Assistant Administrative Analyst (At-Will)

Full Job Description

Performs high-level and complex administrative and logistical functions in exclusive support of the Mayor and City Council.

Operates in a fast-paced, high-demand environment, providing comprehensive support while managing multiple priorities with accuracy and discretion.

Responsibilities may include policy research, survey development, data compilation, and analytical projects that advance Council initiatives and City programs.

*The current vacancy is an at-will position assigned to the City Manager's Office. The applications screened for this position will be considered for the current vacancy in the City Manager's Office only. Those successful in the application screening process will be referred to the City Manager's Office for consideration.

Requirements

Duties may vary depending on assignment.

Provides responsible high-level and complex administrative staff assistance to the Mayor and Council.

Assists in the coordination of Council activities, performing fiscal functions that may include travel expense tracking, revenue and expenditures analysis and projections.

Coordinates Council events, activities, and public facing engagements, including tours, speaking engagements, and community programs.

Manages Council scheduling and logistics, ensuring calendars, meetings, travel, and related arrangements are accurate and timely.

Provides comprehensive administrative support to the Mayor and City Council, including correspondence, meeting preparation and note taking.

Supports constituent facing services, including Council Office Hours and community interactions.

Oversees routine fiscal and administrative processes, including tracking travel expenses and purchase card transactions.

Prepares and disseminates Council communications, including weekly event summaries and informational materials.

Manages the Council generic email account, including responding to constituents, entering service requests into 311 and related follow-up, and forwarding appropriate messages to the Mayor and Council.

Contributes to analytical and project-based work, such as data compilation, surveys, and special studies.

Manages multiple priorities in a fast-paced environment, anticipating needs and ensuring timely completion of assignments.

Collaborates with various staff and other City Departments in completing special projects and reports.

Provides information and assistance to the public and staff on various City programs. 

Prepares and disseminates information and handles complaints and requests for information.

Interprets and applies rules, regulations and policies. May propose revisions and modifications and assist in writing new policies and procedures. 

Keeps abreast of changes in relevant regulations and laws in areas of specialty.

Performs other duties as assigned within the City Manager’s Office.

Qualifications

Knowledge of:

Basic principles and practices of public administration
Basic principles and practices of municipal government operations
Quantitative and management analysis techniques

Research techniques
Report writing

Effective customer service techniques 

Effective time management techniques

Administrative procedures and office management

Event and logistics coordination 

Ability to:

Analyze and solve administrative problems

Research and interpret technical information

Read and comprehend financial information

Learn principles of budget preparation and administration

Learn applicable federal, state, and local laws and regulations pertaining to area of assignment

Communicate effectively, both orally and in writing

Act as a resource for departmental concerns

Keep abreast of current developments in area(s) of specialty

Maintain accurate records

Establish and maintain effective and cooperative working relationships with City employees, various businesses and agencies, and the general public

Work with persons from diverse social, cultural, and economic backgrounds as well as a variety of work styles, personalities, and approaches

Provide effective customer service

Skill in:

Using a personal computer and applicable software applications, such as Microsoft Office and Microsoft Bookings

Preparing clear written materials, charts, and basic analytical summaries

Organizing work and anticipating needs

Effective time management

Education, Training and Experience:

Option A:

Education: Graduation from an accredited college or university with a bachelor's degree.

Experience: One year of recent, paid work experience performing research, analysis and report writing. Public sector or government experience is desirable.

Option B:

Education: Graduation from high school or the equivalent.

Experience: Four years of recent, paid work experience performing research, analysis and report writing or progressively responsible administrative experience directly supporting an executive or department head. Public sector or government experience is desirable.

Additional Information

How to Apply: Applicants must submit a completed on-line City Application along with any required supplemental application materials with the Human Resources Department by the filing deadline.

If you do not submit your on-line application by the filing deadline, you will not be considered for this position. Please note, applications may be rejected if incomplete.

Resumes, CVs and cover letters are not reviewed as part of the application screening process.

If you would like for your education to be considered, you must attach a copy of your college level transcripts or diploma to your online application.

Applicants who indicate receipt of college level coursework or degree from a foreign institution must provide United States credential equivalency verification along with a copy of your college diploma/transcripts.

All materials must be received in the Human Resources Department no later than the filing deadline.

Failure to do so may result in your application being evaluated without the education being considered.

Selection Process: All applicants must submit clear, concise and complete information regarding your work history and qualifications for the position.

All applications will be reviewed and only those applicants 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.

Background Investigation:

Candidates who have successfully completed all prior phases of the selection process will be subject to a thorough background investigation.

Inclusion & Diversity Statement

The City of Santa Monica is a progressive, inclusive and culturally rich community.

As leaders in public service, we strive to be an employer of choice by attracting and retaining a highly talented workforce where people of diverse races, religions, cultures and lifestyles thrive.

Our goal is to create a welcoming and inclusive environment where our staff are empowered to perform at their highest level and where their differences make a positive impact.

The City is an equal opportunity employer and strives to build balanced teams from all walks of life without regard to race, color, ethnicity, religion, national origin, age, sex, sexual orientation, gender identity, marital status, ancestry, disability, genetic information, veteran status, or any other status protected under federal, state and/or local law.

We aim to create a workplace that celebrates and embraces the diversity of our employees. Join us!

Special assistance with the application and examination process is available, upon request, for persons with disabilities. Call (310) 458-8246, TDD (310) 458-8696 (Hearing Impaired Only).

Please note the request for reasonable accommodations must be made to Human Resources at least three work days prior to the examination.