Under direction of the City Manager, conducts analyses and makes recommendations on a wide-range of municipal programs, operations, services and policies; resolves highly sensitive and complex issues; coordinates or serves as the City Manager’s liaison to a variety of interdepartmental and multi-organizational teams; functions as a member of the City Manager's management team; supervises professional staff and performs other duties as assigned.
The Assistant to the City Manager is distinguished from the Senior Management Analyst in that it is a management level position reporting directly to the City Manager and interfacing with internal and external stakeholders on the City Manager’s behalf. Duties require considerable confidentiality, initiative, tact, mature and independent judgment, and exceptional interpersonal and organizational skills. It is distinguished from the Assistant City Manager by that position’s executive level direct oversight of major functional operations and departments, and its responsibility to act as the City Manager in the City Manager’s absence.
ESSENTIAL JOB FUNCTIONS
The following duties are typical for positions in this classification. Incumbents may not perform all listed job functions, nor are all listed duties necessarily performed by everyone in this class depending upon business need and changing business practices:
1. Conducts research and performs analysis on administrative, fiscal, personnel and operational policies, programs, and projects and makes recommendations; ensures the implementation of adopted recommendations.
2. Assists the City Manager in the preparation, coordination, review and presentation of a variety of citywide financial and organizational planning documents including operating and capital improvement budgets, strategic plans, performance measures, and annual work plans; monitors progress of and presents status reports on City Council requests, the City’s Strategic Plan, and various department work plans.
3. Reviews Council Agenda staff reports submitted by various City departments for content, consistency with City policies, and format and coordinates changes as necessary.
4. Leads or participates in programs and initiatives with multi-departmental teams and/or outside agencies as assigned.
5. Interacts directly with and acts as a liaison to City Councilmembers responding to questions and preparing letters and reports.
6. Represents the City Manager’s Office at various Council meetings, community meetings, and civic events; may be required to make presentations, deliver programming, or provide input.
7. Researches and drafts City policies; presents policy recommendation; and revises policies as necessary; interprets City policies and provides guidance to staff.
8. Prepares requests for proposals, oversees contractor selection processes, negotiates agreements, and prepares contract documents; monitors and supervises professional services and other consultant work.
9. Assists the City Manager and Assistant City Manager with the City Manager’s Office budget; participates in the forecast of additional funds needed for staffing, equipment, materials and supplies; administers approved budget.
10. May serve as the liaison to City Council committees and other boards and commissions, as assigned;
11. Tracks local, State and Federal legislative activities including legislative reports for Council action.
12. Selects, trains, motivates and evaluates assigned personnel; provides or coordinates staff training; works with employees to address deficiencies and implement discipline procedures.
Education, Experience and Training
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
• Equivalent to a Bachelor’s degree from an accredited college or university in business administration, public administration or a related field. A Master’s in Public Administration or related field is desirable.
• Five years of progressively responsible professional administrative and analytical experience in municipal government. Experience as an Assistant to the City Manager, or equivalent, or as a Senior Administrative Analyst in a larger jurisdiction is strongly desired.
Knowledge and Abilities
• Principles, practices and methods of public administration; functions and services of City government and the roles of Manager and City Council.
• Methods of research, program analysis, and report preparation.
• Advanced administration, organization and policy analysis of municipal government.
• Public relations techniques.
• Administration and monitoring of contracts and grants.
• Principles and techniques of budget development and analysis and contract negotiations and management.
• Principles of leadership, supervision, training and performance evaluation.
• Pertinent Federal, State and local rules, laws, regulations and ordinances.
• Writing complex reports and reviewing and preparing Council agenda reports.
• Effectively communicating policy and procedural recommendations and other issues to City Council, commissions, employees, community groups and the public.
• Managing multiple projects
• Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative.
• Analyze problems, identify alternative solutions, present logical conclusions and recommendations, project consequences of proposed actions and implement recommendations in support of goals.
• Prepare clear and concise reports.
• Interpret and apply pertinent Federal, State, and local laws, rules and regulations.
• Supervise, train, and evaluate assigned personnel.
• Communicate clearly and concisely, both verbally and in writing.
• Establish and maintain cooperative and effective working relationships with those contacted in the course of work.
• Exercise effective judgment, tact and diplomacy in policy and personnel matters and consider the needs of all interests and effected parties as well as the long-term impacts on the City
• Perform complex financial analysis involving the interpretation and creation of numerical models and documents.
PHYSICAL AND MENTAL DEMANDS/WORKING CONDITIONS
The physical and mental demands herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential job functions.
• Mental function: Includes reading, writing, mathematical computations, operating a computer, problem solving, managing multiple projects, calmly handling complaints and problems from irate citizens or contractors, decision making under stressful conditions, and executing assignments with minimal supervision/direction and within established deadlines.
• Productivity: Incumbents must perform work in an efficient, effective and timely manner with minimal direction.
• Mobility: Incumbents require sufficient mobility to work in an office setting and operate office equipment. Incumbents may be required to perform light lifting and carrying, and sit, stand, walk for prolonged periods of time.
• Vision: Vision sufficient to read small print, computer screens, and printed documents, and to operate assigned equipment.
• Hearing: Incumbents are required to hear in the normal audio range with or without correction.
• Environment: Normal office setting with some travel to attend meetings or conduct site investigations. Incumbents may be required to work at both indoor and outdoor environments; individuals may be exposed to noise, dust and inclement weather conditions.
• Other factors: Incumbents may be required to work extended hours including evenings and weekends. Incumbents may be required to travel outside City boundaries to attend meetings.