Administrative Analyst I/II - Grants & Contracts Administrator

ABOUT GALT

The City of Galt, located in the heart of California's Central Valley, offers the perfect blend of small-town charm and modern convenience. Known for its friendly community, excellent schools, and beautiful parks, Galt is an ideal place to live, work, and play. Conveniently situated along Highway 99, Galt provides easy access to both Sacramento and the Bay Area, making it a desirable location for families and professionals alike. The city hosts popular events such as the Galt Market, a vibrant open-air market that draws visitors from across the region. With a strong sense of community, affordable housing, and plenty of recreational opportunities, Galt is a growing city that still holds on to its welcoming, hometown feel. Join us in Galt — the Great American Little Town!

ABOUT THE POSITION

The City of Galt is accepting applications for anAdministrative Analyst I/II - Grants & Contracts Administrator.
* Please note: this recruitment may close before the advertised date if we receive a sufficient number of qualified applications.

The ideal candidate is a highly organized and proactive professional who enjoys working across departments to solve problems and identify funding opportunities that help improve the community. This individual is a strong researcher, communicator, and project coordinator who can manage multiple priorities while maintaining exceptional attention to detail. This position will help bring new parks, trails, streets, public facilities, and community improvements to life through strategic funding.

The successful candidate will work closely with Public Works & Engineering, Parks & Recreation, Community Development, Finance, and City Administration to identify grant opportunities, prepare competitive applications, administer awarded grants, and ensure compliance with grant requirements. In addition, the position will oversee the administration of various City contracts and property leases.

The ideal candidate possesses strong writing and analytical skills, enjoys collaborating with technical staff, and is comfortable coordinating projects involving multiple stakeholders. They are resourceful, organized, and able to work independently while keeping projects on schedule.

Experience with local government, public administration, grant administration, project management, finance, or contract administration is highly desirable.

Base Pay Increases: 
Effective July 1, 2027: 
Administrative Analyst I - $38.79 - $47.16
Administrative Analyst II - $7,058 - $8,582

ADDITIONAL PAY (UPON ASSIGNMENT AND ELIGIBILITY): 

• Incentive Pay - Up to 5% incentive for City-approved educational courses.
• Longevity Pay - Beginning at 10 years of service, 5%; at 15 years of service, 7.5%.
• Bilingual Pay - $100 per month.
• Cell Phone Stipend- $75 per month.
• Medical-in-lieu - Employees who waive the City's medical coverage shall receive $200 per month for employee only, $350 per month for employee plus one, and $500 per month for family. 

BENEFITS:

• Home Buying Program - $25,000 interest-free loan to assist with the purchase of a home in Galt city limits.
• Tuition Reimbursement - Up to $4,000 per fiscal year.
• Holiday Pay -  Fourteen (14) paid holidays: One (1) floating holiday and thirteen (13) fixed holidays observed: New Year’s Day, MLK Jr. Day, Presidents Day, Cesar Chavez Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Veterans Day, Thanksgiving Day, Day after Thanksgiving, Christmas Eve, and Christmas Day.
• Vacation Leave- 80 hours per year for the first 4 years of service, 120 hours after 4 years, 160 hours after 10 years, 200 hours after 15 years, and 240 hours after 22 years.
• Vacation Credit - Those with 4+ years of prior public agency experience may request to accrue at a rate of 120 hours.
• Vacation Cash Out- Eligible employees may cash out up to 80 hours per year. 
• Sick Leave- 96 hours per year.
• Admin Leave - 70 hours for exempt employees.
• Health Insurance- City pays a generous portion of the CalPERS medical premium (9 options), City pays 100% for dental and vision premiums.
• Life Insurance- City pays a $50,000 policy and a $1,500 policy for dependents.
• Long Term Disability - City-paid policy; benefit is up to 60% of base salary.
• EAP- Confidential employee assistance plan.

Unrepresented/Mid-Management Position
Administrative Analyst I - Non-Exempt
Administrative Analyst II - Exempt


Under general supervision or direction, provides administrative, budgetary, grant, and work-flow support to assigned departmental projects and programs; analyzes programmatic practices and procedures and makes recommendations for organizational, operational, policy, and procedural improvements; conducts needs analyses, feasibility studies, and evaluations for assigned projects and programs; develops, summarizes, and maintains administrative and fiscal records; fosters cooperative working relationships among City departments and acts as liaison with various community, public, and regulatory agencies; and performs related work as required.
 
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision or direction from assigned supervisory or management personnel.  May be assigned supervisorial duties at the II level. May provide technical and functional direction to lower-level staff. 
 
CLASS CHARACTERISTICS
Administrative Analyst I: This is the entry-level class in the Administrative Analyst series.  Initially under close supervision, incumbents will perform analytical and technical work within an assigned department.  As experience is gained, assignments become more varied and are performed with greater independence.  Positions at this level usually perform most of the duties required of the positions at the II level, but are not expected to function at the same skill level, and usually exercise less independent discretion and judgment in matters related to work procedures and methods.  Work is usually supervised while in progress and fits an established structure or pattern.  Exceptions or changes in procedures are explained in detail as they arise. 
 
Administrative Analyst II: This is the journey-level class in the Administrative Analyst series.   Incumbents develop and implement policies and procedures for a variety of projects and programs within an assigned department, including budget analysis, contract administration, management analysis, and program evaluation.  Incumbents support the work of departmental management staff by conducting day-to-day administrative support activities and by providing a professional-level resource for organizational, managerial, and operational analyses and studies.  The work has technical and programmatic aspects requiring the interpretation and application of policies, procedures, and regulations and may involve frequent contact with the public.  Positions at this level are distinguished from the I level by the performance of the full range of duties as assigned, working independently, and exercising a higher level of judgment and initiative. 
 
Positions in the Administrative Analyst class series are flexibly staffed and positions at the II level are normally filled by advancement from the I level requiring two (2) years of experience at the I level and after gaining the knowledge, skill, and experience which meet the qualifications for and after demonstrating the ability to perform the work of the higher-level class.Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.
 
Positions assigned to the I level of the series may perform tasks in a learning capacity.

Grant Program & Administration

• Research and monitor available grant opportunities.
• Coordinate with City departments to identify projects eligible for grant funding.
• Assist departments in preparing competitive grant applications.
• Prepare grant narratives, budgets, and supporting documentation.
• Coordinate grant application deadlines.
• Track grant application status.
• Maintain grant records and monitor grant reporting deadlines
• Prepare reimbursement requests.
• Coordinate with Finance regarding expenditures and reporting.
• Ensure grant files remain compliant with grant requirements.
• Assist departments during grant audits and monitoring visits.

Contract Administration

• Maintain the City's contract and lease database.
• Monitor contract expiration dates.
• Coordinate amendments and renewals.
• Assist departments with contract administration.
• Maintain leases for City-owned properties.

Coordination

• Meet with departments regularly regarding upcoming projects.
• Assist in identifying funding strategies.
• Prepare reports for City Council.
• Prepare grant activity reports.
• Develop relationships with granting agencies.

General Duties

• Assists in developing goals, objectives, policies, procedures, work standards, and administrative control systems for the department to which assigned.
• Participates in and oversees the development and administration of departmental budgets; monitors revenues and expenditures; identifies and recommends resolutions for budgetary problems.
• Coordinates and performs professional-level administrative and programmatic work in such areas as budget development, financial administration and reporting, grants, purchasing, database management, contract administration, management analysis, public information, and program evaluation.
• Plans, oversees, and administers complex department-specific programs and projects; develops and manages program budgets, including revenue projections, multi-year cash flow analysis, cost containment, and grant funds disbursement; manages assigned programs, including legal and regulatory compliance.
• Serves as a liaison to employees, public, and private organizations, community groups, and other organizations; provides information and assistance to the public regarding the assigned programs and services; receives and responds to complaints and questions relating to assigned area of responsibility; reviews problems and recommends corrective actions.
• Participates in the development and implementation of new or revised programs, systems, procedures, and methods of operation; compiles and analyzes data and makes recommendations regarding staffing, equipment, and facility needs.
• Conducts a variety of analytical and operational studies regarding departmental and programmatic activities, including complex financial, budget, personnel, operational, or administrative issues or questions; evaluates alternatives, makes recommendations, and assists with the implementation of procedural, administrative, and/or operational changes after approval; prepares comprehensive technical records and reports, identifies alternatives, and makes and justifies recommendations.
• Participates in selecting, training, motivating, and evaluating assigned staff; directs the work activities of assigned staff; prioritizes and coordinates work assignments; provides or coordinates staff training; reviews work for accuracy; works with employees to correct deficiencies.
• Assists in the development and reporting of alternate funding sources and ensures compliance with federal, state, City, and funding agency and City accounting and reporting requirements and applicable laws, regulations, and professional accounting practices.
• Prepares and submits City Council agenda reports and various other commission, committee, and staff reports, resolutions, ordinances, and correspondence regarding assigned activities.
• Confers with other management staff regarding provision of administrative and support services, including contracts, agreements, and grant reporting.
• Maintains accurate records and files; develops storage of records and retention schedules.
• Participates on a variety of interdisciplinary committees and commissions and represents the City to a variety of community and stakeholder groups.
• Communicates orally, in writing, or through graphic representations and statistical summaries with colleagues, managers, employees, the public, organized employee groups and representatives of various organizations.
• Operates a standard vehicle to travel to multiple locations in order to perform assigned tasks. 
• Performs other duties as assigned.

Knowledge of:

• Principles and practices of municipal management and government.
• Basic principles, practices, and procedures of funding sources and grant funds disbursement.
• Project and/or program management, analytical processes, and report preparation techniques; municipal programs such as, but not limited to, purchasing, finance, budgeting, and other related governmental programs.
• Organizational and management practices as applied to the analysis, evaluation, development, and implementation of programs, policies, and procedures.
• Principles and practices of employee supervision, including planning and assigning work, performance review and evaluation, and the training of staff in work procedures.
• Research and reporting methods, techniques, and procedures.
• Sources of information related to a broad range of municipal programs, services, and administration.
• Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
• Public relations techniques.
• Principles and practices of contract administration and evaluation; and public agency budget development and administration, and sound financial management policies and procedures.
• Recent and ongoing developments, current literature, and sources of information related to the operations of the assigned division.
• Recordkeeping principles and procedures.
• Modern office practices, methods, and computer equipment and applications related to the work.
• English usage, grammar, spelling, vocabulary, and punctuation.
• Techniques for effectively representing the City in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.

 
Ability to:

• Assist in the development of goals, objectives, policies, procedures, and work standards for the department.
• Coordinate and oversee programmatic administrative, budgeting, and fiscal reporting activities.
• Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative.
• Plan and conduct effective management, administrative, and operational studies.
• Plan, organize, and carry out assignments from management staff with minimal direction.
• Conduct research on a wide variety of administrative topics including grant funding, contract feasibility, budget and staffing proposals, and operational alternatives.
• Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner.
• Evaluate and develop improvements in operations, procedures, policies, or methods.
• Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
• Prepare clear and concise reports, correspondence, policies, procedures, and other written material.
• Interpret, apply, explain, and ensure compliance with applicable federal, state, and local policies, procedures, laws, and regulations.
• Effectively represent the department and the City in meetings with governmental agencies, community groups, and various businesses, professional, and regulatory organizations, and in meetings with individuals.
• Establish and maintain a variety of filing, recordkeeping, and tracking systems.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
• Operate and maintain modern office equipment, including computer equipment and specialized software application programs.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. 

 
Education and Experience:
Administrative Analyst I: Associate's degree or equivalent of sixty (60) college units and two (2) years of professional administrative experience.
 
Administrative Analyst II: Bachelor's degree with major coursework in business administration, public administration, or a related field, and three (3) years of professional administrative experience in municipal government.  Budget or financial analysis experience is preferred.
 
Licenses and Certifications:

• Possession of a valid Class C California driver's license and have a satisfactory driving record. 

PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various City and meeting sites; vision to read printed material and a computer screen; and hearing and speech to communicate in person and over the telephone.  This is primarily a sedentary office classification although standing and walking between work areas may be required.  Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment.  Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information.  Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.
 
ENVIRONMENTAL ELEMENTS
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.  Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures. 
 
WORKING CONDITIONS
Must be able to pass a pre-employment physical and background investigation, including fingerprinting.

APPLICATION AND SELECTION PROCESS

All applications will be reviewed to determine whether they meet the minimum qualifications for the position. A complete employment application is required; a resume does not replace the information requested on the application, including work history. Applications that state "see resume" or otherwise lack sufficient information to evaluate whether the minimum qualifications are met will be rejected.

All supplemental questionnaires will be reviewed for minimum qualifications. Answers to questions stating “see resume” or “see application” will not be considered. If the questionnaire requests a certification be attached, you must attach the certification as verification. Certifications that are not attached will not be considered and may result in the application being rejected. 

For some recruitments, a limited number of the most qualified applicants will be invited to participate in the examination process, which may include a written examination, presentation, practical skills assessment, oral panel interview, or a combination of these components. Candidates who pass a written examination, presentation, or practical skills assessment are not guaranteed an oral panel interview, as the department may choose to interview only the highest-scoring candidates. 

An eligibility list will be established for candidates who pass the examination process; current and future vacancies may be filled from this list. The eligibility lists will remain active for one year from the assessment completion date. When vacancies occur, candidates on the eligibility list may be contacted for additional interviews. 

All correspondence regarding this recruitment will be sent via email only. Emails will be sent from info@governmentjobs.com and may be directed to your spam or junk folder. It is the applicant’s responsibility to ensure your email address is accurate and capable of receiving these messages. 

PRE-EMPLOYMENT REQUIREMENTS

Before beginning employment, candidates must successfully complete the pre-employment process. Depending on the classification, the pre-employment process may include reference checks, DOJ/FBI fingerprinting, a Personal History Statement (for specific classifications), a police records check (for specific classifications), and a medical examination, which may include a drug screening, physical examination, lift test, and/or hearing test. For Police Department candidates, the pre-employment process may also include a CVSA, background investigation, and psychological examination. 

RECRUITMENT ACCOMMODATIONS

Accommodations may be made for disabilities and religious convictions. Applicants requiring testing accommodations must submit the Request for Reasonable Accommodations Form to Rachelle Jennings, Human Resources Analyst, by email to rjennings@cityofgalt.org no later than 72 hours prior to the test date.