Administrative Analyst

Administrative Analyst

The City of Sacramento Fire Department is seeking a skilled and motivated Administrative Analyst to support its Emergency Medical Services (EMS) Divisiona vital unit responsible for delivering Advanced Life Support (ALS) and Basic Life Support (BLS) services and transporting patients by ambulance throughout the city. Operating in coordination with the Sacramento County Emergency Medical Services Agency (SCEMSA) and in collaboration with regional fire departments, hospitals, and community partners, this position will provide support to the EMS Division who responds to over 90,000 medical aid calls annually, accounting for more than 80% of the department's total call volume. This position will support the EMS Division through a broad range of administrative and technical duties, including budget management, financial tracking, contract administration, procurement coordination, and compliance oversight. The Administrative Analyst may specialize in EMS fiscal operations, such as managing grant funds and vendor contracts, or provide support across multiple internal service functions. Additional responsibilities may include preparing required reports, training staff, and ensuring adherence to departmental and program procedures.

The ideal candidate will demonstrate exceptional attention to detail and the ability to manage strict deadlines while effectively prioritizing time-sensitive and highly confidential tasks in a fast-paced environment with shifting priorities. Adaptability is essential, along with strong skills in research, technical writing, and interpreting statutes, regulations, policies, and procedures. The ideal candidate will work both independently and collaboratively with internal staff, external vendors, and regulatory agencies to ensure efficient program delivery and compliance. An understanding of EMS program procedures is preferred in the ideal candidate. This journey-level classification is populated with multiple incumbents. Incumbents may be assigned to perform either the entire range of support functions and administrative and technical duties for a division or department or a broad range of functional program management duties for programs with department or Citywide impact. Responsibilities require a complete knowledge of departmental policies, programmatic, or project operating policies and procedures. The Administrative Analyst may specialize in one program area or may have broader responsibility for multiple internal service functions. Incumbents may independently perform moderately complex professional or program management work and make independent decisions on routine activities; or may perform complex professional or program management work under closer direction and exercise less independent judgment and discretion. The Administrative Analyst is distinguished from the next higher-level class of Administrative Officer in that the latter is responsible for the administration and management of programs and projects or all centralized administrative services for a department or major division with high visibility and substantial Citywide impact.

General direction is provided by higher-level department or division administrative personnel. Responsibilities may include the indirect supervision of technical and clerical personnel.

Essential Duties and Responsibilities

• Performs professional analytical and technical work in the formulation and administration of department or division budgets, development, and management of grants and contracts, management of department level procurement, or coordination of personnel functions.
• Performs research and analysis in the development of program or project activities, including program compliance and eligibility, regulatory issues, and funding requirements.
• Compiles and analyzes data and makes recommendations on the formulation of policy, procedures, staffing, and organizational changes; conducts surveys and performs research and statistical analysis on administrative, fiscal, personnel, or operational problems.
• Compiles materials and assists in the preparation of program-related grants, budgets, reports, manuals, and publications; coordinates procurement activities and related support functions for a program or project.
• Analyzes information for preparation of grants, contracts, and agreements; assists in negotiating terms; implements, monitors, and prepares reports on conduct and performance; prepares statistical data and graphs.
• Performs research and prepares studies as required; conducts surveys, compiles and analyzes data and formulates program policies and procedures; monitors and evaluates program effectiveness and outcomes; prepares periodic or specialized reports of program activities.
• Participates and assists in the design, implementation, and installation of new and revised programs, systems, procedures, methods of operation, and forms.
• Coordinates and monitors the administrative functions of an assigned department; compiles materials and assists in the preparation of budgets, reports, manuals, and publications.
• Coordinates departmental activities and programs with other City departments and divisions, and with outside agencies; represents the assigned department in committee meetings; oversees contract service providers.
• Responds to complaints and requests for information; interprets and applies policies and procedures; adjudicates complaints.
• Makes complex program or project eligibility determinations; conducts focus groups; meets with community or business groups.
• Prepares oral reports; makes oral presentations to a variety of City and departmental committees.
• May train staff as assigned.
• Provides exceptional customer service to those contacted in the course of work.
• Other related duties may also be performed; not all duties listed are necessarily performed by each individual holding this classification.

Qualifications

Knowledge of:

• Principles and practices of personnel administration.
• Principles and practices of organization and public administration.
• Principles and practices of program management, analysis, and coordination.
• Principles and practices of program performance measurement, systems analysis, and statistical measurement.
• Research techniques, methods, and procedures, and basic methods of statistical analysis.
• Principles, methods, and practices of municipal finance, budgeting, and accounting.
• Principles, methods, and practices of procurement, contracting, and grant writing.
• Methods of reporting information.
• Applicable Federal, State, and local laws and regulations.

Skill in:

• Providing customer service, including dealing with people in sensitive situations and problem resolution.
• Making presentations and conducting meetings.
• Use of computers, computer applications, and software.

Ability to:

• Interpret and apply rules, regulations, laws, ordinances, and policies.
• Communicate effectively, both orally and in writing.
• Administer assigned program responsibilities.
• Collect and analyze data and make sound recommendations.
• Review organizational and administrative problems; recommend and implement appropriate courses of action.
• Establish and maintain effective working relationships with employees, the general public, and others contacted in the course of work.
• Review and analyze organizational and administrative problems; recommend and implement effective courses of action.
• Interpret laws, rules, regulations, policies, and procedures and make appropriate decisions.
• Meet multiple deadlines.

Experience and Education

Two years of full-time paid or other equivalent experience performing as a para-professional as it relates to report writing, research, analysis, or technical support in the areas of administration, program management or system operations. And a Bachelor's Degree from an accredited college or university with major coursework in public or business administration, economics, accounting, personnel, or a closely related field. An additional four years of full-time paid or other equivalent experience performing as a para-professional as it relates to report writing, research, analysis, or technical support in the areas of administration, program management, or system operations may substitute for the required education.

Proof of Education

Should education be used to qualify for this position, then proof of education such as, but not limited to, university/college transcripts and degrees should be submitted with your application and will be required at the time of appointment. Unofficial documents and/or copies are acceptable. An applicant with a college degree obtained outside the United States must have education records evaluated by a credentials evaluation service. Evaluation of education records will be due at time of appointment.

Special Qualifications

Some positions in this classification may require additional knowledge and experience in the following:

• Auditing principles.
• Basic methods of statistical analysis.
• Procurement, contracting, or grant writing.

The Selection Procedure

All applicants must complete and submit online a City of Sacramento employment application by the final filing deadline. Employment applications must be submitted online; paper applications will not be accepted. Employment applications will be considered incomplete and will be disqualified if applicants do not list current and/or past job-related experience in the duties area of the "Work Experience" section. Note: Qualifying experience is based on full-time experience (40 hours per week). Qualifying experience is calculated to the full-time equivalent (pro-rated if less than 40 hours/week). Proof of education such as, but not limited to, university/college transcripts and degrees should be submitted online with your application. Proof of education will be required at time of appointment. If you're requesting Veteran's credit, a copy of your DD214 must be submitted online with your application or emailed to the Employment Office by the