of professional-level management analyst experience within a municipality or other public sector agency, including at least one (1) year of supervisory experience.
License/Certification: A valid California Class C driver license with an acceptable driving record required at time of appointment and during course of employment.
FLEXIBLE STAFFING/RECLASSIFICATION Administrative Analyst incumbents may be recommended for reclassification to Senior Administrative Analyst upon meeting the minimum qualifications for the Senior Administrative Analyst and proof of acquiring the professional designations/certificates for performance of the higher-level duties. The minimum requirements for reclassification consideration, subject to the review, recommendation, and approval of the department head and human resources, includes the following:
Three years' as an Administrative Analyst for the City of Huntington Beach
SPECIAL CONDITIONS Employees regularly assigned/required to drive a city or personal vehicle in the course and scope of work shall be required to participate in the DMV Employer Pull Notice program.
Public Employee Disaster Service Worker: In accordance with Government Code Section 3100, all Huntington Beach city employees are required to perform assigned disaster service worker duties in the event of an emergency or a disaster.
APPLICATION AND SELECTION PROCEDURE:
An online application must be completed in its entirety. Please attach a cover letter and resume.
All applications will be closely reviewed for relevant experience, education and training.
Applicants must clearly demonstrate meeting education and experience qualifications and respond completely to supplemental questions or they may be subject to exclusion from further consideration.
Depending upon the applicant pool, all applicants meeting the minimum qualifications will NOT necessarily be selected to participate in the hiring process.
Applicants whose qualifications BEST meet the City's needs will be invited to participate in the assessment process, which will include a virtual oral board examination (weighted 100%) - tentatively scheduled for the week of January 19 or the week of January 25, 2021.
Depending upon the size of the applicant pool, the assessment process may also include other job-related tests (Pass/Fail) either prior to or following the oral board examination.
Candidates successful at obtaining a passing score on all components of the assessment process will be placed on the employment eligible list(s) from which hires may be made. The employment eligible list(s) may be valid for one year, unless exhausted sooner.
Prior to making a final selection, additional interviews may be conducted with the top candidate(s) -tentatively scheduled for the week of February 1, 2021.
Upon a conditional offer of employment a pre-placement medical evaluation, drug screen (select positions), TB Screening and California Department of Justice (DOJ) Live Scan fingerprinting must be completed with acceptable results. Other background reports may also be conducted depending on the position.
Upon hire, employee is subject to further reporting from DOJ via subsequent arrest notification.
Please Note: Our primary means of communication with applicants is sent via email; therefore, please include a valid email address on your application.
Physical Tasks & Environmental Conditions
The incumbent must be able to meet the physical requirements of the job class and have mobility, balance, coordination, vision, hearing and dexterity levels appropriate to the duties to be performed.
Work is performed in a general office environment, requiring sitting for prolonged periods of time; standing and walking to retrieve work files or to other departments or office locations; leaning, bending and stooping to perform work behind a desk or to retrieve information; pushing, turning or twisting to move chair or body from desk; reaching to place or retrieve files or open file drawers or cabinets; light grasping to hold a writing instrument or documents; firm grasping as needed to lift and carry work files or operate office equipment; finger dexterity to type on a computer keyboard; and, hearing and speaking to answer the telephone or answer questions of co-workers and subordinates. Work may necessitate some lifting, carrying, pushing and/or pulling of objects and materials of light weight (10-20 pounds).
Reasonable accommodation(s) for an individual with a qualified disability will be considered on a case-by-case basis.