Senior Management Analyst

About the Department

Under general direction, provides administrative, programmatic, budgetary, grant, and work-flow support to an assigned department; analyzes departmental practices and procedures and makes recommendations for organizational, operational, policy and procedural improvements; develops, summarizes, and maintains programmatic, administrative and fiscal records; directs, oversees, and manages one or more department specific programs, special projects and studies, and performs related administrative support functions; fosters cooperative working relationships among City departments and acts as liaison to various community, public, and regulatory agencies; performs related duties as assigned.

IDEAL CANDIDATE

The Senior Management Analyst is a key member of the City’s administrative team and performs high-level professional, analytical, and administrative work in support of departmental and City-wide initiatives. This is an advanced journey-level position with significant independent responsibility and highly responsible for independently managing complex projects, conducting in-depth research and analysis, preparing reports and recommendations, and supporting strategic planning, budgeting, grant administration, contract management, and policy development.

Under minimal supervision, the Senior Management Analyst exercises a high degree of independent judgment and discretion in carrying out responsibilities. Assignments are diverse and often require coordination across departments and with external stakeholders, including commissions, consultants, and community organizations.

A results-driven public sector professional who excels at leading people, managing complex administrative functions, and conducting in-depth organizational and financial analysis. The ideal candidate will bring a balance of strategic thinking and attention to detail and should be comfortable in overseeing teams, coordinating across departments, and engaging with external stakeholders.

This individual has a strong grasp of public administration principles and a proven ability to manage programs, budgets, staff, and contracts with minimal supervision. A skilled communicator, both written and verbal, and can effectively represent the department and the City in a variety of settings, while bringing a collaborative spirit and a commitment to delivering exceptional public service.  

Position Duties

• Assists in developing goals, objectives, policies, procedures, work standards, and administrative control systems

• Coordinates, oversees, and performs professional-level administrative work in such areas as program and budget development and administration, grants, purchasing, contract administration, management analysis, public information, and program evaluation

• Provides administrative support to assigned department, division, and/or commission; takes on the role of Recording Secretary/Clerk of the Board at commission meetings; prepares agendas, and updates applicable web pages

• Develops and administers program, division, department and/or capital project budgets, gathers and analyzes revenue and expense data and information; reviews departmental budget submittals for accuracy, completeness, and the appropriate allocation of funds; develops budgetary recommendations including forecasts of funding needed for staffing, equipment, and materials; prepares justifications for changes, new services, or additional costs

• Researches, recommends, and prepares grant applications; administers grant programs including preparing, analyzing, and tracking grant reports, reimbursements, and other financial information; prepares written reports as required by permitting or granting agencies; ensures compliance with grant requirements

• Leads the development and implementation of key departmental and City projects related to the goals and functions of the department

• Prepares and submits agenda reports, resolutions, ordinances, and correspondence regarding assigned activities

• Develops and manages requests for proposals as well as bids for projects and/or services; prepares specifications, solicitations, and requests for qualifications; obtains, reviews, and maintains bid results; negotiates agreements; supports the monitoring and administration of contracts

• Receives, reviews, and responds to requests for documents including subpoenas; oversees and maintains accurate records and files; provides for storage of records and retention schedules

• Conducts a variety of analytical and operational studies regarding departmental and programmatic activities; evaluates alternatives, makes recommendations, and assists with the implementation of procedural, administrative and/or operational changes after approval

• Plans, organizes, and oversees special projects that require coordination with and direction of contract consultants

• 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

• Acts as liaison to the public; responds to telephone and website inquiries

• Observes and complies with all City and mandated safety rules, regulations, and protocols

• Performs related duties as required

Minimum Qualifications

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills and abilities is qualifying.  A typical way to obtain the required qualifications would be:

Education:

Equivalent to a bachelor’s degree from an accredited college or university with major coursework in business or public administration, accounting, economics, or a related field. 

Experience: 

Five (5) years of increasingly responsible administrative, budgetary, operational, and/or program management experience.  

• Possession of a valid California Driver’s License and a satisfactory driving record, to be maintained throughout employment.

Other Qualifications

Knowledge of:

• Principles of providing functional direction and training. 

• Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly

• Principles and practices of project and/or program management including planning, development, implementation, monitoring, and evaluation

• City-wide as well as departmental and divisional administrative procedures, practices, and principles

• Budget development, monitoring and tracking techniques

• Records management principles and practices

• Basic organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions

• Advanced principles and practices of business and public administration as applied to city-wide operations, programs, projects, and activities

• Advanced principles and techniques of conducting analytical studies, evaluating alternatives, making sound recommendations, and preparing and presenting effective and technical reports

• Applicable federal, state, and local laws, codes, and regulations as well as industry standards and best practices pertinent to the assigned area of responsibility

• City and mandated safety rules, regulations, and protocols

• Techniques for providing a high level of customer service, by effectively dealing with the public, vendors, contractors, and City staff

• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar

• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed

• Plan, organize, and coordinate the work of assigned staff

• Effectively provide staff leadership and work direction

• Assist in developing and implementing goals, objectives, practices, policies, procedures, and work standards

• Develop, implement, and administer administrative services for a department or unit

• Coordinate and oversee departmental and programmatic administrative, budgeting, and fiscal reporting activities

• Plan and conduct effective management, administrative, and operational studies

• Maintain and direct the maintenance of accurate records and files in both hard copy and computer format

• Work with contract consultants on a project basis

• Make accurate arithmetic, financial, and statistical computations

• Understand, interpret, and apply all pertinent laws, codes, regulations, policies, and procedures, and standards relevant to work performed

• Effectively represent the department and the City in meetings with governmental agencies; community groups; various business, professional, and regulatory organizations; and in meetings with individuals

• Prepare clear and concise reports, correspondence, documentation, and other written materials

• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines

• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments

• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax

• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work

• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks