Administrative Analyst (Architecture & Engineering)

Administrative Analyst (Architecture & Engineering)Salary$77,672.41 - $109,292.88 AnnuallyLocationSacramento, CAJob TypeFull-Time CareerJob Number010700-26-PW-5DepartmentPublic WorksDivisionArchitecture & EngineeringOpening Date10/16/2026Closing Date10/30/2026 11:59 PM PacificDescriptionBenefitsQuestionsTHE POSITIONWith supervisor approval, incumbents may be eligible for intermittent remote work; however, they must physically reside within the Sacramento region or have the ability to regularly report to a City of Sacramento physical worksite with little notice.The Facilities and Real Property Management Division within the Department of Public Works is seeking an Administrative Analyst to provide analytical, financial, and asset-management support.Primary responsibilities include maintaining accurate building, component, and equipment asset records throughout their lifecycle; maintaining building square-footage and usage information; tracking energy consumption; supporting preventive-maintenance and work-order management; and preparing performance reports. The position will also support accounting and budgeting, internal work-order billing, financial reporting, purchase order and contract tracking, and local, state, and federal grant administration.IDEAL CANDIDATE STATEMENTThe ideal candidate will possess strong analytical and communication skills and experience with asset-management or work-order systems, data management, accounting, budgeting, grants, or related administrative functions. The successful candidate will be detail-oriented, maintain confidentiality, and effectively manage multiple competing priorities and deadlines.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.SUPERVISION RECEIVED AND EXERCISEDGeneral 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 RESPONSIBILITIESPerforms 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.QUALIFICATIONSKnowledge 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 EDUCATIONExperience: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.AndEducation:A Bachelors Degree from an accredited college or university with major coursework in public or business administration, economics, accounting, personnel, or a closely related field.Substitution of Education: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 EDUCATIONShould 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 QUALIFICATIONSSpecial Selection Criteria: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.Probationary Period:Employees must complete twelve (12) months of probation at a satisfactory performance level prior to gaining permanent status.THE SELECTION PROCEDUREPlease note, the City of Sacramentos preferred method of communication with applicants is via e-mail. As such, please ensure you verify the e-mail address on your application, and check your e-mail frequently, including your spam and junk folders. All e-mail notifications can also be accessed through the governmentjobs.com applicant inbox.Application: (Pass/Fail) - 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).If “see resume” is noted in the “Work Experience” section; a resume will not substitute for the information required in the “Work Experience” section.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.Position/job titles will not be considered in determining eligibility for meeting the minimum qualifications for this position.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 final filing deadline. Information regarding the use of Veteran’s credit can be found in the Civil Service Board rules under rule 4.9C.Applicants are responsible for attaching a copy of their DD214 to each position for which they apply.Training and Experience Exam: (Weighted 100%) - The questions located at the end of the application are the Training and Experience (T&E) Exam. Responses to the T&E questions will be rated and scored. This exam will evaluate the relevance, level, and progression of a candidates education, training and experience. The exam score will determine your ranking on the eligible list for this job. When completing the T&E questions, please note:Responses to the T&E questions must be submitted online; paper questionnaires will not be accepted.A resume will not substitute for the information required in the T&E questions.Eligibility: Candidates who pass the Training and Experience Test will be placed on the eligible list. The hiring department may contact candidates for interview at any time during the life of the one-year list. Candidate’s eligibility expires one year from the date of notification of a passing score for the Administrative Analyst examination.Screening Committee: (Pass/Fail)- All candidates that pass the examination and are in one of the top three ranks will have their application forwarded to the hiring department for review. The hiring department will select the most competitive applications for further consideration. Human Resources will only evaluate employment applications for the minimum qualifications, as stated on the job announcement, for applications selected by the hiring department.Conditional Hire: Upon receipt of a conditional offer, the selected candidate must complete and pass Live Scan/fingerprinting. If applicable, candidates may also need to pass a pre-employment medical exam, controlled substance and/or alcohol test, and possess any required licensure or certification prior to receiving a start date from the Department. Failure to meet these prerequisites will be grounds for withdrawal of your conditional offer of employment.QUESTIONS:For questions concerning this job announcement and the application process:Please visit https://www.governmentjobs.com/Home/ApplicationGuide for a comprehensive, step-by-step guide to the application process.For technical support between 6 AM - 5 PM PT, contact Live Applicant Support at (855) 524-5627.Visit the City of Sacramento Human Resources Department website at https://www.cityofsacramento.gov/HR/employment;Send an email to employment@cityofsacramento.org; orCall the Human Resources Department at (916) 808-5726Bilingual PayDid you know that the City offers bilingual pay? Thats right, most labor agreements offer the option of providing employees with bilingual pay if the department deems it to be operationally necessary.Pension Reform ActThe City of Sacramento is covered by the California Public Employees Retirement System, and as such, must adhere to the California Public Employees Pension Reform Act (PEPRA) of 2013. Please note that the provisions within this act may affect or impact an applicants eligibility and/or selection for open vacancies at the City of Sacramento.Equal Opportunity EmployerThe City of Sacramento is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.Additional InformationCivil Service Rules: https://www.cityofsacramento.gov/content/dam/portal/hr/documentlibrary/CivilServiceBoardRules62012.pdfUnion Contracts:https://www.cityofsacramento.gov/HR/labor-agreements.htmlSalary Schedule:https://www.cityofsacramento.gov/content/dam/portal/hr/documentlibrary/SalarySchedule.pdf01APPLICATION: I understand my application must meet the minimum qualifications for consideration of employment with the City of Sacramento. The experience I list in the duties area of the “Work Experience” section of the employment application will be used to determine if I meet the minimum qualifications as stated on the job announcement. A resume, responses to the supplemental questions requiring a narrative response, employment history listed elsewhere in the application or attachments will not substitute for the information required in the “Work Experience” section of the employment application. Position/job titles will not be considered in determining eligibility for meeting the minimum qualifications for this position. 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). Please refer to the City of Sacramentos Applicant Resources Page for Screening Instructions: https://www.cityofsacramento.gov/HR/employmentYes02PROOF OF EDUCATION: To qualify for this classification you may use education or experience as listed in the substitution option to provide required knowledge, skills, and abilities. I understand proof of education such as, but not limited to, university/college transcripts and degrees should be submitted with my application and will be required at the time of appointment if I am using education to qualify for this position. Please refer to the City of Sacramentos Proof of Education Requirements (https://www.cityofsacramento.gov/HR/employment) for information on accepted documentation.Yes03EDUCATION CONFIRMATION: If I am using education to qualify for this position, I attest I possess or will possess a Bachelors Degree from an accredited college or university with major coursework in public or business administration, economics, accounting, personnel, or a closely related field by time of appointment if I am selected for this position.YesNo04SUPPLEMENTAL QUESTIONNAIRE: The answers to the questions below will be reviewed by the hiring department along with the information provided in your employment application. Therefore, your answers must be consistent with your employment application information (especially in the “Education” and “Work Experience” sections), must be unambiguous, and must contain sufficient but concise detail and organization. A resume will not be accepted in lieu of completing this Supplemental Questionnaire. Lack of clarity, incomplete or inconsistent information, and/or disorganized presentation may negatively affect the hiring departments review of your Supplemental Questionnaire. I understand and agree to the above instructions.Yes05Describe your experience conducting business process analysis. Provide a specific example in which you identified a problem, recommended an improvement, and helped implement the solution. Explain your individual role and the results achieved.06Describe your experience maintaining building, equipment, or infrastructure asset information in a computerized maintenance management system, work-order system, or asset database. Explain the type of data you maintained, how you ensured its accuracy, and how the information was used for preventive maintenance, lifecycle planning, reporting, or cost recovery.07Describe your experience with grant administration, governmental accounting, or budgeting. Include your level of responsibility for any grant applications, budget development, expenditure tracking, financial reporting, reimbursement requests, purchase orders, contracts, or audit and compliance requirements.08TRAINING AND EXPERIENCE EXAMINATION: The following questions are the Training and Experience (T&E) Examination. In addition to the City of Sacramento employment application, applicants must complete and submit online responses to the T&E questions. This exam will evaluate the relevance, level, and progression of a candidates education, training and experience. Therefore, your responses to the T&E Exam questions should be thorough and complete because the exam score will determine your ranking on the eligible list for this job. In accordance with the City of Sacramentos Racial and Gender Equity Action Plan (RGEAP), this examination contains non-binary names and pronouns. For additional information regarding the Citys RGEAP, please copy and paste the following link into a web browser: https://www.cityofsacramento.gov/content/dam/portal/hr/Divisions/ode/workforce-equity-documents/Full-RGEAP.pdf I understand and agree to the above instructions.Yes09Select the one option that best describes your experience assisting with analyzing and interpreting information for administrative and/or operational procedural recommendations.Four years or moreAt least three years, but less than four yearsAt least two years, but less than three yearsAt least one year, but less than two yearsLess than one year10Select all the boxes that best describe the software programs you are proficient in and use on a regular basis in the administration of your job and/or education.Microsoft Outlook or equivalentMicrosoft Word or equivalentMicrosoft Excel or equivalentMicrosoft PowerPoint or equivalentMicrosoft Access or equivalentMicrosoft Visio or equivalentAdobe Acrobat ProfessionalEnterprise Resource Planning (ERP)/Human Resources Information System (HRIS) softwareApplicant Tracking System softwareAccounting softwareNone of the above11Select the one option that best describes your experience writing comprehensive reports which include your recommendation based on supportive information or data.Four years or moreAt least three years, but less than four yearsAt least two years, but less than three yearsAt least one year, but less than two yearsLess than one year12Select the one option that best describes your experience performing research and conducting surveys for potential solutions to administrative and/or operational issues or concerns.Four years or moreAt least three years, but less than four yearsAt least two years, but less than three yearsAt least one year, but less than two yearsLess than one year13Select the one option that best describes your experience establishing and maintaining effective working relationships with leadership, colleagues, and stakeholders to move new procedures or objectives forward.Four years or moreAt least three years, but less than four yearsAt least two years, but less than three yearsAt least one year, but less than two yearsLess than one yearRequired QuestionEmployer City of SacramentoAddress 915 I StreetHistoric City HallSacramento, California, 95814-2604Phone (916) 808-5726Website http://portal.cityofsacramento.org/HR

The ideal candidate will possess strong analytical and communication skills and experience with asset-management or work-order systems, data management, accounting, budgeting, grants, or related administrative functions. The successful candidate will be detail-oriented, maintain confidentiality, and effectively manage multiple competing priorities and deadlines., 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., 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., A Bachelors Degree from an accredited college or university with major coursework in public or business administration, economics, accounting, personnel, or a closely related field.

Substitution of Education:

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., 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., EDUCATION CONFIRMATION: If I am using education to qualify for this position, I attest I possess or will possess a Bachelors Degree from an accredited college or university with major coursework in public or business administration, economics, accounting, personnel, or a closely related field by time of appointment if I am selected for this position.
• Yes
• No

04

SUPPLEMENTAL QUESTIONNAIRE: The answers to the questions below will be reviewed by the hiring department along with the information provided in your employment application. Therefore, your answers must be consistent with your employment application information (especially in the “Education” and “Work Experience” sections), must be unambiguous, and must contain sufficient but concise detail and organization. A resume will not be accepted in lieu of completing this Supplemental Questionnaire. Lack of clarity, incomplete or inconsistent information, and/or disorganized presentation may negatively affect the hiring departments review of your Supplemental Questionnaire. I understand and agree to the above instructions.

• Yes, * At least three years, but less than four years
• At least two years, but less than three years
• At least one year, but less than two years
• Less than one year

10

Select all the boxes that best describe the software programs you are proficient in and use on a regular basis in the administration of your job and/or education.

• Microsoft Outlook or equivalent
• Microsoft Word or equivalent
• Microsoft Excel or equivalent
• Microsoft PowerPoint or equivalent
• Microsoft Access or equivalent
• Microsoft Visio or equivalent
• Adobe Acrobat Professional
• Enterprise Resource Planning (ERP)/Human Resources Information System (HRIS) software
• Applicant Tracking System software
• Accounting software
• None of the above

11

Select the one option that best describes your experience writing comprehensive reports which include your recommendation based on supportive information or data.

• Four years or more
• At least three years, but less than four years
• At least two years, but less than three years
• At least one year, but less than two years
• Less than one year

12

Select the one option that best describes your experience performing research and conducting surveys for potential solutions to administrative and/or operational issues or concerns.

• Four years or more
• At least three years, but less than four years
• At least two years, but less than three years
• At least one year, but less than two years
• Less than one year

13

Select the one option that best describes your experience establishing and maintaining effective working relationships with leadership, colleagues, and stakeholders to move new procedures or objectives forward.

• Four years or more
• At least three years, but less than four years
• At least two years, but less than three years
• At least one year, but less than two years
• Less than one year

Describe your experience with grant administration, governmental accounting, or budgeting. Include your level of responsibility for any grant applications, budget development, expenditure tracking, financial reporting, reimbursement requests, purchase orders, contracts, or audit and compliance requirements.

08

TRAINING AND EXPERIENCE EXAMINATION: The following questions are the Training and Experience (T&E) Examination. In addition to the City of Sacramento employment application, applicants must complete and submit online responses to the T&E questions. This exam will evaluate the relevance, level, and progression of a candidates education, training and experience. Therefore, your responses to the T&E Exam questions should be thorough and complete because the exam score will determine your ranking on the eligible list for this job. In accordance with the City of Sacramentos Racial and Gender Equity Action Plan (RGEAP), this examination contains non-binary names and pronouns. For additional information regarding the Citys RGEAP, please copy and paste the following link into a web browser: https://www.cityofsacramento.gov/content/dam/portal/hr/Divisions/ode/workforce-equity-documents/Full-RGEAP.pdf I understand and agree to the above instructions.

• Yes

09