Administrative Analyst (Procurement Division)

THE POSITION

The City of Sacramento requires all newly appointed employees to be fully vaccinated against COVID-19 as a condition of employment. Candidates seeking an accommodation from this requirement will be considered on a case-by-case basis.

With supervisor approval, incumbents may be eligible for intermittent remote work; however, they must physically reside within the State of California with the ability to report to Sacramento-based physical worksites daily if required.

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

• Participates and assists in the design, implementation, and installation of new and revised programs, systems, procedures, methods of operation, and forms.
• 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.
• Prepares oral reports; makes oral presentations to a variety of City and departmental committees.
• Coordinates and monitors the administrative functions of an assigned department; compiles materials and assists in the preparation of budgets, reports, manuals, and publications.
• 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 analysis in the development of program or project activities, including program compliance and eligibility, regulatory issues, and funding requirements.
• Makes complex program or project eligibility determinations; conducts focus groups; meets with community or business groups.
• 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.
• 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.
• Other related duties may also be performed; not all duties listed are necessarily performed by each individual holding this classification.
• 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.
• Provides exceptional customer service to those contacted in the course of work.
• Responds to complaints and requests for information; interprets and applies policies and procedures; adjudicates complaints.
• 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.
• May train staff as assigned.

Qualifications

Knowledge of:

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

Skill In

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

Ability To

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

Experience

EXPERIENCE AND EDUCATION

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:

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

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

Please 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.

• 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:
• Employment applications must be submitted online; paper applications will not be accepted.
• 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.
• If "see resume" is noted in the "Work Experience" section; a resume will not substitute for the information required in the "Work Experience" section.
• Applicants are responsible for attaching a copy of their DD214 to each position for which they apply.
• A resume will not substitute for the information required in the T&E questions.
• If you’re requesting Veteran’s credit, a copy of your DD214 must be submitted online with your application, or sent to the Employment Office by email/fax or mailed 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.
• 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.
• 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.
• Conditional Hire: Upon receipt of a conditional offer, the selected candidate must complete and pass LiveScan/fingerprinting; and provide proof of receiving a complete COVID-19 vaccination. 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.
• Responses to the T&E questions must be submitted online; paper questionnaires will not be accepted.
• Employment applications will be considered incomplete and will be disqualified:
• Application: (Pass/Fail) - All applicants must complete and submit online a City of Sacramento employment application by the final filing deadline ;
• Position/job titles will not be considered in determining eligibility for meeting the minimum qualifications for this position.
• 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).

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.
• Visit the City of Sacramento Human Resources Department website at http://www.cityofsacramento.org/HR/Career-Opportunities ;
• Send an email to [email protected] ; or
• Call the Human Resources Department at (916) 808-5726
• For technical support between 6 AM - 5 PM PT, contact Live Applicant Support at (855) 524-5627.

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: http://portal.cityofsacramento.org/HR/Divisions/Administration/HR-Boards-Commissions/Civil-Service-Board

Union Contracts: http://portal.cityofsacramento.org/HR/Divisions/Labor-Relations/Labor-Agreements

Salary Schedule: http://portal.cityofsacramento.org/HR/Document-Library

Closing Date/Time: 7/29/2023 11:59 PM Pacific