Senior Administrative Analyst

City of West Hollywood, CA West Hollywood, CA
JOB SUMMARY

Performs a variety of complex professional functions related to Facilities and Field Services projects/programs including: serves as project manager for facilities and field related projects/programs; overseeing and administrating special projects/programs; conducting technical and administrative analyses; initiating, researching, drafting, managing contracts and agreements; researching and preparing reports and recommendations; coordinating projects/programs with other City departments and constituents.

Job Flyer: https://www.weho.org/Home/ShowDocument?id=36766

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EXAMPLES OF DUTIES

ESSENTIAL JOB FUNCTIONS: (All responsibilities may not be performed by all incumbents.)

Serves as project manager for various complex projects/programs and plans, develops, implements, oversees and coordinates specialized Facilities and Field programs and projects including: conducting technical and administrative analyses; preparing, coordinating and evaluating request for proposals (RFP) and bid processes; developing scope of work, schedules and agreements; analyzing financial reporting processes; conducting review of budgets; coordinating multiple projects with departments, divisions, community groups, outside agencies, etc.; reviewing and presenting recommendations; initiating, drafting and negotiating contracts, agreements, leases and other legal documents; selecting consultants and/or vendors; negotiating and managing daily activities of consultants, contractors, etc. affiliated with projects; overseeing the work and budgets of consultants and vendors; evaluating Change Orders; resolving problems/issues; evaluating proposals; creating information system databases to track and report functions; conducting and/or attending related meetings; and developing and distributing schedules.

Evaluates and monitors effectiveness of various facility and field programs, policies and procedures including: developing recommendations to increase effectiveness of programs; performing cost/benefit analysis; conducting and analyzing research; presenting findings; writing related reports; and coordinating communications.

Prepares and/or retrieves complex, routine and non-routine reports and analyses utilizing a variety of software; receives, sorts, and summarizes material for the preparation of reports; designs and creates spreadsheets and presentations; prepares and distributes work and staff reports; relays and interprets administrative decisions, policies and instructions.

May carry out lead responsibilities with staff depending on project including: assigning and directing work, assisting staff in resolving problems; making recommendations in performance appraisal and disciplinary actions; and reporting problems to supervisor.

Coordinates constituent relations and community outreach functions, including: providing information and resolving various issues; developing and fostering relationships; making presentations at community functions; and developing public notices, bulletins, etc., for dissemination to the community.

Prepares written reports and makes presentations and/or represents the City and or manager to the public, committees, City Boards, Commissions and City Council.

Conducts field inspections to monitor and confirm implementation of projects/programs related to Facilities and Field activities.

Assists with the development of departmental budget; monitors budget expenditures; reconciles and balances accounts; develops budget transfer requests.

Serves as a liaison and/or member of various committees/teams and collaborates, persuades, presents reports to and negotiates with others outside own work area to coordinate efforts and maintain cooperative and efficient relations.

Assists in planning long-range goals, objectives, organizational structure, and overall direction for the department.

Assists in planning and implementing short-term or annual goals, objectives, strategies, projects or programs to ensure efficient organization and completion of work.

Maintains and upgrades professional knowledge, skills, and development by attending seminars and training programs and reading trade and professional journals and publications.

IMPORTANT JOB FUNCTIONS:

Creates and processes correspondence; processes purchase orders and check requests.

Interacts with a variety of high level individuals, both internally and within the community to provide information, disseminate departmental information and assist in resolving administrative issues.

Follows up on inquiries from various agencies, groups, media, etc., regarding organization programs and services.

May serve as backup for other positions within the department.

Performs other related duties as assigned.

MINIMUM QUALIFICATIONS REQUIRED

Education and Experience:

Bachelor's degree from an accredited four-year college or university in a related field; and,

Four to five years of progressively responsible related experience; or,

Any combination of education, training and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job.

Licenses and Certifications:

California Drivers License

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

Applicable state, federal and local ordinances, codes, laws, rules and regulations and legislative issues.

Public administration principles and practices.

Methods and techniques of research, statistical analysis, report preparation and presentations.

Principles and practices of the Request For Proposal (RFP) Process, bid preparation, evaluation and contract award

Project management techniques.

Budgeting principles, policies and processes as related to governmental standards and operations.

Customer service techniques and practices.

City government organization and operations.

External governmental bodies and agencies related to area of assignment.

Standard business arithmetic, including percentages and decimals.

Skill in:

Using a computer and all computer applications to perform the essential and important functions of the job.

Organizing, assigning, leading and reviewing the work of staff.

Working with diverse populations.

Conflict resolution.

Preparing clear and concise reports, correspondence and other written materials.

Preparing project specifications, RFP's , bids, evaluating information and awarding contracts.

Administering and preparing complex contractual agreements.

Using tact, discretion, initiative and independent judgment within established guidelines.

Public speaking techniques, developing and delivering oral presentations.

Analyzing and resolving office administrative situations and problems.

Researching, compiling, and summarizing a variety of informational and statistical data and materials.

Organizing work, setting priorities, meeting critical deadlines, and following up on assignments with a minimum of direction.

Applying logical thinking to solve problems or accomplish tasks; to understand, interpret and communicate complicated policies, procedures and protocols.

Communicating orally with internal staff, citizens, and other departmental staff in order to give and receive information in a courteous manner.

Abilities:

Ability to learn and follow City and departmental policies and procedures.

Ability to communicate in English both orally and in writing at the appropriate level.

Ability to perform mathematical calculations at the appropriate level.

Ability to establish and maintain effective working relationships with others.

Ability to analyze and resolve problems involving several variables.

While performing the essential functions of this job, the incumbent is regularly required to sit; use hands to finger, handle, or feel objects; reach with hands and arms; speak and hear; and occasionally push, pull and/or lift up to 10 pounds.

Working Conditions:

Work is performed in a normal office environment with little exposure to outdoor temperatures or dirt and dust.

The incumbent's working conditions are typically moderately quiet.

This class specification should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this job. Incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification. Any essential function or requirement of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the incumbent/applicant when possible.

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