Administrative Analyst

Profile

Annual Salary Range:

Analyst I: $48, 829 to $75,684

Analyst II: $53,833 to $83,442

Associate Analyst: $59,351 to $91, 995

First Review of Applications

: March 25, 2022

Expected Start Date:

May/June 2022

Overview of the Business Services Division

The Business Services team is responsible for coordinating day-to-day facility maintenance activities, maintains the agency’s fleet vehicles, performs copy center and mail distribution services, and provides support for public meetings and events held at the SANDAG offices and other locations throughout the region. The division supports all aspects of meetings and events, including set up, produced materials and agendas. The Business Service division is a customer-centric, employee service- oriented team that is highly regarded for their outstanding work.

Role

The Administrative Analyst performs and coordinates professional, analytical, and administrative duties in support of the Business Services program. Responsibilities include participating in the preparation of procurement documents, contracts administration, office space planning, budget development and monitoring, and the development and implementation of business processes improvement and continuity plans, in partnership with the Manager of Roadway, Facility, & Business Operations. This position is ideal for an individual with a business/office administration and contract support background and interest in furthering their expertise in business administration. The candidate selected for this position will be expected to work in-person in the San Diego office.

Job Responsibilities

• Coordinate procurement of services, supplies, resources, and equipment for business operations and facility management; gather data for specifications, cost estimates, and scope of work; participate in preparation of request for proposals including vendor/consultant selection criteria.

• Participate in the development of new or revised policies and processes for various business and administrative functions.

• Provide support for budget monitoring and expenditure control to ensure projects and acquisitions of goods and services are completed within the approved budget and that expenses are charged to the correct project and cost code.

• Conduct research on a variety of products and services for facility maintenance or business operations; summarize options and prepare recommendations; coordinate the acquisition of products, and monitor the performance of services.

• Maintain information about offices, workstations, meeting rooms, breakrooms, and special use spaces;

participate in office space planning, reconfiguration, and improvement projects.

• Review and process invoices; provide invoice tracking management, ensure invoices and requests for payment are submitted in a timely matter.

• Coordinate the regular review of Standard Operating Procedures, assist with preparing edits, and maintain a master file for Business Services.

• Maintain accurate information about existing contracts; regularly review contract status; recommend contract amendments.

• Organize and summarize program information and prepare management reports.

Experience and Qualifications

• Bachelor's degree with major course work in Public Administration, Business Administration, or a related field, and one to three years of professional program and contract administration experience. Equivalencies considered.

• Experience performing professional administrative and analytical functions in a program administration or business operations environment.

• Excellent organizational skills and the ability to coordinate several concurrent projects at various stages of completion; ability to establish and maintain priorities and work independently.

• Experience with the principles and techniques involved in budget preparation and monitoring; experience supporting the development, monitoring, and administration of a program budget.

• Experience with the development of scopes of work, independent cost estimates, and project budgets and schedules, and performing contract administration functions.

• Demonstrated experience researching, compiling, and analyzing data and information; ability to prepare meaningful summary reports from assembled data; ability to analyze data and make appropriate recommendations.

• Ability to coordinate space planning activities for agency facilities including lease renewals and agreements, tenant improvement and facilities projects, lease terms and compliance, and processing monthly rent invoices.

• Knowledge of public records management and maintenance; ability to support the development and implementation of agency-wide procedures and policies in compliance with federal and state regulations.

• Excellent customer service skills: demonstrated ability to establish and maintain cooperative working relationships with those contacted in the course of work; ability to maintain composure and a professional attitude when working under tight deadlines and with frequent interruptions.

• Strong writing skills and the ability to communicate technical information effectively, both orally and in writing; experience preparing clear and concise reports, participating in the development of procedures and policies.

• Strong computer skills and proficiency with the Windows operating system and Microsoft Office applications, especially Excel, and other PC and cloud-based applications. Experience with budgeting and financial software is desirable.

• Demonstrated ability to recognize problems, evaluate alternatives, propose practical solutions, and put solutions into action; demonstrated ability to offer suggestions and options to customers.

• Demonstrated ability to read and interpret documents such as statements, budgets, contracts, floor plans and reports related to business processes.

• Demonstrated experience maintaining tracking and reporting systems using spreadsheets, databases, and other software.

• Ability to learn, develop, and coordinate business continuity activities, including emergency preparedness and employee training.

Benefits

Our benefits include health, dental, and vision insurance as well as employee assistance, wellness, and work/life balance programs. Retirement and financial security benefits are provided through a pension plan and deferred compensation program. SANDAG offers flexible work schedules and employees are provided with paid time off and paid holidays.

How to Apply

Interested candidates may apply for this position by completing a SANDAG

Employment Application.

The Employment Application can be downloaded from the SANDAG website or by contacting hr@sandag.org

or calling (619) 699-1900. See our Careers / How to Apply webpage for additional information.

In compliance with the Americans with Disabilities Act (ADA), SANDAG will accommodate persons who require assistance in order to apply for a position at SANDAG. Applicants requiring an accommodation due to a disability during any stage of the recruitment and selection process, including requesting this document and related application materials in an alternative format, should make their needs known by contacting Human Resources at hr@sandag.org

, (619) 699-1900, (619) 699-1904 (TTY), or fax (619) 699-6905.

Further Information

In compliance with the Immigration Reform and Control Act of 1986, applicants hired by SANDAG must show acceptable proof of identity and evidence of authorization to work in the United States. SANDAG requires all new employees to be fully vaccinated for COVID 19 within 45 days of hire; reasonable accommodation requests will be considered.

SANDAG Employees are expected to work in-person in the San Diego office.

Contact Us

401 B Street, Suite 800, San Diego, CA 92101-4231

(619) 699-1900 | TTY/TDD: (888) 722-4889

sandag.org

hr@sandag.org

SANDAG is an Equal Opportunity Employer

Company info

SANDAG.
Phone : (619) 699-1900
Fax : (619) 699-1905
Website : http://sandag.org