Administrative Analyst

OPEN EXAMINATION - ONE YEAR PROBATIONARY PERIOD

This current recruitment is for the Glendale Water & Power Department. The eligible list resulting from this recruitment may be utilized to fill in vacancies in other divisions/departments within the City.

This mid-management classification exercises some independent judgment with general supervisory review in the course of conducting utility research and analysis for Glendale Water and Power (GWP). Assigned work requires the use of initiative and judgment in selecting appropriate work methods, understanding and applying detailed information and procedures and meeting high standards of accuracy in handling routine and non-routine data and managing small division-specific programs. Incumbents may also coordinate and oversee the work of lower-level staff.
Essential functions of the job include, but are not limited to, the following:

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-the-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.
Initiate, recommend and carry out personnel actions.Work the necessary hours and times to accomplish goals, objectives and required tasks.

Exceptional Customer Service Policy
The City of Glendale places a high importance on quality customer service and prides itself for the high level of services it provides by every employee of the organization. As employees of the City of Glendale, we are committed to providing our diverse community and each other with courteous, considerate, and personal attention.
Please click on the link to read theExceptional Customer Service Policy.

EVALUATION OF APPLICATION:Submitted Application will be reviewed to ensure applicants meet the minimum requirements. Only the most qualified applicants will be invited to participate in the selection process.

Candidates must pass each exam component with a minimum score of 70.00% in order to be placed on the eligible list.

ORAL INTERVIEW:(Weight of 100%) To evaluate the applicant's experience, education, and personal fitness for the position.

TIME AND PLACE OF THE EXAMINATION WILL BE ANNOUNCED.Evaluations will be based on the candidate's education and experience relevant to the position. Examinations will assess evaluate the candidate's education, experience, knowledge and skills related to the job. The City of Glendale reserves the right to modify the examination components or their weighting. If changes are necessary, candidates will be informed of the specific examination components and their weight before the examination is administered. The selected candidate will undergo a background check, including Livescan fingerprinting. The City of Glendale complies with state and federal obligations to provide reasonable accommodations for applicants and employees with disabilities. Applicants with special needs are encouraged to inform the Human Resources Department at least five days before the first examination to ensure reasonable accommodations can be arranged. The provisions of this bulletin do not constitute an express or implied contract.