ADMINISTRATIVE ANALYST I

Salary: $34.96 – $45.41 Hourly

Location : City of Rancho Palos Verdes, CA

Job Type: Full-time

Job Number: 2023-012

Department: Recreation and Parks

Opening Date: 07/24/2023

Job Summary

JOIN THE CITY OF RANCHO PALOS VERDES

Where your job search ends and your career begins!

This position is open on a continuous basis. Interested candidates are encouraged to apply early.

First application screening will be approximately the week of August 21, 2023.

City Hall hours are 7:30 a.m. to 5:30 p.m. Monday through Thursday, and 7:30 a.m. to 4:30 p.m. on Friday. City staff work a 9/80 schedule (9 hours days, with every other Friday off). Occasional evening and weekend hours are required. The City offers a generous benefits package including no cost employee only coverage for medical, dental, and vision plans; generous leave banks (vacation, sick, and wellness leave); eligibility for enrollment in Palos Verdes schools; Public Service Loan Forgiveness (PSLF) certified employer; and eligibility for a yearly incentive bonus of up to 5% of your annual salary.

WHO ARE WE?
Rancho Palos Verdes is a semi-rural community situated atop the hills and bluffs of the Palos Verdes Peninsula in Los Angeles County. The city enjoys expansive views of the Pacific Ocean, Catalina Island, and Los Angeles basin. Within the city’s 13.6 square miles are the 1,500-acre Palos Verdes Nature Preserve, approximately 50 miles of trails, two beaches, and 7.5 miles of Pacific coastline. There are historic landmarks and points of interest such as Wayfarers Chapel, Point Vicente Interpretive Center, Terranea Resort, Trump National Golf Club, and the Point Vicente Lighthouse. With all this and more, Rancho Palos Verdes has become known as “paradise” or “a place set apart”.

The Recreation and Parks Department administers the City’s parks, facilities, community events, and open space areas. Open Space Management is a division within the Recreation and Parks Department responsible for managing the City’s popular open space, public trails, and beaches, including the Palos Verdes Nature Preserve, California Coastal Trail, and City beaches; as well as numerous permits and management agreements associated with the land and facilities.

If you have a passion for Open Space and looking to be part of a fast-paced, highly motivated work group, apply today to fill the role of Administrative Analyst I with the Open Space Management Division of the City of Rancho Palos Verdes Recreation and Parks Department.

THE POSITION
This full-time, non-exempt position is represented by the Rancho Palos Verdes Employees Association. The Administrative Analyst I position is an integral component of the team and requires a strong work ethic, interpersonal skills, an ability to foster effective working relations with citizens, community leaders, staff members, elected officials, business owners, and vendors.

The majority of the workday is in an office setting; however, some work in the field is required. The expected split is 90% in the office, and 10% in the field. This may be adjusted by management, as needed. Office work is primarily sedentary although standing in work areas and walking between work areas may be required. You may occasionally bend, stoop, kneel, reach, push, and pull; and must possess the ability to lift, carry, push and pull up to 25 pounds. While performing field work, you will have moderate exposure to environmental conditions (such as disruptive people, imminent danger, natural wildlife, or a threatening environment), and moderate exposure to extreme temperatures, uneven terrain, inadequate lighting, and movement restrictions; and may be required to hike up to 2 miles per day.

WHAT WILL YOU DOAs the Administrative Analyst I, you will be heavily involved in supporting and helping coordinate management of the City’s open space areas and trails, as well as public outreach and education on preservation efforts and natural resource interpretation. You will perform a wide variety of tasks with competing deadlines in support of the City’s Open Space Management Division. You will analyze and help implement management agreements, grant agreements, and land permits with co-managing partners including the US Fish and Wildlife Service, California Department of Fish and Wildlife, and Palos Verdes Peninsula Land Conservancy to name a few. You will also assist with the coordination and implementation of Open Space Management public reporting and transparency efforts by preparing and presenting studies and reports on open space management and policy.

When in the field, you may be required to attend meetings with biologists, utility companies (i.e. CalWater and Southern California Edison), and stakeholders; or inspect open space conditions and projects.

THE IDEAL CANDIDATE
The Ideal Candidate is a skilled and diligent professional who will be adept at juggling multiple priorities with substantial independence, while applying judgment and knowledge of project and program management practices and procedures. The incumbent will be an excellent writer and communicator, a strong collaborator, and a reflective thinker. Additionally, the ideal candidate will be organized, creative, customer service oriented, not afraid to be challenged, analytically and data driven.

Experience working with the general public or co-managing entities such as US Fish and Wildlife Service, California Department of Fish and Wildlife, and Palos Verdes Peninsula Land Conservancy is highly desirable. A passion for open space management and natural resource protection is recommended.

MISSION STATEMENTThe City of Rancho Palos Verdes is dedicated to providing its residents, businesses and visitors with exemplary municipal governance and services, while preserving our low-density, low- tax and semi-rural character, inclusive of our natural resources and open space, thereby enhancing the quality of life.

JOB CLASSIFICATION
To view the details of this position, you can use this link:

Essential Job Functions
Management reserves the rights 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.

• Assists in developing goals, objectives, policies, procedures, work standards, and administrative control systems for the department to which assigned.
• Participates in and oversees the development and administration of departmental budgets; monitors revenues and expenditures; identifies and recommends resolutions for budgetary problems.
• Coordinates and performs professional-level administrative and programmatic work in such areas as budget development, financial administration and reporting, grants, purchasing, database management, contract administration, management analysis, public information, and/or program evaluation.
• Plans, oversees, and administers highly complex department-specific programs and projects; develops and manages program budgets, including revenue projections, multi-year cash flow analysis, cost containment, and grant funds disbursement; directs all aspects of assigned programs, including legal and regulatory compliance to avoid substantial fines; receives, reviews, and organizes program applications; ensures that awards stay within funding limits; participates on various committees and may present committee recommendations to the City Council; sends award letters to program applicants; represents the City to applicants.
• Serves as a liaison to employees, outside organizations, community groups, and other organizations; provides information and assistance to the public regarding the assigned programs and services; receives and responds to complaints and questions relating to assigned area of responsibility; reviews problems and recommends corrective actions.
• Participates in the development and implementation of new or revised programs, systems, procedures, and methods of operation; compiles and analyzes data and makes recommendations regarding staffing, equipment, and facility needs.
• Conducts a variety of analytical and operational studies regarding departmental and programmatic activities, including complex financial, budget, personnel, operational, or administrative issues or questions; evaluates alternatives, makes recommendations, and assists with the implementation of procedural, administrative, and/or operational changes after approval; prepares comprehensive technical records and reports, identifies alternatives, and makes and justifies recommendations.
• Oversees departmental website and other community outreach programs including banner program, newsletter, webpage and community brochures and fliers.
• Coordinates special departmental projects and programs related to financial services, facilities, parks and/or preserve operations.
• May assist in the development and reporting of alternate funding sources and ensures compliance with Federal, State, City, and funding agency and City accounting and reporting requirements and applicable laws, regulations, and professional accounting practices.
• Prepares and submits City Council agenda reports and various other commission, committee, and staff reports, resolutions, ordinances, and correspondence regarding assigned activities.
• Confers with other management staff regarding provision of administrative and support services, including contracts, agreements, and grant reporting.
• Maintains accurate records and files; develops storage of records and retention schedules.
• Assists with and coordinates and organizes community events; represents City to residents in explaining City policies; provides outreach and public education programs to the community.
• Plans, organizes, and oversees special projects as required.
• Participates on a variety of interdisciplinary committees and commissions and represents the City to a variety of community and stakeholder groups.
• Communicates orally, in writing, or through graphic representations and statistical summaries with colleagues, managers, employees, the public, organized employee groups and representatives of various organizations.
• Performs other duties as assigned.

Qualification Guidelines
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 graduation from an accredited four-year college or university with major coursework in business administration, public administration, economics, accounting, finance, or a related field.

One (1) year of responsible administrative experience in municipal government.

Licenses and Certifications:

• Possession of, or ability to obtain, a valid California Driver’s License by time of appointment.

Knowledge of:

• Principles and practices of municipal management and government.
• Basic principles, practices, and procedures of funding sources and grant funds disbursement.
• Project and/or program management, analytical processes, and report preparation techniques; municipal programs such as, but not limited to, finance, budgeting, purchasing, and other governmental programs related to the department/division to which assigned.
• Organizational and management practices as applied to the analysis, evaluation, development, and implementation of programs, policies, and procedures.
• Principles and practices of public administration as applied to operational unit and program administration.
• Research and reporting methods, techniques, and procedures.
• Sources of information related to a broad range of municipal programs, services, and administration.
• Applicable Federal, State, and local laws, codes, and regulations.
• Public relations techniques.
• Principles and practices of contract administration and evaluation; public agency budget development and administration, and sound financial management policies and procedures.
• Recent and on-going developments, current literature, and sources of information related to the operations of the assigned department/division.
• Record keeping principles and procedures.
• Modern office practices, methods, and computer equipment and applications related to the work.
• English usage, grammar, spelling, vocabulary, and punctuation.
• Techniques for effectively representing the City in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.

Ability to:

• Assist in the development of goals, objectives, policies, procedures, and work standards for the department.
• Coordinate and oversee programmatic administrative, budgeting, and/or fiscal reporting activities.
• Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative.
• Plan and conduct effective management, administrative, and operational studies.
• Plan, organize, and carry out assignments from management staff with minimal direction.
• Conduct research on a wide variety of administrative topics including grant funding, contract feasibility, budget and staffing proposals, and operational alternatives.
• 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.
• Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
• Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
• Interpret, apply, explain, and ensure compliance with applicable Federal, State, and local policies, procedures, laws, and regulations.
• Effectively represent the assigned department/division and the City in meetings with governmental agencies, community groups, and various businesses, professional, and regulatory organizations, and in meetings with individuals.
• Establish and maintain a variety of filing, record keeping, and tracking systems.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
• Operate and maintain modern office equipment, including computer equipment and specialized software applications programs.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
• Operate and maintain modern office equipment, including computer equipment and specialized software applications programs.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Special Notes
Applicants with disabilities who require special testing arrangements must contact Human Resources. If you have a disability for which you require an accommodation, please contact us at (310) 544-5332 no later than five (5) business days before the test date.

Full-time General Employees Employee Benefits
Effective – January 1, 2023

INSURANCE PLANS
The City has five (5) medical plans available to employees (3 HMO’s, 1 traditional PPO, and a high deductible PPO). The City pays the entire premium for the employee and 50% of the dependent care premium. Employees who show proof of insurance elsewhere and do not enroll in the City’s medical plan can receive up to 50% of the premium cost of the least expensive medical plan.
City annual contribution to employee’s HSA plan is $3,850 for single coverage or $7,750 for employee and dependent coverage when enrolled in the Blue Shield Silver Plan. Employees can make additional contributions, on a pre-tax basis, to their HSA account through payroll deductions, up to the IRS limits, based on their age (50+) and coverage level.

City paid dental and vision premium for employee only and 50% of the dependent care premium. The City offers two dental plans and one vision plan.

City paid confidential Employee Assistance Program (EAP) to all employees and immediate family members. Includes 4 sessions per individual, per issue, per year.

City paid term life insurance (with AD&D) policy with a value of twice the annual salary (up to $350,000). The City also provides group term life and AD&D benefits for Spouses ($5,000) and their children ($2,000). Option for additional insurance coverage for employee and dependents.

City paid long-term disability insurance with a benefit set at 66.7% of monthly earnings to a maximum benefit of $5,000 per month, after a 90-day waiting period (due to injury or illness).

The City does NOT participate in the Social Security program for full time employees; however, participation in MEDICARE is mandatory. The 1.45% mandatory contribution is paid by the employee.

Employees participate in the State Short-Term Disability Insurance program. Annual premium is determined by the state and based on gross annual pay. The premium is deducted from the employee’s paycheck.

OPTIONAL BENEFITS
AFLAC plans, Legal Access Plan, 529 College Savings Plan, Pet Insurance, Credit Union membership, and Flexible Spending Accounts (Section 125).

HOLIDAYS
Five (5) fixed holidays, one (1) floating holiday, plus the winter holiday break (see below).

• Memorial Day (last Monday in May)
• Independence Day (July 4th)
• Labor Day (first Monday in September)
• Thanksgiving (fourth Thursday in November)
• Friday after Thanksgiving
• Winter Holiday Break (work days between and including December 24th and January 1st)
• Two Floating Holidays (1 as designated by City Manager)

LEAVES
Sick leave is accrued at the rate of 8 hours for each full calendar month of service (96 hours per year).

Employees are eligible to earn wellness leave of 4.5 hours of paid wellness leave for each designated block of 10 consecutive weeks of attendance without using any sick leave time. Maximum accrual of 9 hours.

An employee’s vacation accrual rate is determined by the years of full-time service to the City of Rancho Palos Verdes in the manner specified below, with options to cash out up to 80 hours of future annual vacation accruals with the approval of the City Manager. The vacation leave schedule is as follows:

• 80 hours per year, 1st month through 2 years
• 96 hours beginning 3rd year
• 120 hours beginning 6th year of service
• Additional hours are accumulated beginning in years 16-20 (up to maximum of 160 hours/year) ???????

Administrative leave up to 62 hours per fiscal year for exempt employees only. Initial allotment will be pro-rated, based on start date within fiscal year (July 1 to June 30).

RETIREMENT
The City participates in the California Public Employees’ Retirement System (PERS). California PERS 2% @ 60 for employees with continuing PERS employment with a 7% employee contribution OR 2% @ 62 for new PERS members with an employee contribution of 50% of the normal rate. Employee contributions are made on a pre-tax basis. Final compensation for both plans is determined by the three-year average option.

Employees have the option to contribute to a 457 deferred compensation account (on a pre-tax basis), up to IRS limits. The City matches employee contributions up to $100 per month towards the City’s deferred compensation program for Tier 2 and 3 employees.

Employees will be enrolled in the City’s Retirement Health Savings (RHS) account the first of the month following completion of their initial probationary period. The City contributes $72.26 per pay period into the account and employees contribute 1% of their base salary.

WORK SCHEDULE
Full-time employees work 80 hours in 9 days (9/80) and receive every other Friday off. City Hall hours are Monday – Thursday, 7:30 a.m. to 5:30 p.m., and 7:30 a.m. to 4:30 p.m. on Friday.

ADDITIONAL BENEFITS
Reimbursement of up to $500 per fiscal year for tuition, fees and books for job-related coursework.

Employees are eligible to receive monetary awards of up to 5% of their gross annual pay in recognition of exemplary performance, subject to the approval of the Department Head and City Manager.

01

Candidates will be evaluated based on the information provided on both the application and the responses to the following supplemental questions. Failure to fully detail all experience or stating experience in response to the supplemental question but not listing the experience in the application, copy/pasting information, or responses referring to your resume may eliminate you from consideration. Do you understand this requirement?

• Yes
• No

02

Indicate the highest level of formal education you have achieved.

• Some high school
• High School diploma or equivalent
• Some college
• Associate’s Degree
• Bachelor’s Degree
• Master’s Degree

03

For your college degree, indicate the field of study (major coursework) below.

04

How many years of responsible administrative experience in municipal government do you possess?

• None
• Less than 6 months
• More than 6 months, but less than 1 year
• 1 year or more

05

In this position, while performing field work, you will have moderate exposure to environmental conditions such as disruptive people, imminent danger, natural wildlife, or a threatening environment, and moderate exposure to extreme temperatures, uneven terrain, inadequate lighting, and movement restrictions; and may be required to hike up to 2 miles per day. Please indicate if you are willing to perform the duties of the job with these exposures:

• Yes
• No

06

Are you able to work evening hours and weekends?

• Yes
• No

Required Question