Administrative Analyst
City of Glendale (CA), Glendale, CA, United States
OPEN EXAMINATION - ONE YEAR PROBATIONARY PERIOD
This recruitment is for the Glendale Water & Power Department. The eligible list resulting from this recruitment may be used to fill vacancies in other divisions/departments within the City.
Essential Functions of the Job
Ensures Department services are provided with exceptional customer service and the highest level of ethical standards.
Organizes, maintains and updates specialized and technical files, documents and records including requests for proposals, bid packages, regulatory and project‑related reports; performs Water and Electric administrative support including developing tracking, analyzing and reporting metrics and documents; creates and maintains electronic and physical filing systems.
Prepares and processes purchase requisitions, purchase orders and check requests; verifies the accuracy of invoices including routing for signature and compiling complex backup documentation; processes, scans and routes invoices for payment.
Plans, organizes, prepares materials and makes presentations at public meetings.
Maintains a variety of standard office and specialized records and files; maintains spreadsheets and databases to track KPIs and department and project documentation; assists in budget preparation process; tracks multiple funding sources; may participate in grant administration functions including collecting basic program data and generating performance reports.
Prepares and processes all easement‑related documents for water and electric engineering, including covenants, encroachment agreements, quitclaim deeds, and other legal agreements under the supervision and direction of water and electric management; interacts directly with the public, assisting customers with easement‑related questions and research requests at the customer counter, over the phone, and through written correspondence; collaborates with engineering and planning staff to determine easement needs; responsible for initiating legal review requests through the City Attorney’s Office, drafting city memos to obtain City Manager approval for easements and encroachments, and processing quitclaims through City Council.
Prepares and manages Joint Pole Agreements (JPAs) for electrical engineering through the Southern California Joint Pole Committee (SCJPC) and in coordination with all SCJPC member utilities.
Under general supervision, maintains the as‑built database for water and electrical operations.
Attends workshops and seminars and presents information to appropriate personnel for follow‑up action; serves as department liaison with other departments or outside agencies; plans and coordinates projects with other divisions; confers with City officials and employees on matters of administration, finance, and operation.
Coordinates all activities related to utility grant opportunities, including researching and identifying potential federal, state, and local funding sources; analyzing eligibility requirements and funding criteria.
Assists in preparing Requests for Proposals and managing contracts, including Professional Service Agreements (PSAs).
May review and evaluate employees’ job performance, and effectively recommend personnel action.
May coordinate documentation in response to Public Records Act requests.
May drive on City business as necessary.
Assumes responsibility for ensuring the duties of this position are performed in a safe, efficient manner.
Performs other related duties as assigned or as the situation requires.
An equivalent combination of experience and education sufficient to perform the essential job functions and provide the required knowledge and abilities is qualifying.
Experience
One year of recent experience in administrative work involving budget, management, organization, personnel or other related functions.
Recent experience in utility research and analysis, including utility contract administration, easement management, joint pole management, regional water affairs, key performance indicators, is highly desired.
Education / Training
Bachelor’s degree in public administration, business administration, or a related field.
License(s) / Certification(s)
Valid Class C California driver’s license.
Knowledge, Skills & Abilities
Knowledge of:
Budgetary process and procedures.
Business practices and procedures.
City Council agenda procedures.
Principles of management, supervision and training.
Skill in:
Effective oral and written communications, both on a one‑on‑one and a group basis.
Public contact techniques.
Use of word processing, spreadsheet and other computer software programs and applications.
Ability to:
Provide exceptional customer service to employees and vendors.
Communicate effectively in English.
Organize, set priorities and exercise sound independent judgment within areas of responsibility.
Compose clear, concise and comprehensive analyses, correspondence, reports, studies, agreements, presentations and other written materials from brief instructions.
Develop necessary skills from on‑job training and meet the standards of performance for the classification by the end of the probationary period.
Research and interpret data, either in basic statistical or narrative form.
Establish and maintain effective working relationships with the public, co‑workers, other departments, subordinates and supervisors.
Foster a teamwork environment.
Lead, coach, instruct and motivate employees.
Model and practice the highest standards of ethical conduct.
Provide clear work instruction.
Read, write and comprehend directions in English.
Review and evaluate employees’ job performance.
Understand and use computers to accomplish assignments and guide staff.
Other Characteristics
Willingness to assume responsibility for maintaining a safe working environment.
Willingness to initiate, recommend and carry out personnel actions.
Work the necessary hours and times to accomplish goals, objectives and required tasks.
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This recruitment is for the Glendale Water & Power Department. The eligible list resulting from this recruitment may be used to fill vacancies in other divisions/departments within the City.
Essential Functions of the Job
Ensures Department services are provided with exceptional customer service and the highest level of ethical standards.
Organizes, maintains and updates specialized and technical files, documents and records including requests for proposals, bid packages, regulatory and project‑related reports; performs Water and Electric administrative support including developing tracking, analyzing and reporting metrics and documents; creates and maintains electronic and physical filing systems.
Prepares and processes purchase requisitions, purchase orders and check requests; verifies the accuracy of invoices including routing for signature and compiling complex backup documentation; processes, scans and routes invoices for payment.
Plans, organizes, prepares materials and makes presentations at public meetings.
Maintains a variety of standard office and specialized records and files; maintains spreadsheets and databases to track KPIs and department and project documentation; assists in budget preparation process; tracks multiple funding sources; may participate in grant administration functions including collecting basic program data and generating performance reports.
Prepares and processes all easement‑related documents for water and electric engineering, including covenants, encroachment agreements, quitclaim deeds, and other legal agreements under the supervision and direction of water and electric management; interacts directly with the public, assisting customers with easement‑related questions and research requests at the customer counter, over the phone, and through written correspondence; collaborates with engineering and planning staff to determine easement needs; responsible for initiating legal review requests through the City Attorney’s Office, drafting city memos to obtain City Manager approval for easements and encroachments, and processing quitclaims through City Council.
Prepares and manages Joint Pole Agreements (JPAs) for electrical engineering through the Southern California Joint Pole Committee (SCJPC) and in coordination with all SCJPC member utilities.
Under general supervision, maintains the as‑built database for water and electrical operations.
Attends workshops and seminars and presents information to appropriate personnel for follow‑up action; serves as department liaison with other departments or outside agencies; plans and coordinates projects with other divisions; confers with City officials and employees on matters of administration, finance, and operation.
Coordinates all activities related to utility grant opportunities, including researching and identifying potential federal, state, and local funding sources; analyzing eligibility requirements and funding criteria.
Assists in preparing Requests for Proposals and managing contracts, including Professional Service Agreements (PSAs).
May review and evaluate employees’ job performance, and effectively recommend personnel action.
May coordinate documentation in response to Public Records Act requests.
May drive on City business as necessary.
Assumes responsibility for ensuring the duties of this position are performed in a safe, efficient manner.
Performs other related duties as assigned or as the situation requires.
An equivalent combination of experience and education sufficient to perform the essential job functions and provide the required knowledge and abilities is qualifying.
Experience
One year of recent experience in administrative work involving budget, management, organization, personnel or other related functions.
Recent experience in utility research and analysis, including utility contract administration, easement management, joint pole management, regional water affairs, key performance indicators, is highly desired.
Education / Training
Bachelor’s degree in public administration, business administration, or a related field.
License(s) / Certification(s)
Valid Class C California driver’s license.
Knowledge, Skills & Abilities
Knowledge of:
Budgetary process and procedures.
Business practices and procedures.
City Council agenda procedures.
Principles of management, supervision and training.
Skill in:
Effective oral and written communications, both on a one‑on‑one and a group basis.
Public contact techniques.
Use of word processing, spreadsheet and other computer software programs and applications.
Ability to:
Provide exceptional customer service to employees and vendors.
Communicate effectively in English.
Organize, set priorities and exercise sound independent judgment within areas of responsibility.
Compose clear, concise and comprehensive analyses, correspondence, reports, studies, agreements, presentations and other written materials from brief instructions.
Develop necessary skills from on‑job training and meet the standards of performance for the classification by the end of the probationary period.
Research and interpret data, either in basic statistical or narrative form.
Establish and maintain effective working relationships with the public, co‑workers, other departments, subordinates and supervisors.
Foster a teamwork environment.
Lead, coach, instruct and motivate employees.
Model and practice the highest standards of ethical conduct.
Provide clear work instruction.
Read, write and comprehend directions in English.
Review and evaluate employees’ job performance.
Understand and use computers to accomplish assignments and guide staff.
Other Characteristics
Willingness to assume responsibility for maintaining a safe working environment.
Willingness to initiate, recommend and carry out personnel actions.
Work the necessary hours and times to accomplish goals, objectives and required tasks.
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