HomeMy WebLinkAbout2015-137 I RESOLUTION NO. 2015-137
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SA
BERNARDINO ESTABLISHING THE POSITION OF ADMINISTRATIVE ANALYST
3 I/ASSISTANT OF ELECTIVE OFFICER (FLEX) (U) AND THE POSITION O
ADMINISTRATIVE ANALYST II/ASSISTANT OF ELECTIVE OFFICER (U) AN
4 APPROVING THE JOB DESCRIPTIONS.
5 NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COMMON
6 COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS:
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SECTION 1: The position of Administrative Analyst I/Assistant of Elective Office
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(Flex) (U), Range 4450, $4,188 - $5,091 per month, is hereby established and the job description
10 for said position, attached hereto as Exhibit"A", is approved; and
I1 SECTION 2: The position of Administrative Analyst II/Assistant of Elective Office
12 (U), Range 4480, $4,864 - $5,912 per month, is hereby established and the job description for
13 said position, attached hereto as Exhibit"B", is approved; and
14 SECTION 3: The Director of Human Resources is authorized to update Resolution Nos.
15 97-244 and 2011-218 to reflect these actions; and
16 SECTION 4: The Director of Finance is authorized to amend the FY 2015/16 budget to
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reflect these actions.
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I RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SA
BERNARDINO ESTABLISHING THE POSITION OF ADMINISTRATIVE ANALYST
2 I/ASSISTANT OF ELECTIVE OFFICER (FLEX) (U) AND THE POSITION O
ADMINISTRATIVE ANALYST II/ASSISTANT OF ELECTIVE OFFICER AN
3 APPROVING THE JOB DESCRIPTIONS.
4 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor an
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Common Council of the City of San Bernardino at a joint regular meeting thereof, held on the
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6t" day of July, 2015, by the following vote, to wit:
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COUNCILMEMBERS: AYES NAYES ABSTAIN ABSENT
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10 MARQUEZ X
BARRIOS X
11 VALDIVIA X
12 SHORETT X
13 NICKEL X
14 JOHNSON X
MULVIHILL X
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16
Georgea Hanna, C , City Clerk
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18 The foregoing Resolution is hereby approved this 'J of July, 5.
20 R. Carey Davi , Mayor
21 City of San rnardino
Approved as to form:
22
GARY D. SAENZ,
23 City Attorney
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By:
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14ARb EXHIBIT "All
S' nY
O
Class Code:
a
M/CC Date Updated:
City of San Bernardino Signature:
Director, Human Resources
Bargaining Unit: Management/Confidential
Class Specification
ADMINISTRATIVE ANALYST I /ASSISTANT OF ELECTIVE OFFICER (FLEX) (U)
JOB SUMMARY
Under general supervision, performs assigned administrative, financial, budgetary, statistical,
program and other analyses in support of City and departmental activities, functions and
programs; and performs related duties as an assistant of an elective officer.
DISTINGUISHING CHARACTERISTICS
Administrative Analyst I performs professional analytical and management support work
assignments ranging from routine to moderately difficult or assist others in performing more
difficult analytical work in support of department functions, programs, goals and objectives. As
experience is gained, more difficult duties are assigned and performed with greater
independence. Incumbents are expected to exercise judgment in applying indicated study
methods and analytical techniques and in making sound, fact-based recommendations based
on study results.
Administrative Analyst I is distinguished from Administrative Analyst II in that incumbents in the
latter class perform more difficult analytical and program assignments involving gathering and
interpretation of data from multiple sources on issues of significant impact and importance, while
exercising sound judgment in formulating study approach and analytical techniques necessary
to achieve expected results. The incumbent shall be appointed "at-will' and serve at the
pleasure of the elective officer.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The duties listed below are intended only as illustrations of the various types of work that may
be performed. The omission of specific statements of duties does not exclude them from the
position if the work is similar, related or a logical assignment to this class.
1. Plans, organizes and conducts administrative, management, financial and program
analyses in accordance with established procedures and practices and guidance
regarding approach and expected results; uses appropriate analytical techniques and
statistical and information-gathering processes to obtain required information, data and
documentation and identify problems; performs analyses, summarizes findings and
makes recommendations; prepares reports and supporting materials; assists in
implementing plans, policies and procedures related to the management and/or general
business operations of the City department to which the employee is assigned.
2. Performs analytical and administrative assignments in connection with preparation and
management of department or division budgets and/or grant-funded programs; prepares
Administrative Analyst I/Assistant of Elective Officer(Flex) (U)
Page 1
standard revenue and expenditure analyses, staffing analyses and budget status and
monitoring reports.
3. With direction, conducts research, analyzes data and drafts policy and procedure
documents to address identified needs and issues; drafts associated communications
materials for review; prepares staff reports and exhibits for the Mayor and Common
Council in accordance with established procedures.
4. Drafts for supervisory review a wide variety of materials on assigned issues, including
reports, procedures, manuals, communications memoranda, proposed Code or
ordinance changes and other materials; collects background information, input and
feedback and prepares recommendations and a variety of other supporting materials.
5. Compiles materials, researches problems and complaints and responds to requests for
information; provides information to customers on pending projects and requests.
6. Develops data collection tools, including surveys and questionnaires; analyzes program
and operational data and develops recommendations to improve productivity and
effectiveness; responds to requests for information from the public.
7. Performs a variety of department-specific program activities to accomplish work goals
and objectives, including: administering the Mills Act Historical Preservation Program;
assisting in administering the City's rideshare program; coordinating the recordation of
track and parcel maps; coordinating the release of construction bonds for public works
projects; and other assignments of similar scope and difficulty.
8. May represent the department or office in meetings of various committees and
organizations.
9. Expected to exercise discretion and independent judgment with respect to matters of
significance.
GENERAL QUALIFICATIONS
Knowledge of:
1. Principles, practices and methods of administrative, organizational, financial and
procedural analysis.
2. Basic principals and practices of public administration, including purchasing, contracting
and maintenance of public records.
3. Principles, practices and methods of municipal budget development and management.
4. Basic principles, tools and techniques of project planning and management.
5. Federal, state and local laws, regulations and court decisions applicable to assigned
areas of responsibility.
6. Research methods and analysis techniques.
7. Principles and practices of sound business communication.
8. Record keeping practices and procedures applicable to areas of assigned responsibility.
Ability to:
1. Analyze administrative, budgetary, operational, procedural, organizational and/or
financial problems, evaluate alternatives and reach sound, logical, fact-based
conclusions and recommendations.
2. Collect, evaluate and interpret data, either in statistical or narrative form.
3. Analyze, interpret, explain and apply relevant laws, regulations, ordinances and policies.
4. Prepare clear, concise and comprehensive reports, correspondence and other
documents appropriate to the audience.
5. Communicate effectively, orally and in writing; present conclusions and
recommendations clearly and logically.
Administrative Analyst I/Assistant of Elective Officer(Flex)(U)
Page 2
6. Maintain files, records and documentation.
7. Exercise independent judgment and initiative within established guidelines.
8. Establish and maintain effective working relationships with department managers and
staff, staff of other departments, representatives of other governmental agencies,
consultants, property owners, the public and others encountered in the course of work.
MINIMUM QUALIFICATIONS
Education, Training and Experience:
A typical way of obtaining the knowledge, skills and abilities outlined above is graduation
from an accredited four-year college or university with major coursework in finance, public or
business administration or a closely related field; and at least one year of professional
experience performing administrative, operations, budgetary and similar analyses; or an
equivalent combination of training and experience. Experience in a governmental agency is
preferred.
Accreditation shall be by a national or regional accreditation body that is recognized by the
Secretary of the United States Department of Education.
Licenses, Certificates, Special Requirements:
A valid California driver's license and the ability to maintain insurability under the City's
vehicle insurance policy.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an
employee to successfully perform the essential functions of this class. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential
functions.
While performing the duties of this job, employees are regularly required to sit; talk or hear, both
in person and by telephone; use hands to finger, handle and feel computers and standard
business equipment; and reach with hands and arms. The employee is frequently required to
stand and walk.
Specific vision abilities required by this job include close vision and the ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee
encounters while performing the essential functions of this class. Reasonable accommodations
may be made to enable individuals with disabilities to perform the essential functions.
Employees work under typical office conditions and the noise level is usually quiet.
Administrative Analyst I/Assistant of Elective Officer(Flex)(U)
Page 3
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EXHIBIT "B"
o
r x
Class Code:
M/CC Date Updated:
NblD tN
City of San Bernardino Signature:
Director, Human Resources
Bargaining Unit: Management/Confidential
Class Specification
ADMINISTRATIVE ANALYST II /ASSISTANT OF ELECTIVE OFFICER (U)
JOB SUMMARY
Under general supervision, performs complex and responsible administrative, financial,
budgetary, statistical, program and other analyses in support of City and departmental activities,
functions and programs; prepares reports and recommendation and assists in formulating policy
and procedure and in budget development and administration; and performs related duties as
an assistant of an elective officer.
DISTINGUISHING CHARACTERISTICS
Administrative Analyst Its independently perform complex and responsible analytical work in
support of departmental or City-wide functions, programs, goals and objectives. Assignments
are typically received in general terms and incumbents are expected to act independently to
develop required information and formulate recommendations. Assigned projects may include
budget development and monitoring, statistical analysis and reporting, program analysis and
development, policy and procedure formulation or other areas specific to the assignment.
Incumbents are expected to exercise independent judgment in selecting study approach and
analytical techniques and in making sound recommendations based on study results. The
incumbent shall be appointed "at-will' and serve at the pleasure of the elective officer.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The duties listed below are intended only as illustrations of the various types of work that may
be performed. The omission of specific statements of duties does not exclude them from the
position if the work is similar, related or a logical assignment to this class.
1. Plans, organizes and conducts administrative, management, financial and program
analyses relating to assigned issues and/or programs; identifies problems, determines
analytical techniques and statistical and information-gathering processes and obtains
necessary information, data and documentation for analysis; analyzes alternatives and
makes recommendations; prepares reports of study conclusions and presentation
materials for management discussion; drafts Council agenda reports and supporting
materials; develops implementation and assists in implementing plans, policies and
procedures related to the management and/or general business operations of the City
department to which the employee is assigned.
2. Performs difficult and responsible assignments in connection with preparation and
management of budgets; develops budget and financial projections and expenditure
analyses; develops estimates of funding required for staffing, facilities and equipment;
inputs recommended budget information into the financial system; performs on-going
monitoring of fund and account balances, prepares budget analyses and recommends
budget adjustments; drafts budget request reports and documents; prepares mid-year
Administrative Analyst II/Assistant of Elective Officer(U)
Page 1
and carry-over budget reports; oversees and monitors the purchase of equipment,
material and supplies and approves payment requests; assists in the development of
technical bid specifications; maintains and updates specialized budgetary records;
coordinates and oversees costs for facilities projects; drafts associated Council agenda
item reports.
3. Drafts or assists in drafting proposed contracts and agreements and a variety of other
supporting documents; monitors contract performance and expenditures; approves
contract invoices for payment within guidelines and authority limits; participates in
developing grant funding proposals and administers assigned grant funds; compiles and
monitors grant performance and drafts federal and state agency reports and documents;
processes draw-downs of grant funds; serves as point of contact with funding agencies,
responds to requests for information and coordinates audits and reviews.
4. Conducts research, analyzes data and drafts policy and procedure documents to
address identified needs and issues; drafts communications materials required for
implementation.
5. Drafts a wide variety of materials on assigned issues, including reports, procedures,
manuals, communications memoranda, presentations, proposed Code or ordinance
changes and other materials; gathers supporting materials and develops
recommendations and staff reports to the Mayor and Common Council ("Council").
6. Works closely with the City Attorney's Office and City Clerk's Office and coordinates and
manages the Council agenda development process; reviews, edits and assists
departments in agenda item development; tracks continued and proposed items and
tracks changes to items throughout the process; monitors the status of items and
ensures items are placed on the Council agenda to meet deadlines and timeliness
requirements; prepares agenda items for all requests to fill authorized vacancies and
other personnel transactions requiring Council approval.
7. Develops data collection tools, including surveys and questionnaires; analyzes program
and operational data and develops recommendations to improve productivity and
effectiveness; responds to requests for information from the public.
8. Performs a variety of department-specific program activities to accomplish work goals
and objectives, including: overseeing and auditing administration of the Police alarm
program; auditing payrolls and overseeing the departmental payroll process; analyzing,
reconciling costs and revenues and preparing statistical reports for emergency medical
services; analyzing costs associated with public safety mutual aid incidents and
preparing cost recovery billings to other agencies; reconciling invoices and billing for
costs of various public safety programs; assisting in administration of the Operation
Phoenix Program, including development, operation and maintenance of the Program's
headquarters facility; administering the City's employee recognition program; and other
activities of equivalent scope and difficulty.
9. May supervise the work of a small staff engaged in performing budget support,
accounting transaction processing and other department administrative support
functions.
10. Expected to exercise discretion and independent judgment with respect to matters of
significance.
GENERAL QUALIFICATIONS
Knowledge of.-
1. Principles, practices and methods of administrative, organizational, financial and
procedural analysis.
Administrative Analyst II/Assistant of Elective Officer(U)
Page 2
2. Principles and practices of public administration, including purchasing, contracting and
maintenance of public records.
3. Principles, practices and methods of municipal budget development and management.
4. Basic principles, tools and techniques of project planning and management.
5. Federal, state and local laws, regulations and court decisions applicable to assigned
areas of responsibility.
6. Research methods and analysis techniques.
7. Principles and practices of sound business communication.
8. Record keeping practices and procedures applicable to areas of assigned responsibility.
Ability to:
1. Analyze administrative, budgetary, operational, procedural, organizational and/or
financial problems, evaluate alternatives and reach sound, logical, fact-based
conclusions and recommendations.
2. Collect, evaluate and interpret data, either in statistical or narrative form.
3. Analyze, interpret, explain and apply relevant laws, regulations, ordinances and policies.
4. Prepare clear, concise and comprehensive reports, correspondence and other
documents appropriate to the audience.
5. Communicate effectively, orally and in writing; present conclusions and
recommendations clearly and logically.
6. Maintain files, records and documentation.
7. Exercise independent judgment and initiative within established guidelines.
8. Establish and maintain effective working relationships with department managers and
staff, staff of other departments, representatives of other governmental agencies,
consultants, property owners, the public and others encountered in the course of work.
MINIMUM QUALIFICATIONS
Education, Training and Experience:
A typical way of obtaining the knowledge, skills and abilities outlined above is graduation
from an accredited four-year college or university with major coursework in finance, public or
business administration or a closely related field; and at least three years of progressively
responsible professional experience performing administrative, operations, budgetary and
similar analyses; or an equivalent combination of training and experience.
Accreditation shall be by a national or regional accreditation body that is recognized by the
Secretary of the United States Department of Education.
Licenses; Certificates; Special Requirements:
A valid California driver's license and the ability to maintain insurability under the City's
vehicle insurance policy.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an
employee to successfully perform the essential functions of this class. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential
functions.
While performing the duties of this job, employees are regularly required to sit; talk or hear, both
in person and by telephone; use hands to finger, handle and feel computers and standard
Administrative Analyst II/Assistant of Elective Officer(U)
Page 3
business equipment; and reach with hands and arms. The employee is frequently required to
stand and walk.
Specific vision abilities required by this job include close vision and the ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee
encounters while performing the essential functions of this class. Reasonable accommodations
may be made to enable individuals with disabilities to perform the essential functions.
Employees work under typical office conditions and the noise level is usually quiet.
Administrative Analyst II/Assistant of Elective Officer(U)
Page 4