Administrative Analyst - Communication & Engagement (Part Time Hourly Professional)

The City of Carlsbad's Communication & Engagement Department currently has an opening for a part-time Office Administrative Analyst. This position plays a key role in supporting the department's financial and operational functions, including managing and analyzing budgets, overseeing contract administration, and processing invoices.

The successful candidate will also assist in organizing materials and coordinating logistics for communication events and activities. Additionally, the role involves providing comprehensive administrative support to ensure smooth day-to-day operations of the department, including preparing reports, tracking inventory, and collaborating with various departments across the city.

Scheduled workdays and hours may vary, but a typical schedule would be four to five days a week, four to five hours a day, for an average of 20 hours per week. Work times would fall between the hours of 8 a.m. and 6 p.m.

Part-time positions are not benefited and cannot exceed 980 total hours worked within one fiscal year, July 1 to June 30. Part-time employees with the City of Carlsbad receive 40 hours of sick leave per fiscal year.

About the department

You would join a centralized, full-service Communication & Department team that supports the city as a whole and all city departments with their communication needs, including:

• Facilitating the community's ability to provide meaningful input into city decision making.

• Promoting awareness of city issues and services.
• Increasing transparency by making city information accessible to a lay audience.
• Encouraging participation in city events and programs.
• Keeping city employees informed about the city organization and its work.
• Helping city staff enhance their own communication skills.
• Providing emergency communication support during natural disasters and other incidents.

The City of Carlsbad is ideally situated in north San Diego County, where a great climate, beautiful beaches, scenic lagoons and abundant open space create the ideal California experience. City government serves 115,000 residents and a diverse business community by providing high quality services, including dedicated public safety personnel, well-maintained parks, three pools, 67 miles of city trails and three city-run libraries.

The City of Carlsbad is committed to maintaining its small-town beach community character as it continues to grow. An award-winning growth management plan has helped ensure infrastructure has kept pace with new development, while protecting the city's financial health. Carlsbad has a AAA credit rating, one of the best funded pensions in the region and healthy reserves.

Looking ahead, Carlsbad is planning for the future, guided by a 5-Year Strategic Plan focused on:

• Quality of life and safety
• Community character
• Sustainability and the natural environment
• A thriving economy
• Organizational excellence and fiscal health

You belong in Carlsbad

The City of Carlsbad embraces diversity, equity and inclusion in the workplace and recognizes the vital relationship of a culturally diverse, engaged work environment and innovative excellence. A diverse, equitable and inclusive work climate comprises personal experiences, values, and views shaped from differences of culture and circumstance. Our organization appreciates belonging, creativity, recognition and retention of its employees and is committed to hiring and developing motivated, productive and talented employees who provide services and enhance our quality of life. We work to embrace open and equitable access to opportunities for learning and development as our responsibility and goal.

• Budget management and analysis
• Contract administration
• Invoice management
• Prepare routine reports
• Inventory and organize supplies
• Logistics coordination for special events
• Coordinate with staff in departments across the city
• Perform a variety of administrative tasks in support of the Communication & Engagement Department
• Various computer applications including but not limited to some or all Microsoft Office Suite and other publishing applications

• Communicate clearly and concisely, both orally and in writing
• Collaborate effectively with staff across various departments in the city
• Establish and maintain productive working relationships with those contacted in the course of work

• Apply strong attention to detail, organizational, communication and problem-solving skills
• Multitask and manage multiple deadlines
• Demonstrate excellent proofreading skills
• Provide top notch customer service
• Find new ways to increase efficiency
• Perform a variety of administrative tasks in support of the Communication & Engagement Department

Any combination equivalent to the experience and education that could likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

• Equivalent to the completion of the 12th grade, supplemented by college level coursework in business administration, public administration, finance, communications or a related field.
• Two years of related professional experience involving budget management and office administration functions.

• While performing the duties of this class, an employee is regularly required to:

  • Sit, walk and stand
  • Use written and oral communication skills
  • Observe and interpret people and situations
  • Learn and apply new information or skills
  • Interact with staff and others encountered in the course of work?
  • Able to handle up to 30 pounds safely