Administrative Analyst I/II

Incorporated in 1946, Galt is a growing community with approximately 25,000 residents located approximately 20 miles south of Sacramento along Highway 99. The City is led by five elected council members, the Mayor being appointed.

Galt offers affordable housing with a small town atmosphere, perfect for raising young families as well as a great opportunity for new businesses.

The City is known for its annual Independence Day Celebration with fireworks and the Winter Bird Festival. We also offer the Galt Market, an open air market held every Tuesday and Wednesday offering great deals on fresh fruits and vegetables, clothing, home furnishings and much more.

Sports and Recreation are key to Galt's quality of life. Enhanced by its mild seasonal climate and numerous parks, Galt features a variety of activities for youth and adults such as t-ball, baseball, football, soccer, swimming and swim lessons, karate, exercise classes and many more choices to meet the needs of the community.

The City of Galt is located in the heart of the Delta Recreation Area in Northern, California. Thirty minutes away are the Sierra Foothills and the Sacramento Delta. Reno, Lake Tahoe, San Francisco and the CA coast are all within a two hour drive making Galt a recreational haven for boat lovers and outdoorsmen alike.

ABOUT THE POSITION

This position is within the City's Public Works Department. The primary role of this position is to provide development and oversight of the departments' budgets and financial activities. This position also provides direct support to the Public Works Deputy Director and Director, as well as exercises program management responsibility.  Public Sector, transit and/or solid waste, administrative and budgeting experience is highly desirable.

This position can be filled at either a level I or a level II based on experience.

Administrative Analyst I: $5,054 - $6,146/ mo.
Administrative Analyst II: $5,580- $6,783/ mo.

Under general supervision or direction, provides administrative, budgetary, grant, and work-flow support to assigned departmental projects and programs; analyzes programmatic practices and procedures and makes recommendations for organizational, operational, policy, and procedural improvements; conducts needs analyses, feasibility studies, and evaluations for assigned projects and programs; develops, summarizes, and maintains administrative and fiscal records; fosters cooperative working relationships among City departments and acts as liaison with various community, public, and regulatory agencies; and performs related work as required.
 
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision or direction from assigned supervisory or management personnel.  May be assigned supervisorial duties at the II level. May provide technical and functional direction to lower-level staff.
 
CLASS CHARACTERISTICS
Administrative Analyst I: This is the entry-level class in the Administrative Analyst series.  Initially under close supervision, incumbents will perform analytical and technical work within an assigned department.  As experience is gained, assignments become more varied and are performed with greater independence.  Positions at this level usually perform most of the duties required of the positions at the II level, but are not expected to function at the same skill level, and usually exercise less independent discretion and judgment in matters related to work procedures and methods.  Work is usually supervised while in progress and fits an established structure or pattern.  Exceptions or changes in procedures are explained in detail as they arise.
 
Administrative Analyst II: This is the journey-level class in the Administrative Analyst series.  Incumbents develop and implement policies and procedures for a variety of projects and programs within an assigned department, including budget analysis, contract administration, management analysis, and program evaluation.  Incumbents support the work of departmental management staff by conducting day-to-day administrative support activities and by providing a professional-level resource for organizational, managerial, and operational analyses and studies.  The work has technical and programmatic aspects requiring the interpretation and application of policies, procedures, and regulations and may involve frequent contact with the public.  Positions at this level are distinguished from the I level by the performance of the full range of duties as assigned, working independently, and exercising a higher level of judgment and initiative.
 
Positions in the Administrative Analyst class series are flexibly staffed and positions at the II level are normally filled by advancement from the I level requiring two (2) years of experience at the I level and after gaining the knowledge, skill, and experience which meet the qualifications for and after demonstrating the ability to perform the work of the higher-level class.

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.
 
Positions assigned to the I level of the series may perform tasks in a learning capacity.

• Assists in developing goals, objectives, policies, procedures, work standards, and administrative control systems for the department to which assigned.
• Participates in and oversees the development and administration of departmental budgets; monitors revenues and expenditures; identifies and recommends resolutions for budgetary problems.
• Coordinates and performs professional-level administrative and programmatic work in such areas as budget development, financial administration and reporting, grants, purchasing, database management, contract administration, management analysis, public information, and program evaluation.
• Plans, oversees, and administers complex department-specific programs and projects; develops and manages program budgets, including revenue projections, multi-year cash flow analysis, cost containment, and grant funds disbursement; manages assigned programs, including legal and regulatory compliance.
• Serves as a liaison to employees, public, and private organizations, community groups, and other organizations; provides information and assistance to the public regarding the assigned programs and services; receives and responds to complaints and questions relating to assigned area of responsibility; reviews problems and recommends corrective actions.
• Participates in the development and implementation of new or revised programs, systems, procedures, and methods of operation; compiles and analyzes data and makes recommendations regarding staffing, equipment, and facility needs.
• Conducts a variety of analytical and operational studies regarding departmental and programmatic activities, including complex financial, budget, personnel, operational, or administrative issues or questions; evaluates alternatives, makes recommendations, and assists with the implementation of procedural, administrative, and/or operational changes after approval; prepares comprehensive technical records and reports, identifies alternatives, and makes and justifies recommendations.
• Participates in selecting, training, motivating, and evaluating assigned staff; directs the work activities of assigned staff; prioritizes and coordinates work assignments; provides or coordinates staff training; reviews work for accuracy; works with employees to correct deficiencies.
• Assists in the development and reporting of alternate funding sources and ensures compliance with federal, state, City, and funding agency and City accounting and reporting requirements and applicable laws, regulations, and professional accounting practices.
• Prepares and submits City Council agenda reports and various other commission, committee, and staff reports, resolutions, ordinances, and correspondence regarding assigned activities.
• Confers with other management staff regarding provision of administrative and support services, including contracts, agreements, and grant reporting.
• Maintains accurate records and files; develops storage of records and retention schedules.
• Participates on a variety of interdisciplinary committees and commissions and represents the City to a variety of community and stakeholder groups.
• Communicates orally, in writing, or through graphic representations and statistical summaries with colleagues, managers, employees, the public, organized employee groups and representatives of various organizations.
• Performs other duties as assigned.

Knowledge of:

• Principles and practices of municipal management and government.
• Basic principles, practices, and procedures of funding sources and grant funds disbursement.
• Project and/or program management, analytical processes, and report preparation techniques; municipal programs such as, but not limited to, purchasing, finance, budgeting, and other related governmental programs.
• Organizational and management practices as applied to the analysis, evaluation, development, and implementation of programs, policies, and procedures.
• Principles and practices of employee supervision, including planning and assigning work, performance review and evaluation, and the training of staff in work procedures.
• Research and reporting methods, techniques, and procedures.
• Sources of information related to a broad range of municipal programs, services, and administration.
• Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
• Public relations techniques.
• Principles and practices of contract administration and evaluation; and public agency budget development and administration, and sound financial management policies and procedures.
• Recent and ongoing developments, current literature, and sources of information related to the operations of the assigned division.
• Recordkeeping principles and procedures.
• Modern office practices, methods, and computer equipment and applications related to the work.
• English usage, grammar, spelling, vocabulary, and punctuation.
• Techniques for effectively representing the City in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.

• Assist in the development of goals, objectives, policies, procedures, and work standards for the department.
• Coordinate and oversee programmatic administrative, budgeting, and fiscal reporting activities.
• Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative.
• Plan and conduct effective management, administrative, and operational studies.
• Plan, organize, and carry out assignments from management staff with minimal direction.
• Conduct research on a wide variety of administrative topics including grant funding, contract feasibility, budget and staffing proposals, and operational alternatives.
• Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner.
• Evaluate and develop improvements in operations, procedures, policies, or methods.
• Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
• Prepare clear and concise reports, correspondence, policies, procedures, and other written material.
• Interpret, apply, explain, and ensure compliance with applicable federal, state, and local policies, procedures, laws, and regulations.
• Effectively represent the department and the City in meetings with governmental agencies, community groups, and various businesses, professional, and regulatory organizations, and in meetings with individuals.
• Establish and maintain a variety of filing, recordkeeping, and tracking systems.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
• Operate and maintain modern office equipment, including computer equipment and specialized software application programs.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. 

• Possession of a valid Class C California driver's license within 60 days of hire and have a satisfactory driving record. 

PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various City and meeting sites; vision to read printed material and a computer screen; and hearing and speech to communicate in person and over the telephone.  This is primarily a sedentary office classification although standing and walking between work areas may be required.  Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information.  Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.
 
ENVIRONMENTAL ELEMENTS
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.  Employees may occasionally work in the field and be exposed to loud noise levels, cold and hot temperatures, inclement weather conditions, road hazards, vibration, confining workspaces, chemicals, mechanical and/or electrical hazards, and hazardous physical substances and fumes.  Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.
 
WORKING CONDITIONS
Must be able to pass a pre-employment physical and background investigation, including fingerprinting.
 

SELECTION PROCESS

Please note, the City of Galt'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 an online City of Galt 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 past job-related experience in the duties area of the "Work Experience" section. 
  • If "see resume" is noted in the "Work Experience" section; a resume will not substitute for the information required in the "Work Experience" section.
• Position/job titles will not be considered in determining eligibility for meeting the minimum qualifications for this position.
• Supplemental documents such as resume, cover letter, and proof of education are recommended at the time of application submission. Documents should be submitted to the City of Galt as attachment(s) via online with the employment application.

• Proof of Education: Proof of education such as college transcripts and degrees, licenses and certifications must be submitted by the final filing deadline to the City of Galt as an attachment(s) to the online application, Unofficial transcripts or copy of a diploma are acceptable.

  An applicant with a college degree obtained outside the United States must have education records evaluated by a credentials evaluation service. This evaluation must be submitted before you will be considered for any positions.

2. Supplemental Questionnaire: (Pass/Fail) – In addition to the City of Galt employment application, all applicants must complete and submit online responses to the supplemental questionnaire by the final filing deadline;

• Responses to the supplemental questionnaire must be submitted online; paper questionnaire will not be accepted.
• Incomplete supplemental questionnaire will not pass the review process; omitted information cannot be considered or assumed.
• A resume will not substitute for the information required in the supplemental questionnaire.

3. Screening Committee: (Pass/Fail) – Human Resources will evaluate employment applications for the minimum qualifications stated on the job announcement.

4. Oral Examination: The oral exam interview will consist of job-related questions. The Oral Interview is administered by the City of Galt with the assistance of an External panel.