Administrative Analyst

The Administrative Analyst will work in team-oriented environment. This temporary position will help provide administrative support to act as a lead to collect and track data received from project managers, project sponsors, and project financial reporting systems to prepare draft CIP quarterly reports; log funding requests; assist in the preparation of quarterly CIP budget baselining and planned expenditures spreadsheets; assist in preparation of monthly CIP spending forecast; assist documenting various CIP related memos, procedures, and reports; schedule meetings in Outlook with various stakeholder groups; maintain the CIP Office shared email inbox; administration of tasks in the Power Apps based CIP budget system; create or refine various Excel worksheets; create dashboards using existing data.

DISTINGUISHING CHARACTERISTICS 

• Positions at this level are fully competent and use judgment in interpreting and adapting guidelines such  as policies, regulations, precedents, and work directions for application to specific cases or problems. 
• The decision regarding what needs to be done depends upon the analysis of the subject, phase, or issues involved in each assignment, and the chosen course of action may have to be selected from many alternatives. 
• The work involves treating a variety of problems, questions, or situations in conformance with established criteria. 

OVERSIGHT 

• Supervision Received: The supervisor makes assignments by defining objectives, priorities, and deadlines; and assists employee with unusual situations that do not have clear precedents.
• The employee plans and carries out the successive steps and handles problems and deviations in the work assignment in accordance with instructions, policies, previous training, or accepted practices in the occupation. 
• Completed work is usually evaluated for technical soundness, appropriateness, and conformity to policy and requirements. The methods used in arriving at the end results are not usually reviewed in detail. 
• Supervision Given: May act as a lead. May coordinate and review work assignments of employees performing the same general work as the lead on a day-to-day basis. Responsibilities may involve solving problems and providing instructions on work procedures. 

JOB DUTIES 

1. Conducts research and analyses in a variety of areas; prepares written reports, presents findings and recommendations, and makes presentations. 

2. Analyzes, prepares, and develops solicitations, contracts, and specifications. 

3. Monitors project plans, tasks, work breakdown structures, cost estimates, budgets, schedule performance, deliverables, and resources. 

4. Prepares assigned budget, monitors expenditures, documents and reports on variances, and prepares a variety of budget, financial, cash flow, and cost benefit analyses and reports. 

5. Develops or enhances tools used in rate and financial analyses and budget management. 

6. Performs construction bid and monitoring processes such as opening bids, reviewing documents, preparing notices of award, and generating reports. 

7. May participate on a project team. 

8. Performs other related Administrative Analyst job duties as required. 

MINIMUM QUALIFICATIONS 

• Education and Experience: Bachelor’s degree from an accredited college or university in a related field and four years relevant experience; or Master’s degree from an accredited college or university in a related field and two years relevant experience; or four years as a  Administrative Assistant III. 
• Required Knowledge of: Principles, procedures, and practices of business management and analysis; budgeting and finance; financial tracking systems; contract development and administration; applicable federal, state and local laws, codes, and regulations; and current office technology and equipment. 

Required Skills and Abilities to: 

• Analyze budgetary, financial, procedural, and organizational issues; provide project management support; research, gather and compile data; prepare correspondence, documents, presentations and reports; develop and administer contracts; monitor budgets and utilize financial tracking systems; use applicable software applications; organize and prioritize work; train; use independent judgment and exercise discretion; problem solve; prioritize and multi-task; communicate clearly and concisely, both verbally and in writing; establish and maintain effective working relationships with those contacted in the course of work; work independently and in a team environment; and operate current office equipment including computers and supporting applications. 

Special Requirements

• Proficient at Outlook
• MS Forms
• MS Excel data analysis functions such as Xlookup and Index/Match
• Know and understand dashboarding functions such as PivotTables and Pivot Charts
• Collecting data
• Good communication skills
• Be able to work with others and team oriented
• Be proficient in excel and interpret data