SUMMARY Under the direction of Department Managers and the City Manager, is responsible for carrying out a variety of analytical, technical and/or confidential and sensitive assignments and to report on operating procedures and problems, and may work on activities in support of various City departments. Assignments require the use of discretion and care in the handling of confidential and sensitive information used to support management decisions, as well as professionalism, tact and diplomacy in interacting with internal and external staff, management, and stakeholders in the planning and coordination of work efforts. Assignments are made in terms of objectives, priorities and deadlines to be achieved, and incumbents may be required to perform assignments with minimum instruction and guidance, according to established policies and procedures, and Analyst Level may include temporary assignments involving supervision.
DISTINGUISHING CHARACTERISTICS: Incumbents at this level perform assignments that are varied across departments with broad administrative impact, and are expected to utilize the City's administrative structure in developing solutions. Receives instruction from supervisors and will be expected to perform duties with minimum supervision, utilizing initiative and coordination of workloads in order to complete assigned tasks. Incumbents are expected to independently perform analysis and provide written explanation of such to Management; including proposing creative problem solving solutions.
This is a journey level position in the management series which requires prior directly related municipal work experience. Incumbents in this classification complete complex analytical work and projects where innovative problem solving skills are required. Analysts are expected to exercise independent judgment and decision making and are expected to work independently with little supervision.
Examples of Duties / Knowledge & Skills
Essential functions, as defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities for both the Aide and Analyst positions. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks.
Researches information by identifying, locating and extracting relevant data and information (e.g., by reading, collecting, downloading, interviewing) from varied sources (e.g., Internet search engines, library materials, government and technical reports, knowledgeable individuals) in order to obtain sufficient, valid and reliable data for analysis and decision-making purposes.
Analyzes operating, business and administrative procedures to identify the most efficient methods of accomplishing work, such as cost analysis, inventory management, fleet or equipment management, information flow, communications, and organizational change, for example.
Prepares and presents comprehensive technical, administrative, statistical and financial analytical reports; makes recommendations on operating, business and administrative procedures, including policies, functions, structure, workloads, expense controls, and record keeping procedures involving forms and documents; prepares reports in a highly confidential manner that present and interpret data, identify alternatives, present and justify conclusions, make forecasts, and offer recommendations based on data summaries and other findings.
Participates in the budget development and administration for assigned area of responsibility; analyzes proposed capital, operating, and maintenance of expenditures based on services to be rendered; prepares reports and conducts analysis related to impact of budgetary decisions; prepares financial forecasts; tracks and monitors budget expenditures; reviews expenditures, revenues, staffing and operations of departments against approved budget items.
Performs operational effectiveness reviews to ensure resources are optimized and systems are functioning as designed.
Performs the full range of duties involved in researching, negotiating, and monitoring assigned contracts and agreements; ensures work is performed in compliance with contracts and agreements.
Prepares a variety of documents (e.g., reports, business correspondence, memoranda, presentations, calendars, project management schedules, task lists, procedure manuals, handbooks) adapting formats suitable to the purpose and using relevant software programs (e.g., spreadsheets, data bases, word processing, desktop publishing, presentation) in order to effectively communicate information to various audiences.
Ensures that assigned program/project activities and services comply with relevant federal, state, and local laws, policies, and regulations; researches laws, grants and other regulatory requirements governing governmental operations; studies statutory requirements relating to operations and recommends most effective means of compliance.
Research, identify, apply for and manage grants.
Attends meetings on behalf of the City when assigned; interacts with a variety of individuals (e.g., vendors, managers, representatives of external agencies/organizations) when participating in meetings, mediating disputes, making presentations; provides advice and/or consultation services, etc. in order to communicate information, share ideas, present recommended solutions, gain agreement and coordinate activities.
Plans, organizes, coordinates, promotes, and facilitates City activities, services, and events as assigned; schedules and maintains communication with speakers, performers, vendors, and participants; coordinates and monitors event timelines; reviews and analyzes evaluations; assists in preparing a variety of publications, materials, and programs for activities, services, and events.
Coordinates assigned services and program/project activities with those of other City programs, functions, departments and staff, boards, committees, and task forces as well as external agencies, groups, and the general public to ensure effective cooperation consistent with optimal efficiency, effectiveness, and economy; coordinates data, resources, and work products as necessary and upon request in support of a productive and positive working environment.
Performs other duties as assigned.
Minimum qualifications & Requirements
REQUIRED COMPETENCIES AND QUALIFICATION STANDARDS:
MINIMUM REQUIREMENTS: TRAINING AND EXPERIENCE: Option 1 A Bachelor's degree from an accredited college or university -AND- Two years of progressively responsible experience performing administrative analytical analysis that involved budget or operational analysis, researching, analyzing and synthesizing data, as well as recommending solutions to problems related to administrative or program support functional areas. Degree in Business or a related field is preferred.
Option 2 A Master's degree or higher from an accredited college or university in Business Administration, Public Administration or a related field.
Option 3 Four years of progressively responsible experience performing administrative analytical analysis which involved budget or operational analysis, researching, analyzing and synthesizing data, as well as recommending solutions to problems related to administrative or program support functional areas. LICENSE: A valid California Class C Driver License or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions.
Knowledge: Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
Administration and Management - Knowledge of business and management principles involved in strategic planning, resource allocation, and coordination of people and resources.
English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
Contract Administration - Principles and practices of contract negotiation, preparation, and monitoring.
Skills: Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
Decision Making - Considering the relative costs and benefits of potential actions to choose the most appropriate one.
Mathematical Reasoning - The ability to choose the right mathematical methods or formulas to solve a problem.
Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. Coordination - Includes planning, scheduling, organizing, prioritizing, and monitoring work activities by utilizing resources (both human and material) to their fullest and aligning work plans with departmental goals.
Time Management - Managing one's own time and the time of others.
Reading Comprehension - Understanding written sentences and paragraphs in work related documents.
Communication – Explaining in written and verbal form, complex materials and concepts clearly and succinctly, in a variety of communication settings and styles; getting message across concisely and succinctly to a variety of audiences to have the desired effect.
Abilities: Oral Comprehension - The ability to listen to and understand information and ideas presented through spoken words and sentences.
Oral Expression - The ability to communicate information and ideas in speaking so others will understand.
Written Expression - The ability to communicate information and ideas in writing so others will understand.
Reasoning - The ability to apply the rules of logic when synthesizing a variety of information to identify a problem or reach a workable decision, resolution, or recommendation.
Training – The ability to install new systems, applications, methods, and introduce new procedures, while training personnel in their application, and to guide and confer with affected personnel to assure smooth functioning of newly implemented systems or procedures.
WORK STYLES: Judgment and Confidentiality - Job requires being highly confidential on sensitive projects.
Professionalism – Job requires using good judgment and awareness using of appropriate political acumen when working with a wide range of stakeholders.
Dependability - Job requires being reliable, responsible, and dependable, and fulfilling obligations, meeting deadlines, and maintaining excellent communication with supervisor.
Adaptability/Flexibility - Job requires being nimble and flexible in anticipating, embracing and managing change and being constructively adaptive to considerable variety in the work place.
Cooperation - Job requires being pleasant with others on the job and displaying good-natured, cooperative attitude.
Stress Tolerance - Job requires accepting direction and criticism, and dealing calmly and effectively with high stress situations.
Integrity - Job requires being honest, forthright and ethical.
Concern for others - Job requires being sensitive to others' needs and feelings and being understanding and helpful on the job.
Assertiveness - Job requires a willingness to lead, take charge, and offer opinions and direction.
Persistence - Job requires persistence in the face of obstacles.
Initiative - Job requires a willingness to take on responsibilities and challenges.
Attention to Detail - Job requires being careful about details and thorough in completing work tasks correctly, accurately, and to a high professional standard.
Drive for Results - Can be counted on to exceed goals successfully; is constantly and consistently one of the top performers; very bottom-line oriented; steadfastly pushes self and others for results.
Ethics and Values – Adheres to an appropriate (for the setting) and effective set of core values and beliefs during both good and bad times; is properly aligned with the City and Council's vision and values; acts in line with those values; rewards values that positively affect the organization while disapproving of others; practices what he/she preaches; functions well on teams by being collaborative; shares credit where credit is due; acts responsibly toward others and the greater good of the City; thinks independently and critically; practices self-management; maintains high performance standards.
Integrity and Trust – Is widely trusted; is seen as a direct, truthful individual; can craft approaches (especially when in disagreement) likely to be seen as appropriate and positive; can present the unvarnished truth in an appropriate and helpful manner; keeps confidences; admits mistakes; doesn't misrepresent him/herself for personal gain; displays loyalty by showing commitment to the organization and management; aligns personal and organizational goals.
Dealing with Ambiguity – Can effectively cope with change; can shift gears comfortably; can decide and act without having the total picture; functions well under stress and during periods of rapid change; serves as a change agent and champions change; is not upset when things are up in the air; does not have to finish things before moving on; can comfortably handle risk and uncertainty; seeks information from appropriate sources.
PHYSICAL CLASS Positions within this class require light physical effort that may include occasional light lifting to a 10-pound limit and some bending, stooping, or squatting. Considerable ambulation may be involved.
PRE-EMPLOYMENT: All employment offers are contingent upon successful completion of both a pre-employment physical exam, including a drug/alcohol test, and a criminal background investigation, which involves fingerprinting (A felony or misdemeanor conviction may disqualify the applicant from City employment).
PROBATIONARY PERIOD: All new hires, represented and unrepresented are subject to the one (1) year probationary period. Probationary employees may be terminated at any time, with or without cause, without right to appeal.