Administrative Analyst - Records and Election Services
Apply NowCompany: City of Santa Monica, CA
Location: Santa Monica, CA 90405
Description:
Salary : $85,966.40 - $106,121.60 Annually
Location : City of Santa Monica, CA
Job Type: Full-Time Regular
Job Number: 251089-02
Department: Records and Election Services
Division: Administration
Opening Date: 04/11/2025
Closing Date: 5/1/2025 5:30 PM Pacific
Job Summary
Coordinates the development of programs and projects for Records and Election Services (City Clerk) such as municipal elections; budget preparation; Requests for Proposals (RFP) including implementation; training and presentations; and other special projects as needed. Conducts research, analyzes and compiles data for surveys and studies; prepares reports recommending appropriate courses of action on Records & Election matters.
Representative Duties
Researches administrative and election issues, conducts studies, and produces documents recommending appropriate courses of action and strategies in support of the goals of the department.
Develops, interprets, and applies rules, regulations and policies. Revises, modifies, and assists in writing new policies and procedures. Keeps abreast of changes in relevant regulations and laws in the areas of elections, Brown Act, financial disclosure, and the Public Records Act.
Coordinates department activities related to voter registration, boards and commissions, and elections, including coordinating meetings, documenting decisions, disseminating information to the public, and managing staff information and logistics.
Oversees and assists the City Clerk as the designated filing officer with the City's financial disclosure filers and campaign committee statements.
Attends meetings and produces minutes of boards/commissions, as required.
Prepares the department budget and oversees fiscal functions that may include expenditure control and revenue projections.
Provides information and assistance to the public and staff on various topics, including but not limited to City contribution limits, Brown Act, and the candidate nomination process. May participate in professional organizations and make presentations to the public and colleagues.
Prepares and disseminates information and handles complaints and requests for information.
Trains, supervises, assigns and evaluates the work of clerical support in the area of assignment, as assigned.
Oversees website for accuracy and current information. May perform various public relations tasks that include the development of written or web-based materials.
Performs other duties, as assigned.
Requirements
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of:
State of California Government and Election Codes
Political Reform Act filing requirements
Brown Act
Parliamentary procedure
Principles and practices of public administration
Quantitative and management analysis techniques
Research techniques
Report writing
Principles and practices of records managment
Principles of program planning, monitoring, implementation and evaluation
Budget preparation and administration
Basic principles of staff supervision and training
Effective customer service techniques
Ability to:
Interpret and apply related federal, State and local laws
Supervise and train staff
Analyze and solve administrative problems
Research and interpret complex technical information
Read and comprehend financial information
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
Prepare and present effective presentations
Provide effective customer service
Work with persons from diverse social, cultural, and economic backgrounds as well as a variety of work styles, personalities, and approaches
Skill in:
Using a personal computer and applicable software applications
REQUIREMENTS
Minimum Qualifications:
Education: Graduation from an accredited college or university with a bachelor's degree.
Experience: Two years of recent, paid work experience which has included, but not limited to, performing research, analysis, report writing and administrative staff assistance tasks, of which one year of the recent paid experience must have included working in a City Clerk's Office or similar organization which provides staff support to a governing body or legislative body.
Licenses and Certificates:
Possession of a valid class C driver license, or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions.
Certified Municipal Clerk designation is desirable.
Supplemental Information
How to Apply:
Applicants must submit a clear, concise, 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.
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 also attach United States credential equivalency verification along with a copy of your college diploma/transcripts. 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 applicants 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.
Testing may consist of a combination of any of the following and is subject to change as needs dictate:
Training and Experience Evaluation
Writing Project
Oral Interview
If three or more qualified City employees apply and pass the examination, a promotional list will be established in addition to an open-competitive list. If fewer than three qualified City employees pass the examination, the appointing authority, in accordance with the City's civil service rules and regulations, can decline to use a promotional list, in which case a promotional list will not be established for this position.
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.
WORKING CONDITIONS:
Work is performed indoors in a home office or work office setting in accordance with the City's Hybrid Workplace Policy. Office work may require sitting for prolonged periods of time and using a computer keyboard, mouse, and screen. This position may require occasional travel, visiting of various sites in the community, performing evening work and participating in committees and boards.
The City's liberal fringe benefits for full-time employment include sick leave, holiday and vacation pay, the Public Employees Retirement System, medical, dental and vision insurance, credit union, deferred compensation, tuition reimbursement, Dependent Care Assistance Plan and priority enrollment consideration at Hill & Dale Family Learning Center, Marine Park Child Development Center, and Santa Monica Early Childhood Lab School.
01
The Administrative Analyst - Records and Election Services position requires graduation from an accredited college or university with a Bachelor's degree. Do you meet this requirement? If YES, you must attach a copy of your college-level transcripts or degree copy to your online application. Applicants who indicate receipt of college-level coursework from a foreign institution must provide United States credential equivalency verification along with a copy of your transcripts. All materials must be received in the Human Resources Department no later than close of business on the application closing date. Failure to do so will result in your application being disqualified.
02
Describe your experience with the following. Please be sure to include in your response your specific responsibilities:a. Ralph M. Brown Act, Parliamentary Procedures, agenda/minutes preparationb. Elections and Political Reform Actc. Maddy Actd. Public Records Act and Records Management
03
Describe your recent, paid experience working in a City Clerk's Office or similar organization which provides staff support to a governing body or legislative body.
04
Describe your experience performing research, analysis and preparing written reports. Please include your specific responsibilities.
05
Describe your experience preparing and analyzing budgets, including revenue forecasts, developing expenditure controls and preparing financial transactions or developing statistical data. Please include in your response your specific job duties.
06
Describe your experience using Excel software, including the preparation of spreadsheets and/or financial reports. Please include your specific responsibilities.
Required Question
Location : City of Santa Monica, CA
Job Type: Full-Time Regular
Job Number: 251089-02
Department: Records and Election Services
Division: Administration
Opening Date: 04/11/2025
Closing Date: 5/1/2025 5:30 PM Pacific
Job Summary
Coordinates the development of programs and projects for Records and Election Services (City Clerk) such as municipal elections; budget preparation; Requests for Proposals (RFP) including implementation; training and presentations; and other special projects as needed. Conducts research, analyzes and compiles data for surveys and studies; prepares reports recommending appropriate courses of action on Records & Election matters.
Representative Duties
Researches administrative and election issues, conducts studies, and produces documents recommending appropriate courses of action and strategies in support of the goals of the department.
Develops, interprets, and applies rules, regulations and policies. Revises, modifies, and assists in writing new policies and procedures. Keeps abreast of changes in relevant regulations and laws in the areas of elections, Brown Act, financial disclosure, and the Public Records Act.
Coordinates department activities related to voter registration, boards and commissions, and elections, including coordinating meetings, documenting decisions, disseminating information to the public, and managing staff information and logistics.
Oversees and assists the City Clerk as the designated filing officer with the City's financial disclosure filers and campaign committee statements.
Attends meetings and produces minutes of boards/commissions, as required.
Prepares the department budget and oversees fiscal functions that may include expenditure control and revenue projections.
Provides information and assistance to the public and staff on various topics, including but not limited to City contribution limits, Brown Act, and the candidate nomination process. May participate in professional organizations and make presentations to the public and colleagues.
Prepares and disseminates information and handles complaints and requests for information.
Trains, supervises, assigns and evaluates the work of clerical support in the area of assignment, as assigned.
Oversees website for accuracy and current information. May perform various public relations tasks that include the development of written or web-based materials.
Performs other duties, as assigned.
Requirements
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of:
State of California Government and Election Codes
Political Reform Act filing requirements
Brown Act
Parliamentary procedure
Principles and practices of public administration
Quantitative and management analysis techniques
Research techniques
Report writing
Principles and practices of records managment
Principles of program planning, monitoring, implementation and evaluation
Budget preparation and administration
Basic principles of staff supervision and training
Effective customer service techniques
Ability to:
Interpret and apply related federal, State and local laws
Supervise and train staff
Analyze and solve administrative problems
Research and interpret complex technical information
Read and comprehend financial information
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
Prepare and present effective presentations
Provide effective customer service
Work with persons from diverse social, cultural, and economic backgrounds as well as a variety of work styles, personalities, and approaches
Skill in:
Using a personal computer and applicable software applications
REQUIREMENTS
Minimum Qualifications:
Education: Graduation from an accredited college or university with a bachelor's degree.
Experience: Two years of recent, paid work experience which has included, but not limited to, performing research, analysis, report writing and administrative staff assistance tasks, of which one year of the recent paid experience must have included working in a City Clerk's Office or similar organization which provides staff support to a governing body or legislative body.
Licenses and Certificates:
Possession of a valid class C driver license, or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions.
Certified Municipal Clerk designation is desirable.
Supplemental Information
How to Apply:
Applicants must submit a clear, concise, 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.
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 also attach United States credential equivalency verification along with a copy of your college diploma/transcripts. 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 applicants 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.
Testing may consist of a combination of any of the following and is subject to change as needs dictate:
Training and Experience Evaluation
Writing Project
Oral Interview
If three or more qualified City employees apply and pass the examination, a promotional list will be established in addition to an open-competitive list. If fewer than three qualified City employees pass the examination, the appointing authority, in accordance with the City's civil service rules and regulations, can decline to use a promotional list, in which case a promotional list will not be established for this position.
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.
WORKING CONDITIONS:
Work is performed indoors in a home office or work office setting in accordance with the City's Hybrid Workplace Policy. Office work may require sitting for prolonged periods of time and using a computer keyboard, mouse, and screen. This position may require occasional travel, visiting of various sites in the community, performing evening work and participating in committees and boards.
The City's liberal fringe benefits for full-time employment include sick leave, holiday and vacation pay, the Public Employees Retirement System, medical, dental and vision insurance, credit union, deferred compensation, tuition reimbursement, Dependent Care Assistance Plan and priority enrollment consideration at Hill & Dale Family Learning Center, Marine Park Child Development Center, and Santa Monica Early Childhood Lab School.
01
The Administrative Analyst - Records and Election Services position requires graduation from an accredited college or university with a Bachelor's degree. Do you meet this requirement? If YES, you must attach a copy of your college-level transcripts or degree copy to your online application. Applicants who indicate receipt of college-level coursework from a foreign institution must provide United States credential equivalency verification along with a copy of your transcripts. All materials must be received in the Human Resources Department no later than close of business on the application closing date. Failure to do so will result in your application being disqualified.
- Yes
- No
02
Describe your experience with the following. Please be sure to include in your response your specific responsibilities:a. Ralph M. Brown Act, Parliamentary Procedures, agenda/minutes preparationb. Elections and Political Reform Actc. Maddy Actd. Public Records Act and Records Management
03
Describe your recent, paid experience working in a City Clerk's Office or similar organization which provides staff support to a governing body or legislative body.
04
Describe your experience performing research, analysis and preparing written reports. Please include your specific responsibilities.
05
Describe your experience preparing and analyzing budgets, including revenue forecasts, developing expenditure controls and preparing financial transactions or developing statistical data. Please include in your response your specific job duties.
06
Describe your experience using Excel software, including the preparation of spreadsheets and/or financial reports. Please include your specific responsibilities.
Required Question