Assistant to the City Manager

Sonomacity; Sonoma (CA); On-site; USD 65,000 - 85,000; Full time

Job summary

Sonomacity is seeking an Assistant to the City Manager who will provide comprehensive administrative support and serve as a liaison between the City Manager’s Office and the community. This role involves conducting complex analyses, coordinating activities, and assisting with grant writing and staff supervision. Candidates should possess strong analytical and communication skills, and a Bachelor's degree in Public Administration or a related field.

Preferred qualifications include a Master's degree and experience in a municipal setting. The position is critical for effective governmental operations and community relations.

Qualifications

• 3 years of experience in administrative, analytical, and supervisory roles.
• Bachelor's degree in Public Administration, Political Science, or Business Administration.
• Ability to manage confidential information.

Responsibilities

• Conduct complex administrative and management analyses.
• Coordinate services and programs with various City departments.
• Assist with grant writing for City projects.

Skills

Public administration principles

Project coordination

Analytical skills

Communication skills

Budget preparation

Education

Bachelor's degree in Public Administration or related field

Tools

Microsoft Office Suite

Job description

Assistant to the City Manager Job Description

City of Sonoma
Updated:

Definition

Under direction of the City Manager, performs a wide variety of highly responsible,
complex, and diverse advanced level professional duties involved in providing
administrative, analytical, and technical support to the City Manager’s Office; plans,
coordinates, and participates in various program and administrative operations and
activities including those having a City-wide impact; serves as liaison between the City
Manager’s Office and the general public, City staff, appointed boards and committees,
community organizations, and other governmental agencies seeking interaction with the
City Manager and/or City Council; coordinates assigned activities with City departments,
outside agencies, and the general public; and provides information and assistance to
internal and external customers regarding assigned programs and services

Distinguishing Characteristics

The Assistant to the City Manager is distinguished from other City job classifications in
that incumbents work as a member of the City Manager’s Staff, performing complex and
sensitive administrative (and confidential) work on programs with citywide implications.
Incumbents assigned to a particular program area have considerable latitude for program
administration, icy and procedure development, and exercise independent judgment,
particularly when representing the City with other agencies, boards and commissions,
and community groups. Persons appointed to the Assistant to the City Manager
classification are At-Will positions that are exempt from the overtime provisions of the Fair
Labor Standards Act (FLSA) and are Designated Management positions.

Supervision Received and Exercised

Receives direction from the City Manager.

May exercise technical and functional supervision over assigned staff.

Examples of Essential Duties

Essential Functions (included but not limited to the following):

• Conducts complex and sensitive administrative, operational, and management
  analyses, studies, and research projects including those involving City-wide
  issues, programs, policies, and procedures; selects, adapts, and applies
  appropriate research and statistical techniques; gathers and analyzes data and
  information from various sources on a variety of specialized topics.
• Coordinates assigned services and program/project activities with those of other
  City programs, functions, departments and staff, boards, committees, and task
  forces as well as external agencies, groups, and the general public to ensure
  effective cooperation consistent with optimal efficiency, effectiveness, and
  economy; assists in the installation of new programs and procedures; develops
  new and revised programs, systems, procedures, and methods of operation and
  advises and recommends change and improvements.
• Performs a wide variety of complex and responsible administrative and
  professional duties for the City Manager and City Council; relieves assigned staff
  and elected officials of administrative work including investigating and answering
  complaints and providing assistance in resolving operational and administrative
  problems.
• Manages operations, activities, and performance of the full range of duties and
  responsibilities of the City’s housing programs.
• Coordinates and oversees City efforts with housing development companies to
  implement affordable housing projects.
• Coordinate and assist with grant writing to fund City projects and programs.
• Assist with human resource functions; including recruitment activities and
  assistance to finance and human resources for negotiations.
• Serves as staff liaison, participates on, and provides staff support to a variety of
  committees; completes specific objects; prepares and presents staff reports and
  other correspondence as appropriate and necessary.
• Responds to and resolves difficult and sensitive complaints and inquiries with
  political sensitivity; provides general and specialized information and assistance
  within area of assignment that may require the use of judgment, tact, and
  sensitivity and the interpretation of policies, rules, and procedures as appropriate;
  explains programs, policies, and activities related to specific program area of
  assignment; prepares responses, writes reports, makes recommendations and
  reviews with City Manager as appropriate; refers matters to appropriate City staff
  and/or takes or recommends action to resolve the request or complaint.
• Participates in special projects including planning and implementation of special
  programs and events and complex research of new programs and services.
• Participates in the development and implementation of goals, objectives, and
  priorities for assigned functions and programs; recommends and implements
  resulting policies and procedures.
• Participates in the development and administration of the department budget;
  submits budget recommendations; monitors expenditures.
• Ensures that assigned program activities and services comply with relevant
  federal, state, and local laws, policies, and regulations.
• Attends and participates in professional group meetings; stays abreast of new
  trends and innovations in the fields of business and public administration and
  issues related to field of expertise.
• May direct the work of support staff on a project or day-to-day basis.
• Establishes positive working relationships with representatives of community
  organizations, state/local agencies and associations, City management and staff
  and the public.
• May develop, compile, review, and administer the budget for the City Manager’s
  office.

Minimum Qualifications

Knowledge of:

• Principles and practices of public administration including the organization and
  functions of municipal government;
• Operations, services, and activities of a municipality; government, council, and legislative processes
• Operational characteristics, services, and activities of the City Manager’s Office
• Principles and practices of program development and administration
• Advanced organizational and management practices as applied to the analysis and evaluation of programs,
  policies, and operational needs related to area of assignment
• Principles and applications of critical thinking and analysis; techniques and formulae for
  administrative, financial, and comparative analyses
• Methods and techniques of effective technical, administrative, and financial record keeping, report preparation,
  and presentation;
• Recent developments, research methods, current literature, and
  sources of information related municipal government operations
• Principles and practices of budget preparation; finance and accounting systems
• Principles of business letter writing
• Principles of lead supervision and training
• English usage, spelling, grammar, and punctuation
• Principles of effective public relations; office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases;
• Pertinent federal, state, and local laws, codes, and regulations.

Ability to:

• Plan, organize, direct, coordinate, and evaluate assigned programs, projects,
  events, or technical areas;
• Participate in the development and administration of program goals, objectives, and procedures;
• Perform the full range of complex and difficult professional analytical, programmatic, and administrative duties involving the use of independent judgment and personal initiative;
• Collect, evaluate, and interpret varied information and data;
• Research, analyze, and formulate recommendations, work plans, and activities regarding planning, technical, and
  administrative issues;
• Analyze complex problems, identify alternative solutions,
  project consequences of proposed actions and implement recommendations in
  support of goals;
• Develop recommendations for problematic areas and implement
  and monitor changes;
• Prepare clear and concise technical, administrative, and
  financial reports;
• Understand the organization and operation of the City, assigned
  program areas, and of outside agencies as necessary to assume assigned
  responsibilities;
• Understand, interpret, and apply administrative and departmental
  policies and procedures as well as pertinent federal, state, and local laws, codes,
  and regulations;
• Properly interpret, ensure compliance with, and make
  recommendations in accordance with laws, regulations and policies;
• Identify and respond to community and organizational issues, concerns, and needs; coordinate
  multiple projects and meet critical deadlines;
• Organize and prioritize timelines and project schedules in an effective and timely manner; plan, schedule, and review the work of assigned staff;
• Participate in the preparation and administration of budgets;
• Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person;
• Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and
  reports;
• Communicate clearly and concisely, both orally and in writing;
• Establish and maintain effective working relationships with those contacted in the course of
  work.

Skills:

• Operate office equipment including computers and supporting word processing,
  spreadsheet, and database applications.

Experience and Training:

Any combination of education and experience that has provided the knowledge,
skills, and abilities necessary for an Assistant to the City Manager. A typical way
of obtaining the required qualifications is:

• Experience: possess the equivalent of three years of administrative, analytical, and supervisory experience, preferably with a local municipality,
• Training: a bachelor’s degree from an accredited college or university with
  major course work in public administration, political science, business
  administration or a related field. Master’s Degree preferred.

License or Certificate:

Possession of, or ability to obtain, a valid Class C California driver's license.