Administrative Analyst I

JOB Play a Vital Role in Supporting Fire Prevention and Public SafetyAs an employee of the City of La Mesa, duties will include working in conjunction with the joint power cooperative agreement known as Heartland Fire & Rescue (HFR). HFR oversees fire and rescue services for the Cities of El Cajon, La Mesa, and Lemon Grove. HFR is an ISO Class 1 fire department that serves a regional population of nearly 200,000 and receives approximately 34,000 annual calls for service across its eight stations. For more details about Heartland Fire & Rescue, please go to www.heartlandfire.org. Position Duties and Priorities: Under this agreement, the employee duties are assisting with revenue recovery support, maintaining fire prevention software and website content, processing records requests, organizing files, and ensuring clear, timely communication with staff, other city staff within Heartland Fire and Rescue, and the public. The Administrative Analyst I is a newly funded position and will report to the Fire Marshal. The position follows a 4/10 work schedule (four 10-hour days per week), helping support work-life balance. This is an excellent opportunity for a detail-oriented, tech-savvy professional who enjoys balancing analytical expertise with meaningful contributions to community safety.Revenue Recovery Support: Assist with the billing, invoicing and tracking of fire inspection fees, follow-ups, and receivables. Reconcile payment records and coordinate with respective Finance departments to ensure accurate revenue documentation. Fire Prevention Software & Website Management: Maintain and update division-related content with fire prevention databases (Streamline Inspections) or web platforms. Records Requests and Filing: Process public and internal requests for inspection reports, permits, and other fire safety records, consistent with the California Public Records Act.Communication and Coordination: Serve as primary administrative contact for internal staff, external stakeholders, and the public. Respond to inquiries, prepare communication materials, and schedule meetings as needed. Project Support: Support special projects such as data collection, analysis, or cross-department initiatives to improve division operations. Ideal Candidate Profile: Detail oriented and highly organized, with strong analytical skillsProficient in Excel, able to use sorting, basic functions, and intermediate-level featuresComfortable managing data, tracking revenue, and maintaining administrative systemsAbility to quickly learn fire prevention software and website platformsEffective communicatorAccurate and consistent in handling records and documentationDemonstrates discretion, professionalism, and a commitment to community safety This is an excellent opportunity for the entry-level class in the Administrative Analyst series. Employees at this level work under general supervision, receiving instruction or assistance as new or unusual situations arise. This position is flexibly staffed, with growth opportunities to advance to the Administrative Analyst II classification, based on demonstrated proficiency and discretion of higher level supervisory or management staff. EXAMPLE OF DUTIES The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices. Perform professional-level research, administrative and analytical duties in support of assigned department; select, adapt and apply appropriate research and statistical techniques. Prepare analytical and statistical reports including the preparation of conclusions and forecasts based on data summaries and other findings; consult with City staff, outside agencies and associations to obtain information. Conduct administrative, operational and management analyses, studies and research projects; gather and analyze data; report conclusions and make recommendations. Participate in the development and implementation of goals, objectives, policies and priorities for assigned functions; recommend and implement resulting policies and procedures. Provide assistance in resolving operational and administration issues; identify issues and conduct research to find alternative solutions; make recommendations; assist in implementation. Participate in Citywide grant activities; research grant opportunities for assigned area; prepare grant proposals, letters of inquiry and other grant documents; prepare grant status reports as required. Participate in the development and administration of assigned budget; collect and analyze financial data; review and analyze budget requests; create data tracking and reporting systems; monitor and approve expenditures; recommend adjustments as necessary. Oversee and coordinate departmental procurement processes including the development of bid documents and execution of the formal bid process. Coordinate departmental promotions and public relations functions including public services surveys, various special programs and departmental activity updates. Provide staff assistance to higher-level management staff; participate on and provide staff support to a variety of committees; prepare and present staff reports and other correspondence as appropriate and necessary. Coordinate assigned services and project activities with other City groups, boards, committees, task forces, external organizations and agencies, and the general public; respond to and resolve inquiries and complaints. Perform related duties as required. SUPPLEMENTAL INFORMATION Interested applicants must submit an online application (including supplemental questionnaire), resume and cover letter.Candidates whose qualifications must closely meet the needs of HFR will be invited to participate in the examination process for this position. The examination process may consist of any or all of the following components: written exam, practical skills assessment, writing assignment, and appraisal interview. Eligible candidates will be notified when testing/interview dates have been established.NOTE: Employment is contingent upon successful completion of a thorough pre-employment background investigation, Livescan, and employment verification. *SCHEDULE OF EVENTSWednesday, September 3, 2025 5:30 P.M. - Recruitment ClosesWeek of September 8, 2025 - Practical skills assessment (tentative)Week of September 29, 2025 - Initial Interview Panel*Please note, all dates and/or timeframes are subject to change.The City of La Mesa is an Equal Opportunity and ADA compliant employer. All qualified candidates and veterans are welcome to apply.