Description

Under general direction, plans, oversees, and provides administrative, budgetary, grant, and work-flow support to an assigned department; plans, organizes, and oversees the work efforts of a small administrative support unit; analyzes departmental practices and procedures and makes recommendations for organizational, operational, policy, and procedural improvements; conducts needs analyses, feasibility studies, and program evaluation for assigned projects and programs; develops, summarizes, and maintains administrative and fiscal records; fosters cooperative working relationships among City departments and acts as liaison with various community, public, and regulatory agencies; provides complex administrative support and program assistance to the designated department manager and/or assigned management staff; and performs related work as required.

CLASS CHARACTERISTICS
Water Utility Analyst:  This is the full journey-level class in the Administrative Analyst series.   Incumbents develop and implement policies and procedures for a variety of projects and programs within an assigned division/department, including budget administration, contract administration, management analysis, and program evaluation. Incumbents support the work of departmental management staff by conducting day-to-day administrative support activities and by providing a professional-level resource for organizational, managerial, and operational analyses and studies.  The work has technical and programmatic aspects requiring the interpretation and application of policies, procedures, and regulations and may involve frequent contact with the public.  Positions at this level are distinguished from the I level by the performance of the full range of duties as assigned, working independently, and exercising a higher level of judgment and initiative.  Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.  This class is distinguished from Senior Analyst in that the latter is responsible for technical and functional supervision of lower-level administrative support staff and is capable of performing the most complex duties assigned to the department.

Senior Water Utility Analyst: This is the advanced journey-level class in the administrative analyst series. Incumbents plan, develop, and implement policies and procedures for an assigned division/department, including multi-divisional and/or departmental budget preparation, contract administration, management analysis, and program evaluation. Incumbents facilitate and support the work of departmental management staff by organizing and overseeing day-to-day administrative support activities and by providing a professional-level resource for organizational, managerial, and operational analyses and studies. Responsibilities include performing diverse, specialized, and complex work involving significant accountability and decision-making responsibility, and may involve frequent contact with the public. This class is distinguished from the department manager classifications in that the latter have full management and supervisory authority in planning, organizing, and directing the full scope of operations within the department.

 
Examples of Duties
 

The following duties represent the principal job duties; however, they are not all-inclusive. Other duties may be required and assigned. Management reserves the rights to add, modify, change, or rescind the work assignments of various 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.
• Coordinates, oversees, and performs professional-level administrative work in such areas as budget development, financial administration and reporting, grants, purchasing, database management, contract administration, management analysis, public information, regulatory compliance, and program evaluation.
• Participates in and oversees the development and administration of multi-divisional and departmental budgets; monitors revenues and expenditures; identifies and recommends resolutions for budgetary problems.
• Plans, designs, develops, organizes, oversees, and administers multiple 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, public, and private 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.
• Develops and implements 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 and surveys 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.
• Participates in the development and reporting of alternate funding sources and ensures compliance with Federal, State, City, funding agency, 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.
• May participate in the development of public bids and RFP agreements, in establishing new contracts and creating new procedures and guidelines to existing contracts that need improvement or that are up for potential renewal; develops and administers complex contracts including maintenance, goods, or service contracts and agreements; monitors contract expenditures and identifies budget transfers as needed.
• May manage specialized department databases; meets with supervisory, management, and department staff to identify system needs; oversees department’s performance monitoring and reporting, including department work plans; plans and forecasts workload and routinely assesses progress against established work plans.
• Assists with, coordinates, and organizes community events; represents City to residents in explaining City policies; provides outreach and public education programs to the community as needed.
• 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.
• Monitors, coordinates, leads, and participates in the day-to-day operations of the work unit and related programs.
• Assists in the recruitment and selection of staff and provides recommendations; provides training, orientation, and guidance to assigned staff in work principles, practices, methods, policies, procedures, and applicable Federal, State, and local laws, rules, and regulations; provides input and documentation for performance evaluations.
• Schedules work for the most efficient and effective performance of duties and elimination of unnecessary ones; handles multiple responsibilities simultaneously, prioritizing as appropriate, and performing all in a through and timely manner.
• Acts as a department representative regarding questions, problems, concerns, and activities related to information technology services; resolves the most difficult computer applications related problems.
• Interprets and applies policies, procedures, laws, codes, and regulations; interprets applicable regulations and agreements and coordinates with City staff or outside agencies and the public.
• Responds to a variety of customer, vendor, and staff questions and complaints in person and over the telephone; researches issues and makes recommendations for resolution.
• Confers and coordinates activities with other departments and outside agencies.
• Attends meetings, workshops, and conferences as required; stays abreast of new trends and innovations in the assigned field; incorporates new developments as appropriate into programs.
• Establishes and maintains internal control procedures and ensures that appropriate standards are met.
• Prepares and directs the preparation of a variety of written correspondence, reports, procedures, and other materials.
• Maintains accurate operational and financial records; oversees the proper and timely destruction of records.
• Monitors changes in laws, regulations, and technology that may affect operations of the assigned work unit; implements policy and procedural changes after approval.
• Performs duties of professional, technical, and clerical subordinate staff as required.
• Plans, coordinates, and conducts special projects as assigned by management staff.
• Performs other duties as assigned.

When assigned to the Water Division of the Public Works Department:

• Assist in the administration duties, including but not limited to preparation of water conservation and water quality reports, maintaining regulatory records, monitoring regulatory requirements, and responding to customer inquiries.
• Preparing presentations, slides, and graphics for meeting and events.
• Performing water resource and policy analysis, preparing technical memorandum summarizing findings and recommendations.
• Assist with planning, coordinating, and scheduling projects
• Represent the City at local, state, and federal stakeholder and professional group meetings
• Prepare clear and comprehensive written summaries and staff reports on a variety of technical and policy topics.
• Assist in the preparation and calculation of the City’s water rates and charges.
• Ensure regulatory compliance in the area of water conservation, water quality, and cross-connection control program.

Requirements

Water Utility Analyst: Equivalent to graduation from an accredited four-year college or university with major coursework in business or public administration, economics, accounting, finance, or a related field and three (3) years of professional-level in water conservation, water resources, special projects, or related administrative support experience.

Senior Water Utility Analyst: Equivalent to graduation from an accredited four-year college or university with major coursework in business or public administration, economics, accounting, finance, or a related field and five (5) years of professional level in water conservation, water resources, special projects, or related administrative support experience.

Licenses and Certifications: 

• Possess and maintain a valid California Class C Driver License with satisfactory driving record and proof of acceptable automobile insurance at the time of appointment and throughout employment.
• Possession of AWWA Water Conservation Practitioner Level 2 is desirable.