Admin Analyst I

Job Description:

Admin Analyst I

Description

General

The Administrative Analyst I provides confidential analytical and administrative support to a variety of functional areas in their division including Customer Experience, Marketing & Creative Services, Government & Community Affairs, Strategic Communications, and Communications Administration. This position supports programs of the San Mateo County Transit District (SamTrans), Peninsula Corridor Joint Powers Board (Caltrain), the San Mateo County Transportation Authority (TA), and the Express Lanes Project (SMCEL). This position will work in-person from the District’s headquarters.

Essential Functions & Duties

• Assist in developing and monitoring the department’s budget including tracking expenditures, forecasting costs, process controls and ensuring alignment with department needs.
• Assist the Chief, Deputy Chief, and Directors with departmental procedures including timekeeping, record keeping, travel authorizations, document retention and some scheduling and calendar management.
• Schedule and coordinate meetings, seminars, conferences, and training sessions for departmental staff; act as meeting and/or committee secretary, including preparing agendas and informational packets, setting up meeting rooms, and taking and transcribing minutes.
• Maintain department office supply inventory by keeping track of items, ordering when low and assisting departments with special supplies requests.

Examples of Essential Duties:

• Provide administrative support to the Chief Communications Officer.
• Utilize excel for tracking metrics, creating reports, and forecasting.
• Support the development of KPI reports, workplans, executive summaries, memos, presentations, administrative and financial reports.
• Distribute documents, mail, and other materials to appropriate individuals for action or information.
• Oversee and execute departmental purchasing processes for procurement card (P-card) transactions, invoices, reconciliation in compliance with District policies and procedures.
• Process invoices, online requisitions (OLRs), purchase orders, expense reports, p-card reconciliations, vouchers and reimbursements for all cost center managers in the Communications Division as needed.
• Document administrative processes for Communications Division; maintain organized digital (SharePoint) and physical filing systems.
• Assist with day-of logistics or coordination for special events
• Support department-wide initiatives including department meetings, offsites, trainings, conference attendance, and more.
• Perform all job duties and responsibilities in a safe manner to protect oneself, fellow employees, and the public from injury or harm. Promote safety awareness and follow safety procedures in an effort to reduce or eliminate accidents.
• Perform other duties as assigned.

Supervision : Works under the general supervision of the Chief Communications Officer who establishes goals and objectives and evaluates performance.

Minimum Qualifications

Sufficient experience, training and/or education to demonstrate the knowledge and ability to successfully perform the essential functions of the position. In lieu of a degree, work-related experience that demonstrates the skills and experience necessary to perform this role will be accepted. Development of the required knowledge and abilities is typically obtained through but not limited to:

• Associate’s degree in Business, Communications, Public Administration, or related field.
• Three (3) years full-time experience in administrative work with analytical responsibilities.

Preferred Qualifications

• Experience in a public agency or nonprofit.
• Experience working with sensitive community and organizational information.
• Proficient in word processing (Microsoft Word), spreadsheet applications (Excel) and Power Point presentations.
• Experience processing OLRs, Invoices, POs, and P card reconciliation with People Soft or similar budget management software systems.
• Ability to analyze information and makeappropriate recommendationsand process improvements.
• Organized and efficient in handling a multitude of functions and duties.
• Possess effective written and oral communication skills.
• Demonstrated ability to exercise discretion and good judgment.
• Strong and effective interpersonal skills, including the ability to collaborate in a team setting.

Below is a summary of the comprehensive benefits provided to District full-time employees:

Health and Welfare Benefits:

• Healthcare Benefits -District employees are offered a choice of healthcare providers under the CalPERS Health Benefits Program.The District will contribute ninety (90) percent towards monthly premiums for full-time employees. Fifty (50) percent for part-time employees.
  
• Free Dental and Vision Benefits provided - Employer Covers Premiums
  
• Free Employee Assistance Benefit - Employees are entitled to 5 face-to-face sessions or telephonic or web-video consultations for problem-solving support per incident, per calendar year.
  

• Flexible Spending Accounts - Pre-tax dollars to pay for qualified Health or Dependent Care expenses.
  

Retirement Medical Benefits:

• Long Term Disability Insurance - After 90 days of total disability, Administrative full-time employees are eligible for 60% of monthly income covered by the District.
  
• Health and Wellness - Gyms located at most work locations and discounted Weight Watcher Membership Option.
  

Holidays and Paid Time Off:

• Paid Time Off - Newly hired employees accrue 6.5 hours bi-weekly when hired (if Exempt 8.25 hours).As you move up in years of service credit, the rate of the amount of PTO accrued will also increase.
  
• Paid Holidays - The District provides seven paid holidays throughout the year - New Years Day, Martin Luther King Jr. Day, Memorial Day, Independence Day (July 4th), Labor Day, Thanksgiving Day and Christmas Day
  
• Floating Holidays - District employees can earn up to five (5) floating holidays.
  

Financial Planning Benefits:

• Pension Benefits through CalPERS -You must have a minimum of 5 years of service to be eligible for this pension.
  

• CalPERS PEPRA vs. Classic - All employees hired on, or after January 1, 2013, are considered PEPRA members and will contribute 8% of their salary up to the maximum IRS cut-off. All Classic members will contribute 6%
  
• Deferred Compensation Options - Select to contribute to one or both of our Tax Deferred Compensation Options
  
• Reliance Standard Life Insurance with 100% premium paid by the District - 1 times annual salary of employee - max $200,000
  
• Optional Life Insurance - Employees may purchase additional life insurance for themselves and their eligible family members.
  

Growth and Education Benefits:

• Professional Development - Access to LinkedIn Learning and San Mateo County’s professional training. District Tuition Reimbursement Program - A maximum of $5,250 per year for courses related to your job or career goals with the District.
  
• Computer Loan Program - Interest-free two-year loan with a maximum amount of $2,000.
  

Other Amazing Benefits:

• Credit Union - Employees and family members are eligible to join the San Mateo Credit Union and Patelco Credit Union.
  
• Employee Clean Commute (ECC) - Car/Van poolers and Public Transit riders receive a monthly reimbursement.
  
• Commuter Benefits - Free Employee Parking; Free Bus Pass for employee as well as children/spouse; Clipper Card/Go Pass Program for Central employees.
  

For union employees, all of the above benefits are subject to the employee’s Collective Bargaining Agreement. Benefits listed are also subject to change with or without notice and are subject to contract/provider terms and conditions.

Closing Date/Time: 5/31/2026 11:59 PM Pacific

Salary:

$79,707.00 - $111,589.00 Annually