The Administrative Analyst I provides confidential analytical and administrative support to a variety of functional areas in their division including Customer Experience, Marketing & Creative Services, Government & Community Affairs, Strategic Communications, and Communications Administration. This position supports programs of the San Mateo County Transit District (SamTrans), Peninsula Corridor Joint Powers Board (Caltrain), the San Mateo County Transportation Authority (TA), and the Express Lanes Project (SMCEL). This position will work in-person from the District’s headquarters.
- Assist in developing and monitoring the department’s budget including tracking expenditures, forecasting costs, process controls and ensuring alignment with department needs.
- Assist the Chief, Deputy Chief, and Directors with departmental procedures including timekeeping, record keeping, travel authorizations, document retention and some scheduling and calendar management.
- Schedule and coordinate meetings, seminars, conferences, and training sessions for departmental staff; act as meeting and/or committee secretary, including preparing agendas and informational packets, setting up meeting rooms, and taking and transcribing minutes.
- Maintain department office supply inventory by keeping track of items, ordering when low and assisting departments with special supplies requests.
Examples of Essential Duties:
- Provide administrative support to the Chief Communications Officer.
- Utilize excel for tracking metrics, creating reports, and forecasting.
- Support the development of KPI reports, workplans, executive summaries, memos, presentations, administrative and financial reports.
- Distribute documents, mail, and other materials to appropriate individuals for action or information.
- Oversee and execute departmental purchasing processes for procurement card (P-card) transactions, invoices, reconciliation in compliance with District policies and procedures.
- Process invoices, online requisitions (OLRs), purchase orders, expense reports, p-card reconciliations, vouchers and reimbursements for all cost center managers in the Communications Division as needed.
- Document administrative processes for Communications Division; maintain organized digital (SharePoint) and physical filing systems.
- Assist with day-of logistics or coordination for special events
- Support department-wide initiatives including department meetings, offsites, trainings, conference attendance, and more.
- Perform all job duties and responsibilities in a safe manner to protect oneself, fellow employees, and the public from injury or harm. Promote safety awareness and follow safety procedures in an effort to reduce or eliminate accidents.
- Perform other duties as assigned.
Supervision: Works under the general supervision of the Chief Communications Officer who establishes goals and objectives and evaluates performance.
Sufficient experience, training and/or education to demonstrate the knowledge and ability to successfully perform the essential functions of the position. In lieu of a degree, work-related experience that demonstrates the skills and experience necessary to perform this role will be accepted. Development of the required knowledge and abilities is typically obtained through but not limited to:
- Associate’s degree in Business, Communications, Public Administration, or related field.
- Three (3) years full-time experience in administrative work with analytical responsibilities.
Preferred Qualifications
- Experience in a public agency or nonprofit.
- Experience working with sensitive community and organizational information.
- Proficient in word processing (Microsoft Word), spreadsheet applications (Excel) and Power Point presentations.
- Experience processing OLRs, Invoices, POs, and P card reconciliation with People Soft or similar budget management software systems.
- Ability to analyze information and makeappropriate recommendationsand process improvements.
- Organized and efficient in handling a multitude of functions and duties.
- Possess effective written and oral communication skills.
- Demonstrated ability to exercise discretion and good judgment.
- Strong and effective interpersonal skills, including the ability to collaborate in a team setting.
