Administrative Analyst - Facilities

Summary

This requisition expires on November 26, 2025, but may close earlier if the position is filled prior to the expiration date.

Responsible for providing administrative and moderate-to-complex support for senior management including special projects requiring a high level of analytical skills.

Essential Functions and Other Important Duties

ESSENTIAL FUNCTIONS
Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

DUTIES

• Conduct, coordinate, and develop reports on assignments while maintaining updated status information.
• Perform both assigned and independent staff work, skilled administrative and operational duties, such as preparation and/or assistance on a variety of operating reports, budget preparation feasibility studies, complex research projects, access control management and reports, special event organization and makes recommendations for improving service delivery.
• Assist in the development, preparation, and administration of the operational and capital budget; monitoring and reporting of monthly budget activity; monitor expenditures and assures budgetary compliance.
• Coordinate and perform information gathering, trend analysis, variance analysis and report generation as requested.
• Perform a variety of delegated research tasks and projects; document and analyze findings; prepare reports, and present reports upon completion.
• Complete research on various department policies and procedures; draft proposed modifications and develop recommendations.
• May perform delegated supervision on behalf of immediate supervisor and represent supervisor in his/her absence.
• Support leadership in the development, coordination, and reporting of Key Performance Indicators for the Department.
• Provide principal administrative support to the supervisor and dispose routine matters; make appointments and arranges for meetings and/or conferences and assemble established background materials.
• Perform SharePoint website administrator duties, which includes responsibility to keep reports current and maintain standard operating procedures.
• Facilitate information flow and follow-up between internal and external stakeholders.
• Draft and prepare documents, including but not limited to, letters, memorandums, correspondence, manuals, spreadsheets, presentations, as needed.
• Represent the City at various civic, community, City Council, and city staff meetings when requested; organize and lead internal staff committee meetings as needed.
• Screen telephone calls, visitors, and incoming correspondence.

• Serve as the administrator of the department asset management software and completed functions including, but not limited to, add and update users, make necessary changes, write custom reports, perform testing, manage version updates, maintain accurate database information, interpret blueprints, and ensure compliance with policies and procedures.
• Respond to building and vehicle asset information-related inquiries from internal and external auditors including, but not limited to, gather and evaluate information and complete appropriate and accurate responses within requested timelines.
• Assist the department in evaluating processes; provide recommendations to improve efficiencies.
• Assist with the coordination and performance of cost allocation analysis; recommend adjustments where appropriate.

• None.

Job Requirements

EDUCATION, EXPERIENCE AND LICENSES/CERTIFICATIONS

• Bachelor's degree from an accredited college or university in Business Administration or related field; and
• Two (2) years of experience in general government, management, administration, or related field,

• High School diploma or equivalent.
• Six (6) years of experience in general government, management, administration, or related field,

• Any combination of related education, experience, certifications, and licenses will result in a candidate successfully performing the essential functions of the job.

• Knowledge of City of Denton policies and procedures.
• Skill in analyzing, researching, and compiling data and thoughts to solve problems.
• Skill at the intermediate level, working with Microsoft Office 365, and other software systems to complete work.
• Skill in providing exceptional service to internal and external customers.
• Skill in interpersonal relationships, including using tact, patience, and courtesy.
• Skill in providing exceptional service to both internal and external customers.
• Ability to communicate effectively, both in oral and in written forms, speak publicly, and listen intently to other points of view.
• Ability to work independently to manage multiple work tasks while balancing competing priorities with attention to detail and in a fast-paced environment.
• Ability to establish and maintain effective interpersonal relationships.
• Ability to accurately prepare and maintain records, files, and reports.
• Ability to handle records and complex situations of a confidential nature.
• Ability to handle difficult and stressful situations with professional composure and confidentiality.
• Ability to work independently while handling multiple tasks and changing priorities with attention to detail.
• Ability to communicate effectively, both in oral and written forms, for the needs of the audience.
• Ability to support controversial positions, negotiation of sensitive issues and/or presentations with internal and external stakeholders.
• Ability to prepare budget documentation and to monitor expenditures to implement fiscal control and maintain budget compliance.

• Must have and maintain a valid Class “C” Driver’s License and valid state required minimum automobile liability insurance prior to employment (must obtain Texas Class “C” driver’s license and state required minimum automobile liability insurance within 90 days of hire per state law)
• Must pass a drug test, driver’s license, criminal history background check, and social security number verification.

Environmental Factors and Conditions/Physical Requirements

SAFETY

• Perform preventive maintenance on tools and equipment; ensure equipment is in safe operating condition.
• Follow established safety procedures and techniques to perform job duties including lifting and climbing; operate tools and equipment according to established safety procedures.
• Promptly report unsafe conditions in work area and/or any conditions that are not immediately correctable to supervisor.

• Safety Sensitive (Subject to random drug testing): No.
• Tools/Equipment Used: Standard office equipment, including computer and peripherals.
• Posture: Prolonged sitting and standing; occasional stooping, squatting, kneeling, bending, pushing/pulling, and twisting.
• Motion: Frequent repetitive hand motions, including keyboarding and use of mouse; occasional reaching.
• Lifting: Occasional light lifting and carrying (no more than 20; carry up to 10 pounds pounds).
• Environment: Works in an office setting; occasionally requires irregular and/or prolonged hours.
• Travel: Travels to City of Denton buildings and professional meetings as required.
• Attendance: Regular and punctual attendance at the worksite is required for this position.
• Mental Demands: Maintains emotional control under stress; works with frequent interruptions.

• Inclusive
• Collaborative
• Service-Oriented
• Strategically Focused
• Fiscally Responsible

• Medical, dental, vision, coverage in addition to life and disability insurance plans
• Employee Health Clinic
• Paid Vacation Days and Paid Holidays
• Retirement Plan

E-Verify:
The City of Denton participates in the federal E-Verify program in order to verify a new employee's authorization to work in the United States. Applicants must be lawfully authorized to work in the U.S.