Administrative Analyst

Position Purpose/Summary

Essential Functions

• Assists in the maintenance of personnel and fiscal records.
• Secures personnel, financial, service, and operations data from internal and external sources.
• Cleans, integrates, and analyzes the data to develop recommendations to the Director of Finance and Administration.
• Assist the Director of Finance and Administration in prioritizing needs and coordinating grant preparation assignments.
• Enters and manipulates data and information in spreadsheet and database applications by creating templates, form letters, functions, or tables.
• Prepares and presents analyzed data in order to make recommendations to the Director of Finance and Administration.
• Assists in the management of grants, including proposals, submissions, preparing financial reports and other financial documents, reviewing purchases, and ensuring compliance with all grant guidelines.
• Assist in maintaining grant files.
• Facilitates the identification of grant and additional funding sources or opportunities that support goals and needs of the department.
• Participates in meetings, seminars, workshops, conferences, and in-service training sessions or related activities in the Director of Finance and Administration’s absence.
• Serves as a project assistant to support special projects as required.
• Performs related work as may be assigned by the Director of Finance and Administration or the Fire Commissioner.

Knowledge, Skills, and Abilities

• Knowledge of grant development process.
• Knowledge of specialized formats for letters, memos, and reports.
• Considerable knowledge of compiling, maintaining and analyzing financial data.
• Working knowledge in preparing and maintaining personnel records.
• Ability to exercise independent judgment in evaluating situations and making decisions.
• Ability to apply and explain rules, regulations, policies and procedures.
• Ability to reach out to and communicate with members of the business community for funding of special projects.
• Ability to understand and follow verbal and written instructions; read and comprehend written materials.
• Ability to operate personal computers and various office equipment.
• Ability to use word processing, spreadsheet and database applications; including the ability to create simple functions, tables and forms.
• Ability to establish and maintain effective working relationships.
• Ability to communicate effectively both verbally and in writing.
• Ability to plan and project future operating needs in terms of fiscal needs and staff changes.
• Strong project management and time management skills; highly organized and detail oriented.

Education and Experience

• Bachelor’s degree from an accredited college or university with major course work in business administration or a related field.
• Three years’ experience, preferably in a municipal government, to include one year of direct performance management experience.
• Any equivalent combination of seven (7) years of relevant experience and education.