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New Job Administrative Services Analyst In California

Administrative Services Analyst
Administrative Services Analyst

Administrative Services Analyst

Company : Jobssummary / Indeed
Salary : $92,208 a year
Location : California

Full Description

Introduction


The City of Richmond is looking for a bright and dynamic individual that is interested in making a difference in the community by supporting the most critical departments at the City of Richmond. The current vacancy is in the Fire Department, but the employment list can be used by any department. The ideal candidate should be passionate about public service while supporting the Fire Department, whose purpose is to protect life and preserve property. The incumbent will oversee the administrative and office management functions of the department and will provide highly skilled administrative support while being courteous, helpful, and knowledgeable. The environment can be fast-paced and dynamic in terms of needing to shift attention or deal with public issues quickly. The position is suited to someone who likes to stay busy, address challenges, and make a difference in the community by supporting Fire Department programs. The Administrative Services Analyst will lead various administrative assignments related to the day-to-day function of an office.

The annual salary for this position is $92,208/per year at the top of the range, with approved Cost of Living Adjustments in 2023 (5%), 2024 (4%), and 2025 (4%). In addition, city-paid benefits include medical, dental, vision, paid vacation, holidays, administrative leave days, sick time, CalPERS retirement contribution, life insurance, disability insurance, tuition reimbursement, annual professional development reimbursement, one week of paid parental leave, and more! All benefits information can be found here.

Position Description and Duties

The Administrative Services Analyst performs various administrative assignments in departments independent of ongoing supervision. Work is typically performed under the guidance of an assistant department head, division head, or senior administrative manager who is responsible for the overall direction of the administrative functions of the department.


The most successful candidates
will have strong organizational skills, excellent judgment, superb communication skills, discretion, commitment to customer service, initiative, and the ability to make independent decisions in dealing with a wide range of client-related issues.

Desirable characteristics:
self-motivated, outgoing, excellent customer service skills, able to work well with many leadership styles, able to multi-task, and experience participating in the development and monitoring of contracts and budgets and financial transactions; have administrative experience. And the ability to manage employee training programs and provided technical and systems support as needed.

The City of Richmond is the City of Pride and Purpose, and we value those traits in our employees!


The following list is intended to be illustrative in nature, and does not necessarily represent the entire range of work duties expected of employees within the classification. Depending on assigned area and the specific work of the department, duties may include, but are not limited to:

  • Assists in the establishment of goals and objectives.
  • Participates in the budget administration for the department, including cost analysis and policy or procedure modifications.
  • Supervises assigned staff; assigns, reviews and evaluates work; oversees training and professional development; reviews work flow to ensure adequate coverage and efficiency.
  • Prepares and maintains office records, including purchase orders, budget adjustments, personnel files and payroll.
  • Administers and supervises the carrying out of various departmental contract services.
  • Prepares detailed and complex monthly and annual reports and spreadsheets.
  • Analyzes operating procedures; makes recommendations on procedural revisions or improvements.
  • May answer complaints regarding services in the area of responsibility.
  • Provides departmental support as it relates to specialized software programs.
  • May serve as the representative for the Director at assigned meetings.
  • Investigates new technologies based on the needs of the department and recommends the procurement of new equipment, software and peripherals.
Knowledge, Skills, and Abilities

Thorough knowledge of: principles, practices and methods of administrative, budgetary and organizational analysis; basic supervisory principles and practices; office management practices and procedures; business correspondence, including correct English usage; techniques of information systems analysis, design and management; computerized and specialized technologies and concepts associated with the public sector.

Ability to: analyze administrative and budgetary issues; supervise personnel, including the planning, organizing, assigning, coordinating and reviewing work of assigned subordinates; plan and organize work effectively; communicate effectively, orally and in writing; prepare complex reports, correspondence and other written materials; establish and maintain effective working relationships; train subordinates in processes and procedures; exercise sound independent judgment within policy guidelines; establish and maintain accurate records and files.

Minimum Qualifications

EDUCATION

A four (4)-year degree from a college with major course work in business administration, public administration, finance or a closely-related field.

EXPERIENCE

Four (4) years of lead administrative support work experience, with at least two (2) of those years leading or supervising subordinate staff.

SUBSTITUTION

Administrative support experience in a municipality for an assistant departmental director or director may be substituted for college on a year-to-year basis, up to a maximum of two (2) years.

Additional Information

TO APPLY: Each applicant must apply online by fully completing the City of Richmond Employment Application and attaching copies of any required education or certification by 5:00 p.m. on the final filing date. Incomplete applications may be rejected. All communication regarding this recruitment will be via email; each applicant must apply with a monitored email address.

APPLICATION SCREENING: All completed Employment Applications will be evaluated based on job-related qualifications criteria (QUALIFYING ONLY).

SUPPLEMENTAL QUESTIONAIRE: A limited number of better-qualified candidates will be asked to respond to a set of supplemental questions (WEIGHTED 100%). An Employment List will be established from the combined total, and each candidate must receive a passing score of 70% or above in each area to be placed on the list. Having all of the minimum qualifications guarantee neither advancement nor placement on the Employment List.

The supplemental questionnaire is tentatively scheduled for December 19, 2022.

EMPLOYMENT LIST: A ranking of "A" (Best Qualified), "B" (Well Qualified), or "C" (Qualified) is required to achieve a position on the Employment List. This Employment List will be in effect for a maximum of two (2) years; however, the list may be canceled, without notice, after six (6) months.

About the City of Richmond

The City of Richmond lies on the eastern shore of San Francisco Bay, five miles north of Berkeley and seven miles northeast across the Bay from downtown San Francisco. A hub of multimodal transportation, many of our residents and businesses are located in Richmond because of its central location and easy access to the Amtrak/Capitol Corridor, BART, AC Transit, the ferry, and two freeways (I-80 & I-580). Residents, visitors, and employees enjoy Richmond’s numerous recreational opportunities, which include 32 miles of shoreline and over 3,000 acres of shoreline parks, more segments of the Bay Trail completed than any other city, several recreational boat harbors and yacht clubs, and thousands of acres of contiguous inland regional parks and open space. The City has substantial economic resources but is still affordable compared to other Bay Area cities. Our community is welcoming, diverse, and actively engaged.

Richmond is truly the City of Pride and Purpose!

Immigration Reform Control Act
In compliance with the Immigration Reform Control Act of 1986, individuals offered employment by the City of Richmond will be required to show documentation of eligibility to work in the United State as a condition of employment.
Non-Discrimination Policy
The City's policy prohibits discrimination against any applicant on the basis of race, color, age, physical or mental disability, religion, creed, sex, sexual orientation, or national origin.
Disaster Service Workers
California Government Code Title I, Sections 3100 - 3109, declare all public employees to be Disaster Service Workers subject to such disaster service activities as may be assigned to them by their superiors or by law. More information can be found here.

Background Check
All offers of employment at the City of Richmond are contingent upon clear results of a thorough background check. Background checks will be conducted on all final candidates.

Background checks will include:
  • Personal and Professional References: calls will be placed to individuals listed as references by the applicant.
  • Criminal History: includes review of criminal convictions and probation. The following factors will be considered for applicants with a criminal history:
    • The nature of the crime and its relationship to the position.
    • The time since the conviction.
    • The number (if more than one) of convictions.
    • Whether hiring, transferring or promoting the applicant would pose an unreasonable risk to the business, its employees or its customers and vendors.
The following additional background searches will be required if applicable to the position:
  • Educational Verification: confirms the applicant's claimed educational institution, including the years attended and the degree/diploma received.
  • Motor Vehicle Records: provides a report on an individual's driving history in the state requested. This search will be run when driving is an essential requirement of the position.
  • Credit History: confirms candidate's credit history. This search will be run for positions that are in the Finance Department, involve management or oversight of City of Richmond funds and/or handling of cash or credit cards.
EEO/ADA/DRUG-FREE WORKPLACE
WEBSITE: www.ci.richmond.ca.us


Analyst: S. Taylor