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City of Torrance
Class Code: 1330

Class Designation: Civil Service

January 06, 2000
(Revised)

Representation Unit: Torrance Professional &
Supervisory Assoc.

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Administrative Analyst

Definition
Under direction provides staff assistance of a generalized and/or specialized nature to City Manager, Department Director, Department Manager and/or City boards or commissions. Performs assignments ranging from routine administrative to more complex and varied professional, confidential and/or specialized nature. Supports management/supervisory staff with problem resolution, research and data compilation and report preparation; performs related duties as required.

Distinguishing Characteristics

Assignments entail various areas of day to day business operations within a specific department or defined areas of operation or specialty. Work requires the ability to identify and initiate steps to secure required information and to make independent decisions within a limited scope for assigned projects or delegated areas of responsibility. Work is performed under general direction. As experience accrues, more complex work assignments require a higher degree of initiative, the ability to make independent and sound decisions and performance with greater autonomy requiring minimal instruction or assistance. Progression from the entry, mid/journey and senior levels of the class is contingent upon the ongoing acquisition and demonstration of core competencies associated with the successively higher performance expectations.

Entry Level: Performs the basic duties of the class. Typically handles more routine departmental or division administrative and analytical work that requires a minimum of previous administrative or analytical experience. Assignments are made under immediate supervision and work is reviewed to ensure compliance with instructions.

Journey/Intermediate Level: Distinguished from entry level by the increased complexity of assignments, broader range of duties, and greater independence with which employee is expected to operate. Requires prior professional level administrative, business and analytical experience. Works under limited supervision with greater flexibility in achieving specified objectives. Work review is occasional in progress and upon completion.

Senior Level: Distinguished from the Entry and Journey/Intermediate levels by the greater complexity and responsibility of the assignments received and the increased independence with which the employee is expected to operate. Incumbent is expected to exercise significantly more independent judgment and decision making. Requires substantial knowledge of and interface within a specific area of operation or specialty and prior experience in municipal government. Work is performed with periodic to minimal supervision.

Supervision Exercised/Received:

Receives direction from City Manager, Department Head or Division Manager.

Examples Of Duties

The following duties represent the principal job duties ranging from the entry to senior level of the class; however, they may not be present in all areas of assigned operation or specialty, nor are they all-inclusive. When a position is to be filled, the essential functions will be noted in the announcement of position availability.

  • Provides staff assistance of a generalized nature as well as in areas of specialty such as finance, engineering, transportation, public services, and grants management.
  • Researches and provides administrative solutions requiring knowledge of records management, forms control, systems and procedures analysis and statistical analysis
  • Conducts studies and surveys, and produces reports, written and oral, recommending appropriate courses of action.
  • Prepares written correspondence, agenda items, documents and presentation material.
  • Acts as resource to public, City departments and other organizations for inquiries, complaints, or dissemination of general information including public presentations; requires effective written and oral communications, judgment and tact and a broad understanding of City policy and procedures and/or area of specialty.
  • Interprets and applies rules, regulations, and policies; monitors and keeps abreast with current developments or proposed changes, legally and internally.
  • Coordinates various programs and projects, overseeing, implementation and administration, which may include budget preparation and tracking, expenditure control, internal training/communication, and public relations.
  • Assists with Departmental day to day operations such as RFP's, contract administration, grant preparation, and personnel related matters.
  • Examples of Other Duties

    The following duties represent duties that are generally performed by this position, but are not considered to be principal job duties.

  • Researches and locates appropriate vendor contacts.
  • Manages petty cash.
  • Processes purchase requisitions.
  • Reviews and processes expense reports.
  • Coordinates recruitment and temporary staffing requirements with Human Resources Division/Civil Service.
  • Qualification Guidelines

    Knowledge of

  • Principles and practices of public and/or business administration.
  • Principles and practices of office management, modern office equipment and software applications.
  • Organizational effectiveness theory and practices, including general, procedural and statistical analysis.
  • Research methodologies & resources, including Internet and report writing.
  • Professional public relations skills, principles and practices, including both written and oral presentation.
  • Principles and practices of budget preparation.
  • Applicable local, State and Federal laws and regulations.
  • General customer service techniques.
  • Ability to

  • Prepare and organize data for professional reports and/or presentations using various research resources and modern software applications including word processing, spreadsheet, presentation, and database.
  • Conduct data collection, and analysis.
  • Compute, interpret and compile statistics.
  • Research, interpret, and apply policy and procedure, City ordinances, administrative rules and regulations, and/or legal compliance requirement.
  • Apply functional reasoning, rational judgment and creativity to resolve problems and accomplish diversified work assignments.
  • Communicate effectively orally and in writing, including clear and convincing oral presentations.
  • Establish and maintain effective working relationships with others and exercise tact and diplomacy.
  • Plan, organize and direct programs or projects.
  • Adapt to shifting priorities.
  • Maintain confidentiality and exercise sound judgment.
  • Meet deadlines.
  • License or Certificate:

    None required

    Education and Experience:

    Any combination of education and experience that would provide the required knowledge and skills would be acceptable. A typical way to obtain the knowledge, skills and abilities would be:
    A Bachelor's Degree from a college or university in Public Administration, Business Administration, or a related field and at least one-year of related professional experience or 2 years of related college course work and 4 years of progressively responsible administrative or analytical experience.

    Special Requirements:

    Performance of the essential duties of this position includes the following physical demands and/or working conditions:
    Requires the ability to exert a small amount of physical effort in sedentary to light work involving moving from one area to another; requires sufficient hand/eye coordination to perform repetitive movements, such as typing, filing, and the use of commonly used office machines and supplies; may involve extensive VDT exposure. Tasks require visual perception and discrimination as well as oral communication ability.