Job Description

The Administrative Analyst serves as an essential part of the administrative team within a department, providing higher-level coordination and management of office functions, supporting leadership, and ensuring efficient day-to-day operations. This role goes beyond traditional administrative tasks by requiring a proactive approach to problem-solving, project management, and team collaboration. The Administrative Analyst plays a key role in supporting policy implementation, managing workflows, coordinating cross-departmental activities, and enhancing communication and operational efficiency.

This position requires on-site employment with no remote or hybrid options available.

Preferred Qualification

The Administrative Analyst must demonstrate initiative as a self-starter, be analytically astute, exercise responsible discretion and judgment, and be highly motivated to competently achieve performance expectations with minimal supervision. Critical thinking skills and a high level of integrity are essential to be successful.

Proficiency in all Microsoft Office products, particularly Microsoft Excel and Word, is required. Experience with database management systems, such as Microsoft Access, is preferred. The candidate must be able to communicate effectively both orally and in writing. Knowledge of and the effective application of grammar, punctuation, and spelling rules is required. Public presentation experience is desired. Good mathematical aptitude is essential. Management and organizational skills are required, with attention to detail.

Job Responsibilities and Expected Results

1. Provide assistance in resolving operational and administrative issues; identify issues and conduct research to find alternative solutions; make and assist in the implementation of recommendations.
2. Coordinate grant administration activities, review and monitor grant applications, ensure paperwork and other supporting documentation are included with grants.
3. Maintain a working knowledge of the Office of Adult Education strategic plan. Collect data, create, update, and track division office activities related to progress on goals and objectives.
4. Read, understand, follow, and comply with verbal and written instructions. All electronic and hardcopy correspondence must be error-free and comply with grammar, syntax, spelling, punctuation, and capitalization rules.
5. Maintain files consisting of correspondence, reports, and subject matter material for assigned specialists. Assist others in the department if needed. Types and submits weekly, monthly, and annual reports.
6. Respond to GED and adult education inquiries from the public, process GED transcripts and WAGE certificates.
7. Consistently and timely read and respond to electronic mail.
8. Read, comprehend, and effectively apply federal, state, and agency policies, procedures, and administrative guidelines to facilitate processes.
9. Collaborate with management staff and employees to share and receive updated information regarding new initiatives, issues, or to resolve problems.
10. Collect and analyze data to compile reports as requested. Generate and complete weekly and monthly reports by specified or negotiated deadlines.
11. Schedule and manage the logistics of meetings as directed, which includes the distribution of materials and recording the minutes.
12. Apply features of Excel to design and format spreadsheets and create accurate formulas.
13. Create and send out memos and e-mails on the Director’s behalf.
14. Research and verify information to provide technical assistance to the public, agency staff, and other entities as directed.
15. Identify and critique potential problems and recommend cost-effective, feasible solutions that are conducive to achieving desired outcomes.
16. Exercise responsible discretion to protect the integrity of all confidential agency, client, student, and employee information.

Position Information

Job Series: Administrative Support

Classification: Administrative Analyst – Career Path

Class Code: PAS01P

Pay Grade: SGS05

Salary Range: $47,397 - $70,148

The Administrative Analyst plays a pivotal role in supporting the strategic operations of a department by providing advanced analytical, operational, and administrative support. This position requires the ability to manage complex tasks, evaluate processes, and implement improvements that enhance overall efficiency within the agency. The Administrative Analyst will collaborate with senior leadership, provide insight through data analysis, and contribute to the development of policies and procedures that support the agency’s goals.

Primary Responsibilities

Provide advanced administrative support to senior management, including scheduling meetings, preparing materials, composing correspondence, and conducting research as needed.
Oversee and coordinate office operations, ensuring that processes are aligned with agency objectives.
Ensure that all records, documents, and files are maintained in accordance with state laws and agency guidelines.
Organize and manage both physical and digital records to ensure that information is easily accessible and complies with confidentiality requirements.
Collect, analyze, and interpret a variety of data from internal and external sources to support the agency’s objectives.
Prepare detailed reports and presentations based on data analysis, providing insights and recommendations to leadership for informed decision-making.
Evaluate and assess current operational processes within the agency to identify inefficiencies, bottlenecks, or compliance issues.
Recommend process improvements and assist in the development of procedures that streamline workflows and improve service delivery.

Knowledge and Skills

Ability to think critically and identify solutions to complex administrative and operational challenges.
Excellent verbal and written communication skills, with the ability to convey complex information clearly to a variety of audiences.
Exceptional organizational skills, with the ability to manage multiple tasks, deadlines, and competing priorities.
Advanced skills in using Microsoft Office Suite (Excel, Word, PowerPoint), as well as project management and database software.
Ability to work independently and handle complex administrative tasks with minimal supervision.
High level of attention to detail in all aspects of administrative and data management, ensuring accuracy and quality in all deliverables.

Minimum Qualifications

A high school diploma or equivalent is required, plus three (3) years of experience in administrative roles.

Satisfaction of the minimum qualifications, including years of experience and service, does not entitle employees to automatic progression within the job series. Promotion to the next classification level is at the discretion of the department and the Office of Personnel Management, taking into consideration the employee’s demonstrated skills, competencies, performance, workload responsibilities, and organizational needs.

Licensure/Certifications

N/A
OTHER JOB RELATED EDUCATION AND/OR EXPERIENCE MAY BE SUBSTITUTED FOR ALL OR PART OF THESE BASIC REQUIREMENTS, EXCEPT FOR CERTIFICATION OR LICENSURE REQUIREMENTS, UPON APPROVAL OF THE QUALIFICATIONS REVIEW COMMITTEE.