Senior Management Analyst - Grants Program Specialist

City of Benicia; Benicia (CA); On-site; USD 75,000 - 95,000; Full time

Job summary

The City of Benicia invites applications for a Senior Management Analyst – Grants Program Specialist to lead the City’s grants program strategy, manage the grants portfolio, and help secure external funding. Responsibilities span the full grant lifecycle from ideation to closeout, including post-award auditing and implementation of grants management software.

The role requires delivering high-level city-wide projects, preparing program budgets, and coordinating with departments and outside

Qualifications

• Bachelor's degree in public administration or closely related field.
• Five (5) years of progressively responsible professional administrative experience in public administration or related field.
• Must possess a valid California Driver’s License by time of appointment.

Responsibilities

• Assist in development, implementation, and administration of major City programs; collect and compile data supporting recommendations.
• Prepare RFIs/RFPs and review proposals for contracts.
• Work with department heads to design citizen engagement and community outreach strategies.
• Develop and modify programs to meet goals; monitor and evaluate program areas and maintain records.

Skills

Public administration

Budgeting

Grant writing

Project management

Interpersonal communication

Research techniques

Education

Bachelor's degree in public administration

Tools

Spreadsheets

Databases

Word processing

Job description

The Senior Management Analyst – Grants Program Specialist will play a key role in leading the City’s grants program strategy, managing the grants portfolio, and supporting the City’s efforts to secure and effectively administer external funding. This position will be responsible for work across the full grant lifecycle from ideation to closeout and post award auditing. Key projects for this role include administration of the $30 million five year grant from the Bay Area Air District, implementation of grants management software, and policy revisions and process improvements.

To perform highly responsible, complex and varied administrative and analytical work in the development, implementation and administration of programs and projects; conducts complex studies and analyses including financial and budgetary analysis; coordinates activities with other departments, divisions, and outside agencies. Participates in citizen engagement and community outreach. Assists with office management functions.

The Senior Management Analyst is distinguished from the Management Analyst I/II by the level of responsibility assumed, complexity of duties assigned, independence of action taken, the amount of time spent performing the duties, and the nature of the public contact made. Employees at this level are required to be fully trained in all procedures related to assigned areas of responsibility. Employees at this level will be assigned high level city-wide projects, in addition to projects unique to the department the employee is assigned. Promotion to the position of Senior Management Analyst is not automatic once and employee has met the minimum qualifications, rather this position requires a position allocation in the budget and approval of Department Head and City Manager.

The representative duties listed include essential and marginal functions that vary by position. Individuals with disabilities will be considered for placement into positions in this class based upon an assessment of the essential functions of the particular position.

Duties may include, but are not limited to, the following:

• Provides assistance in the development, implementation, and administration of major City programs; assists in formulating programmatic policy, goals, and procedures; collect and compile relevant data supporting recommendations.
• Prepares Requests for Proposals and reviews proposals for new and revised contracts
• Works directly with department heads and staff to design strategies around citizen engagement and community outreach efforts.
• Develops new program elements and program modifications, as necessary, to meet goals and objectives; monitor, coordinate and evaluate assigned program areas; maintain appropriate records and statistics Researches and keeps current on pertinent information and developments in all assigned program areas of local government
• Prepares operations and procedures manuals to assist management in operating more efficiently and effectively
• Interprets rules, regulations, laws and policies relating to department functions and program areas.
• Conducts surveys and performs complex research and statistical analyses; compile materials; write and prepare professional articles, research findings, manuals, and publications.
• Develops project and program budgets; makes recommendations appropriate to assigned areas of program responsibility and related projects; analyze budget recommendations made by other staff. Monitor department budget and expenses. Prepare and process purchase orders and invoices, requisitions, expense claims, monthly departmental credit card account, and contract management.
• Prepares and administers complex contracts and agreements; research and prepare grant applications, leases and/or bond issues; administer grants; prepare and negotiate contracts and agreements with outside service providers. Administration of grants includes all record keeping and coordination with granting entities, recipients, and city departments.
• Prepares agenda items; make presentations to the City Council and other commissions and committees as required; represent the City or a department in a wide variety of meetings with local community groups, professional associations, and other local entities as required.
• Oversees a variety of special projects and assignments, including, but not limited to planning, organizing, coordinating and directing a variety of activities, such as communication and public information programs to foster public understanding of City goals, policies, programs and services.
• Responds to the most difficult complaints and requests for information from the public and staff, and research requested information and determine appropriate resolutions.
• Participates in and assists with coordinating or facilitating internal department and city-wide committees and staff meetings; make oral presentations; and coordinate activities as appropriate.
• Participates in evaluating the activities of staff, recommending improvements and modifications.
• Performs routine and specialized day-to-day office support work requiring detailed knowledge of assigned policies and procedures.
• Prepares a variety of written documents including resolutions, ordinances, agreements, contracts, requests for proposals, correspondence and press releases; attend to a variety of administrative duties; performs all other related duties as required or assigned.

QUALIFICATIONS

Knowledge of

Principles and practices of public administration, functions and activities of municipal government, organizational structure and development, structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar; laws, regulations, municipal codes, ordinances, and resolutions relating to various city administration functions; program and budget development, implementation, administration, and evaluation; principles and practices of project management and work flow analysis, research techniques and practices, including statistical concepts and methods; principles and practices of supervision, training, and employee development; methods and techniques of scheduling and prioritizing work assignments; grant writing and administration; equipment used in modern offices including computers and software, especially as related to spreadsheets, databases, word processing; administrative processes; techniques and principles of effective interpersonal communication; records management principles and practices.

Ability to

Organize, plan, schedule, and implement operations; implement analytical and administrative projects related to area of assignment. Prepare complex reports and make oral presentations to a variety of internal and external audiences; understand the organization and operation of the City and/or outside agencies as necessary to assume assigned responsibilities; interpret and apply administrative and departmental policies, laws, and complex rules and procedures, and adopt appropriate and effective courses of action; administer assigned programs and associated projects; prepare and administer program and project budgets; evaluate existing procedures and policies; develop and recommend modifications; supervise, train, and evaluate personnel; use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems; establish and maintain effective working relationships with representatives of community organizations, state/local agencies and associations, city management and staff, and the public; exercise initiative and sound judgment in resolving difficult and sensitive issues, providing alternative resolutions; maintain the confidentiality of sensitive information encountered during the course of work; operate a personal computer with proficiency to effectively produce complex reports, charts, spreadsheets, and related documents; comply with safety practices; work with various cultural and ethnic groups in a tactful and effective manner; communicate clearly and concisely, both orally and in writing.

EXPERIENCE AND EDUCATION

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

Experience

Bachelor's degree from an accredited college or university with major course work in public administration or a closely related field.

Education

Five (5) years of progressively responsible professional administrative experience in public administration, or a closely related field.

LICENSE OR CERTIFICATE

Must possess a valid California Driver’s License by time of appointment.

WORKING CONDITIONS

Work is generally performed in an office setting with frequent interruptions, multiple deadlines, complaints, and peak workload periods. Position requires working with the public and attendance at night and/or weekend meetings.

Work may include prolonged stationary work, as well as light to moderate lifting, reaching, stooping, pulling, pushing, and manual dexterity; the need to transport files, paper and documents weighing up to 25 pounds; frequent operation of computer and other office machinery; frequent communication with employees and public

All submitted materials, including supplemental questions, will be carefully reviewed. Candidates whose education and experience most closely align with the position requirements will be invited to move forward in the selection process, which may include an assessment center and interviews.

Prior to appointment, the selected candidate must successfully complete a background investigation and a pre-employment medical examination.

Please note that meeting the minimum qualifications does not guarantee advancement to the next step in the recruitment process.

Applicants who require reasonable accommodations due to a disability at any stage of the application or selection process are encouraged to contact the Human Resources Department at [phone].

The Senior Management Analyst position with the City of Benicia is part of the Benicia Supervisory and Professional Association (BSPA).