Administrative Analyst

Job Description:

Administrative Analyst

Description

JOB SUMMARY

Are you a highly organized, detail-oriented professional with a love for problem-solving? The City of Manhattan Beach is looking for a fantastic Administrative Analyst to join our dynamic team! The City of Manhattan Beach is recruiting for an Administrative Analyst. This recruitment will establish a list that may be used City-wide, while there is currently an immediate opening available in the Community Development Department

Under general supervision, the Administrative Analyst performs a variety of professional, analytical, and technical functions in support of an assigned division or office, as well as responsible clerical and administrative work; informs and assists the public, regarding division, program, and/or departmental policies and procedures; provides staff support to assigned programs; and performs other related duties as assigned.

Distinguishing Characteristics:

The Administrative Analyst is distinguished from other classes in the Administrative class series by the specialized technical knowledge required within a department or division. The Administrative Analyst’s primary functions consist of analytical functions such as report writing, data analyses, budgeting, or contract management. Secondary functions may include tasks typically performed by the Executive Assistant or Administrative Assistant positions. The Administrative Analyst coordinates and leads departmental/division activities for a significant function, program, or project.

ESSENTIAL DUTIES

ESSENTIAL DUTIES:

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 the class.

• Conducts administrative and technical surveys and analyses; researches and collects required information as part of assigned programs, reports and correspondence; maintains databases and program data.
• Leads and assists in the coordination and administration of assigned City programs and services; acts as liaison with other agencies and confers with contractors, vendors, staff, and the general public.
• Discusses analyses and findings with supervisory and management staff, makes and prepares recommendations, provides information and specialized reports, and drafts and prepares reports containing study background, findings, and conclusions.
• May provide administrative, general clerical support tasks, logistical, and technical support to one or more managerial, professional, or technical staff positions.
• May prepare and organize operating manuals, protocols, and policies.
• Performs routine and basic updates to Department or Division portions of the City website and intranet sites, and assists on basic improvements to business software. May use basic consumer-level design software, such as In-design or Canva.
• Organizes digital records and filing systems, including coordination and performance of paper reduction efforts such as scanning, indexing, quality control review, and disposition in accordance with records retention systems.
• Coordinates and standardizes tasks of office clerical staff.
• Responds to inquiries and requests for information (including public records act requests), and researches issues, complaints, or problems that are reported.
• Composes routine and technical reports and correspondence; compiles and tracks data; sorts, establishes and maintains file retrieval systems and pertinent records; prepares and distributes documents; maintains and reviews forms, database, spreadsheets, and other records to support work processes.
• Prepares and drafts contracts and agreements using City templates; routes contracts and agreements for review and signature.
• Greets visitors; provides assistance to customers over the phone, via email, and at the counter; and routes information to appropriate people.
• Receives invoices and processes payments; tracks and manages budgets or contracts for an assigned program or departmental budget.
• May coordinate the research, development, and review of grant applications and performance reports.
• May handle departmental mail and review timesheets, billing records, and expense records.
• May provide lead direction to other administrative and clerical staff in the assigned area.
• Performs other related duties as assigned.
• May be required to work shifts, weekends, and/or holidays.

MINIMUM QUALIFICATION GUIDELINES

Education/Training/Experience:

• A high school diploma or G.E.D. is required, with an Associate’s Degree or higher desirable.
• Four (4) years of increasingly responsible administrative experience is required.
• Experience involving analysis, report preparation, and administrative studies, is preferred.
• Coursework in public administration or public sector experience is desirable.
• Associate’s degree may be substituted for up to two years of experience.
• Bachelor’s degree may be substituted for up to four years of experience.

Knowledge of:

Principles, practices, and methods of administrative and technical analysis; public administration policies and procedures; office methods, practices, procedures; project management techniques; program evaluation methods; effective business communication and correct English usage, including spelling, grammar, and punctuation; customer service skills, including ascertaining a customer’s needs and directing accordingly; record keeping procedures and systems; and research methods.

Ability to:

Interpret and explain department policies and procedures; plan, organize and prioritize administrative assignments to meet deadlines; conduct research and analyze laws, regulations, contracts, policies and standards related to programs and services; administer and participate in surveys; communicate effectively, both orally and in writing; proofread and prepare clear, accurate, and concise records and reports; operate modern office equipment and computer hardware and use word processing, spreadsheets, graphics, and other applications software; and maintain effective working relationships with staff, management, vendors, contractors, consultants, public and private representatives, and others encountered in the course of work.

License/Certificates/Special Requirements:

In accordance with California Government Code Section 3100, City of Manhattan Beach employees, in the event of a disaster, are considered disaster service workers and may be asked to protect the health, safety, lives, and property of the people of the State.

APPLICATION & SELECTION PROCESS

APPLICATION & SELECTION PROCESS:

The application filing deadline is Wednesday, July 23, 2025.

All applicants will be screened in relation to the criteria outlined in this job announcement. Candidates will be reviewed and only those candidates determined to be most qualified on the basis of experience, training, and education, as submitted, will be invited to participate further in the selection process. Meeting the minimum requirements listed in this job announcement does not guarantee advancement in subsequent phases of the selection process. The selection process may be changed as deemed necessary by the City Human Resources Department.

The selection process will consist of the following components and weights:

Oral Interview (100%). Eligible candidates on the Eligibility List may be selected to fill future vacancies at the Administrative Analyst classification or lower classifications.
* The oral interview is tentatively scheduled for Monday, August 4, 2025.

If you need special assistance in the recruitment process, please contact the Human Resources Department at (310) 802-5258.

NOTE: The provisions of this brochure do not constitute a contract, express or implied, and any provisions contained in this bulletin may be modified or revoked without notice.

The City of Manhattan Beach offers a generous benefits package to full-time and eligible employees including PERS medical plans, dental, vision, long-term and short-term disability, tuition reimbursement, and more.
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To see detailed information about Teamsters bargaining unit benefits, please visit our benefit page on the City's official website.

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Part-time employees are enrolled in PARS (Public Alternate Retirement System). All part-time and seasonal employees contribute 7.5% each pay period on a pre-tax basis. If an employee reaches 1,000 hours within a fiscal year (July 1st to June 30th) or is already a CalPERS member, then they are enrolled in CalPERS (Public Employees Retirement System).

The City complies with California Labor Code 245-249 by providing paid sick leave for part-time hourly employees accordingly.

The City of Manhattan Beach does not provide medical/dental/vision benefits to part-time employees. Eligible employees enrolled in CalPERS may opt into a CalPERS medical plan.

Closing Date/Time: 7/23/2025 11:59 PM Pacific

Salary:

$73,416.00 - $93,696.00 Annually