Administration Analyst

Position Description

RECRUITMENT OVERVIEW

The City of Tulare is currently recruiting to fill the position of Administration Analyst. We have one immediate vacancy and an eligible list will also be established to fill future vacancies in this classification for a period of up to six months.

Thank you for your interest in the position. We look forward to the opportunity to consider you as an applicant. This position will be open until filled. The first review of candidates will be November 12th. Qualified applicants are encourage to apply by that date.

The City of Tulare is a vibrant and steadily growing community with a population of 70,693 located in the heart of California's Central Valley. The city provides a full-range of services to our citizens. The organization, staffed with 381 full-time employees, enjoys a culture of fiscal conservatism, collaboration, teamwork and dedication to public service and our community.

To be considered for this position applicants must submit an application with detailed information in each section of the application: Education, Work Experience, Certificates and Licenses, and Skills.

In addition to submitting a detailed application, you are required to respond to the supplemental questions associated with the application. Your responses to the supplemental questions will be used to help us evaluate your qualifying knowledge, skills, and abilities. Resumes may be attached but will not be accepted in lieu of a complete, detailed application or in lieu of detailed responses to the supplemental questions

The dates associated with the recruitment process are outlined in this job posting. For planning/scheduling purposes, please make note of the dates. For planning purposes, we are including reference to the written exam. Additional details regarding the exam will be sent via email, to qualified applicants after our screening process is complete.

TYPING CERTIFICATE

To be considered for this position applicants must submit a detailed application and a typing certificate demonstrating their ability to type a minimum of 40 WPM issued within the past twelve months. Most adult schools, community colleges, and staffing agencies administer typing tests. We also accept typing certificates obtained online from: https://www.ratatype.com

POSITION OVERVIEW

Under general supervision, performs complex, confidential, analytical, and technical level duties in varied areas of the Administration Department involving a high degree of independent judgment, tact, and discretion requiring a thorough knowledge of City processes and procedures; and performs related work as required.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from the Chief Deputy City Clerk with additional direction from the City Manager and Assistant City Manager. No direct supervision of staff is exercised, but this position is required to engage in detailed coordination efforts with managers throughout the organization for various special projects and the City’s Records and Information Management Program.

CLASS CHARACTERISTICS

This is a single incumbent position classification that is responsible for assisting in the administration and daily operations of the City Clerk's Office under the direction of the Chief Deputy City Clerk. This classification performs a variety of administrative duties including assisting in municipal elections, administration of filings, development of the Board of Public Utilities Commissioners agendas, coordination with City departments, publication of legal notices, maintenance of the City's Municipal Code, management of City contracts, and coordination of the City's Records and Information Management Program. Incumbents perform the full range of duties as assigned, working independently and exercising judgment and initiative. Incumbents receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. The nature, scope, and diversity of responsibilities of this classification require a broad understanding of City functions with particular emphasis in records management and the capability of relieving the Chief Deputy City Clerk of day-to-day office administrative and coordinative duties, as well as fulfilling some of the duties of the Chief Deputy City Clerk in his/her absence. This class is distinguished from the Chief Deputy City Clerk in that the latter is accountable for accomplishing goals and objectives for the office and for furthering City goals and objectives within general policy guidelines.

Examples of Essential Functions

(Illustrative Only) Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Provides responsible clerical, administrative, and analytical support for the City Manager's Office. Support for other departments may be assigned as needed.
• Compiles and coordinates a variety of information and resources for department staff.
• Assists in the planning, organizing, and/or overseeing of special projects.
• Researches, tracks, and assists with contracts, agreements, and grant writing.
• Prepares and distributes administrative and public reports, bulletins, questionnaires, notices for public hearings, and other documents as assigned.
• Receives and screens visitors and telephone calls; provides information to City staff, other organizations, and the public, requiring the use of judgment and the interpretation of policies, rules, procedures, and ordinances.
• Assists in the preparation of the City Council and Board of Public Utilities Commissioners meeting agendas; assembles agenda materials and supporting documents.
• Attends assigned meetings; interacts with outside agencies and commissions; participates in teams or committees, as needed.
• Prepares and submits City Manager and City Council agenda reports and various other commission, committee, and staff reports, resolutions, ordinances, and correspondence regarding assigned activities.
• In the absence of the Chief Deputy City Clerk, takes minutes of official meetings including City Council and Board of Public Utilities Commissioners meetings; transcribes and prepares minutes; prepares minute orders, resolutions, and ordinances in draft or final form; coordinates the review and approval of official actions with the City Council, the City Manager, citizens, community groups, and others.
• Assists in the preparation and coordination of follow-up items from the City Council or Board of Public Utilities Commissioners meetings, such as contracts, resolutions, and ordinances in draft or final form.
• Assists in planning and conducting periodic municipal elections; administration of state campaign and disclosure laws; prepares necessary correspondence and resolutions for City Council approval related to the election process; and monitors potential candidates.
• Assists in maintaining information regarding various boards, commissions, and committees, including attending meetings, preparing agendas, taking minutes, tracking members’ terms, solicit applications when vacancies occur, schedule interviews, and correspond with applicants during the appointment process and following appointments.
• Assists in notifying, tracking, and reviewing Fair Political Practices Commission (FPPC) filings.
• Develops statistical and related reports and forms requiring analysis of data and provides digests or summaries for management; prepares special reports, charts, graphs, or statistical data as required.
• Participates in records management operations; processes destruction requests, schedules shredding, and schedules imagining of records.
• Assists in receiving, coordinating, tracking, and responding to requests for public records; provides assistance to the public by helping to identify records and information relevant to requests; ensures timely response to all requests and communicates in writing with any requestor in cases of unusual requests that may cause delays in obtaining all requested information; justifies any nondisclosure and/or ensures deletion of any portions that are exempt from the mandate of the Public Records Act.
• Performs a variety of routine to complex administrative and office support duties related to official record-keeping for the City; processes destruction requests, schedules shredding, and schedules imaging of records.
• Composes letters, memoranda, and reports; proofreads reports, forms, and other typed, handwritten, graphic, or photographic information for accuracy, grammar, punctuation, math, and procedural accuracy.
• Develops informational material for departmental publications and promotions, including brochures, reports, articles, public service announcements, and related materials as assigned.
• Makes public presentations to and receives information from boards, commissions, and committees or city council.
• Prepares material using various computer software programs including photo and video editing and graphics software.
• Provides notary services and certification on City documents.
• Performs other duties as assigned.

Qualifications / Requirements

Knowledge of:

• Applicable policies, procedures, laws, and regulations pertaining to assigned programs, including the Brown Act and California Public Records Act.
• Automated and manual records management principles and practices, including legal requirements for recording, retention, storage, and disclosure.
• A variety of public documents including contracts and ordinances.
• Standard office administrative and secretarial practices and procedures, including the use of standard office equipment.
• Computer software including PowerPoint, photo and video editing software, and graphics software.
• English usage, grammar, spelling, syntax, punctuation, and principles of effective written communication.
• Techniques for dealing effectively with the public, vendors, contractors, and City staff, in person and over the telephone.
• Techniques for providing a high level of customer service to public and City staff, in person and over the telephone and representing the City at various business, professional, educational, regulatory, and legislative organizations.
• Strong analytical skills with the ability to summarize findings and formulate recommendations.
• Public presentation principles and techniques.
• Graphic design principles and layout techniques.
• Principles and practices related to continuous improvement methods and principles.

Ability to:

• Maintain a variable work schedule based on needs of the City Clerk's office.
• Prepare meeting agendas, minutes, resolutions, and ordinances.
• Provide varied, confidential, and responsible secretarial and office administrative work requiring the use of independent judgment, tact, and discretion.
• Respond to and effectively prioritize multiple phone calls, walk-up traffic, and other requests/interruptions.
• Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner.
• Evaluate and develop improvements in operations, procedures, policies, or methods.
• Conduct research and prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
• Interpret, explain, and ensure compliance with City policies and procedures, complex laws, codes, regulations, and ordinances.
• Compose correspondences and reports independently or from brief instructions.
• Type with accuracy and speed sufficient to ensure successful work performance.
• Operate modern office equipment including computer equipment and software programs.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Organize own work, coordinate projects, set priorities, meet critical deadlines, and follow-up on assignments with minimal direction and competing deadlines.
• Understand and follow oral and written instructions.
• Exercise good judgment, flexibility, creativity, and sensitivity in response to changing situations and needs.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Establish and maintain effective working relationships with employees and those contacted in the course of the work.
• Prepare appealing and professional quality public presentation material and to make public presentations using such materials.
• Manage multiple, high-priority projects with competing deadlines.
• Work beyond normal business hours as needed.

Education and Experience: Any combination of training and experience that would provide the required knowledge, skills and abilities is qualifying. A typical way to obtain the required qualifications would be:

Equivalent to the completion of the twelfth (12th) grade supplemented by college-level coursework in paralegal studies, communications, public or business administration, or a closely related field, and four (4) years of increasingly responsible clerical/administrative support experience involving taking and transcribing minutes of meetings, maintaining complex files, explaining policies, procedures, and regulations, and applying analytical skills to create reports. Experience with a municipality or other public agency is highly desirable.

License:

• Possession of, or ability to obtain, a valid California Driver’s License by time of appointment.
• Possession of, or ability to obtain, within six (6) months of appointment, certification as Notary Public.

Certificate:

• Typing Certificate (issued within the past six months) documenting the ability to type a minimum of 40 Words Per Minute.

Additional Information

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various City sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds and heavier weights with the use of proper equipment.

ENVIRONMENTAL ELEMENTS

Employees work in an office environment with moderate noise levels, controlled temperature conditions and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

• Members of the California Public Employees' Retirement System (PERS). In accordance with the California Public Employees Pension Reform Act of 2013 (PEPRA), the City of Tulare will offer the following retirement benefit (2.0% at 62)to new PERSmembers beginning January 1, 2013 with three (3) years final compensation.Existing PERSmembers with no break in service will receive the 2.5% at 55formula with single highest year.
• City pays a portion of the employee and dependent coverage costs of group medical, dental and vision insurance. An opt-out plan is also available.
• Life insurance -Based onsalary.
• Shortandlong term disability insurance.
• 10 working days vacation per year. Additional days based on years of service.
• 12 days sick leave per year.
• 15 holidays annually: 12 city observed holidays, plus birthday credit and 2 in-lieu holidays.
• Management leave - 64 hours per year.
• Flexible benefit program - IRSSection 125 Plan.
• Deferred compensation plan - 457 Plans available.

Closing Date/Time: 11/12/2024 11:59 PM Pacific

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• City of Tulare

• 559-684-4204

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