Assistant to the City Manager

City of Barstow (CA); Temecula (CA); On-site; USD 130,000 - 170,000; Full time

Job summary

The City of Barstow (CA) seeks a highly skilled administrative professional to provide complex staff assistance to the City Manager and Assistant City Manager on major citywide policies and long‑term programs.

The role analyzes practices, coordinates with departments and outside agencies, prepares staff reports, budgets, and council agenda materials, and supports decision‑making and program evaluation for assigned projects.

Qualifications

• Bachelor's degree in business or public administration required.
• Five years of progressively responsible administrative/management analysis experience in a municipal setting.

Responsibilities

• Provide complex staff assistance to City Manager and Assistant City Manager on citywide policies and long-term programs.
• Supervise professional staff and evaluate performance.
• Identify opportunities to improve service delivery and procedures; implement improvements.
• Coordinate with departments, outside agencies, and the public to support decision-making.
• Prepare staff reports, budgets, and City Council agenda materials.

Skills

Staff supervision

Leadership

Project management

Budgeting

Contract negotiation

Education

Bachelor's degree in business or public administration

Job description

Under general direction, provides highly responsible and complex assistance to the City Manager and Assistant City Manager on major Citywide policies and planning of long-term City programs, activities and operations; analyzes practices and procedures and makes recommendations for organizational, operational, policy, and procedural improvements; conducts needs analyses, feasibility studies, and procedural improvements; conducts needs analyses, feasibility studies, and program evaluation for assigned projects and programs; coordinates assigned activities with other City departments, officials, outside agencies and the public; fosters cooperative working relationships among City departments and with intergovernmental and regulatory agencies and various public and private groups; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from the City Manager. Exercises direct supervision over professional staff.

EXAMPLE OF DUTIES

The following list of functions, duties, and tasks is typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform other closely related or department-specific functions, duties, and tasks from those set forth below to address business needs and changing business practices. Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Provides highly complex staff assistance to the City manager and Assistant City Manager, including specific and comprehensive analyses of a wide range of municipal policies involving the organization, procedures, budgets, and services; prepares and presents staff reports and other necessary correspondence.
• Plans, organizes, assigns, supervises, and reviews the work of staff providing complex, professional administrative support to the City Manager’s office; trains staff in work procedures; evaluates employee performance, counsels employees, and effectively recommends initial disciplinary action; assists in selection and promotion.
• Monitors activities of the work unit; identifies opportunities for improving service delivery and procedures; provides recommendations concerning process changes; reviews with appropriate management staff; implements improvements.
• Monitors and tracks projects, initiatives, and objectives of the City Council and advises the City Manager on the same.
• Provides accurate and relevant analysis and information to the City Manager and Assistant City Manager to support decision‑making and policy direction on critical issues and City activities.
• Plans, organizes, coordinates, directs, or conducts complex administrative or management studies relating to City‑wide issues and/or programs; identifies problems, determines analytical techniques and information‑gathering processes, and obtains necessary information and data for analysis; analyzes alternatives and makes recommendations; discusses findings with management staff and prepares reports of study conclusions.
• Researches and analyzes new and proposed legislation and regulations and determines effects on services, policies, procedures, and programs; evaluates alternatives, makes recommendations, and coordinates the implementation of procedural, administrative, and/or operational changes after approval.
• Plans, coordinates, and participates in the developing City‑wide and departmental goals, objectives, policies, procedures, work standards, and administrative control systems.
• Provides complex professional level technical, analytical and administrative support on matters as assigned; researches, analyzes, and makes recommendations regarding divisional and departmental operations and administrative issues, including services provided, organizational structures, procedures, documents, budgets, and equipment; attends meetings to discuss options and determine approach.
• Plans, coordinates, implements, promotes, and oversees programs, projects, and initiatives; participates in the development of goals, objectives, and priorities; recommends and implements policies and procedures including standard operating procedures for assigned operations.
• Collects, compiles, and analyzes information from various sources on a variety of specialized topics related to programs administered by the position or by management staff including financial, budget, or administrative issues or questions; prepares comprehensive technical records and reports to present and interpret data, identifies alternatives, and make and justifies recommendations.
• Independently composes, prepares, and proofreads a variety of documents, including memoranda, administrative, statistical, and financial reports and correspondence for department management and staff; develops, designs, and produces charts, graphs, presentations, and spreadsheets; prepares and conducts presentations for a variety of audiences, as assigned; prepares and submits City Council agenda reports and various other commission, committee, board, and staff reports, resolutions, ordinances, and related documents.
• Initiates 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 agreement; supports the monitoring and administration of contracts.
• Assists with the preparation of program, division, department and/or capital project budgets; gathers and analyzes revenue and expense data and information; provides cost estimates; evaluates the need for changes in budgetary allocations during the fiscal year; develops budgetary recommendations including forecasts of funding needed for staffing, equipment, and materials; prepares justification for changes, new services, or additional costs.
• Assists in the development and reporting of alternate funding sources and ensures compliance with Federal, State, City, and funding agency accounting and reporting requirements and applicable laws, regulations, and professional accounting practices.
• Attends, and participates in the coordination and facilitation of a variety of specialized departmental board, committee, commission, and/or City Council meetings; serves as a management liaison to assigned boards, committees, and commissions.
• Establishes and maintains a variety of record‑keeping systems, project files and databases.
• Serves as a liaison with employees, public and private organizations, community groups, and other agencies; provides information and assistance to the public regarding the assigned programs and services; receives and responds to complaints and questions; reviews problems and recommends corrective actions.
• Performs other related duties as assigned.

KNOWLEDGE, ABILITIES AND SKILLS

Knowledge of:

• Principles and practices of employee supervision, including work planning, assignment, review and evaluation, discipline, and the training of staff in work procedures.
• Principles and practices of leadership.
• Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
• Principles, and practices of grant funding and administration.
• Applicable federal, state, and local laws, codes, and ordinances relevant to area(s) of responsibility.
• Principles and practices of project and/or program management.
• Principles and practices of contract negotiation, preparation, and evaluation.
• Principles and practices of research data collection and report preparation.
• Budget development, monitoring and tracking techniques.
• Organizational and management practices as applied to the analysis, evaluation, development, and implementation of programs, policies, and procedures.
• Business letter writing and the standard format for repots and correspondence.
• Recordkeeping principles and procedures including record destruction according to rules and regulations.
• Financial analysis and modeling methods and tools.
• Math, statistics, and accounting principles and procedures.
• City organization, staff, and department locations.
• Principles, practices, and procedures of recordkeeping and filing systems.
• Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
• 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.
• Current equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Skills and Abilities to:

• Assist in developing and implementing goals, objectives, practices, policies, procedures, and work standards.
• Select and supervise staff, provide training and development opportunities, ensure work is performed effectively, and evaluate performance in an objective and positive manner.
• Interpret, apply, explain, and ensure compliance with Federal, State, and local policies, procedures, laws, and regulations.
• Identify problems, research, and analyze relevant information, and develop and present recommendations and justification for solutions.
• Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
• Plan and conduct effective management, administrative, and operational studies.
• Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner.
• Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
• Maintain a variety of filing, recordkeeping, and tracking systems.
• Make accurate mathematical, 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 City in meetings with governmental agencies, community groups, various business, professional, and regulatory organizations, and in meetings with individuals.
• Independently organize work, set priorities, meet critical deadlines, and follow‑up on assignments.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
• Demonstrate understanding of, sensitivity to, and respect for the diverse socio-economic, racial, ethnic, religious, and cultural backgrounds, diverse abilities, gender, gender identity and expression, and sexual orientation of City staff and community served.

(At time of application and in addition to the Knowledge, Skills, and Abilities listed above.)

EDUCATION AND EXPERIENCE:

Equivalent to a bachelor’s degree from an accredited college or university with major coursework in business or public administration, public policy, finance, or a related field and five (5) years of increasingly responsible experience performing administrative and management analysis on a broad range of organizational issues in a municipal setting.

LICENSE(S) REQUIRED:

Valid, current driver’s license and a good driving record is desirable(Must be performed with or without reasonable accommodations)

• This position works primarily in an indoor office environment.
• Positions in this class typically require: reaching, standing, walking, gripping, stooping, kneeling, crouching, crawling, talking, and hearing with or without reasonable accommodation.
• Medium Work: Exerting 20 to 50 pounds of force occasionally (up to 1/3 of workday), and/or 10 to 25 pounds of force frequently (1/3 to 2/3 of workday), and/or greater than negligible up to 10 pounds of force constantly (2/3 or more of workday) to move objects. Physical Demand requirements are in excess of those for Light Work.