Senior Management Analyst

• Under general direction, performs a variety of complex, professional, administrative, technical, and analytical duties in support of an assigned department;
• develops recommendations and work plans for the formation of policies and procedures for department contractual, financial, and operational activities;
• researches, monitors and applies for grants in support of an assigned department; monitors and projects revenue and expenses for department activities;
• assists with donation based improvement projects; provides technical and responsible assistance to department head and / or division managers;

provides direct supervision to the Parking Enforcement Supervisor in the parking enforcement division; and performs related work as required.

All potential applicants are encouraged to scroll through and read the complete job description before applying.

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from assigned management personnel. Exercises direct supervision over certain technical staff.

CLASS CHARACTERISTICS

This is the advanced journey level classification in the Management Analyst series responsible for performing the most complex work assigned to the series.

Incumbents regularly work on tasks which are varied and complex, requiring considerable discretion and independent judgment.

Positions in the classification rely on experience and judgment to perform assigned duties. Assignments are given with general guidelines and incumbents are responsible for establishing objectives, timelines, and methods to complete assignments.

Work is typically reviewed upon completion for soundness, appropriateness, and conformity to policy and requirements.

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations where appropriate so qualified employees can perform the essential functions of the job.

Plans, organizes, develops, and conducts a variety of assigned programs, special projects, studies, and surveys; coordinates programs and activities with other divisions or departments;

confers with representatives of other agencies, vendors, and the public; monitors performance of assigned projects; performs program administrative functions and provides technical assistance to others on specified assignments.

Collects, researches, compiles, analyzes, and evaluates information from various sources on a variety of specialized topics related to departmental and programmatic activities;

organizes and conducts a variety of administrative, organizational, analytical, or management studies including complex financial, budget, personnel, operational, or administrative issues or questions.

Performs analytical assignments and information gathering processes; analyzes alternatives and makes recommendations regarding such areas as staffing, facilities, equipment, cost analysis, cost recovery, purchasing, productivity, workflow and design, and policy or procedure modifications;

discusses findings with management staff and prepares reports of study conclusions and recommendations; assists with the implementation of procedural, administrative, and / or operational changes after approval.

• Participates in the development of communications and outreach projects; manages and oversees the production, drafting, editing, publishing, distribution, archiving, and timely mailing of the City’s newsletter;
• drafts the City’s community electronic newsletter; assists in the production and distribution of special mailers on community issues;

assists in the promotion and production of the State of the City presentation; assists with postings for the City’s website, message boards, and social media platforms.

• Participates in the development and implementation of goals, objectives, policies, procedures, work standards, new or revised programs, systems, methods of operation, and administrative control systems for assigned projects and programs.
• Assists in developing and administering the department's budget, including gathering and analyzing revenue and expense data and information;

investigates and evaluates the need for changes in budgetary allocations for current or future budget years.

Performs analysis and provides recommendations to management for cost savings actions; performs analysis on health and sustainability of various funds;

provides analyses for various agreements and ensures compliance with the terms of those agreements; coordinates with consultants and City staff in review of new and existing contracts and agreements and prepares documents for approval as needed.

• Prepares and proofreads a variety of technical reports, letters, memoranda, correspondence, and other written materials;
• composes correspondence and reports related to assigned area of responsibility; develops, designs, and produces charts, graphs, presentations, and spreadsheets;
• prepares and conducts presentations for a variety of audiences; prepares and submits City Council agenda reports and various other commission, committee, board, and staff reports, resolutions, ordinances, and related documents;

attends and / or acts as staff to citizen advisory committees, as assigned.

• Serves as a liaison to employees, public and private organizations, community groups, and other entities; provides information and assistance to the public regarding assigned programs and services;
• receives and responds to customer inquiries, complaints, and questions relating to assigned area of responsibility; reviews problems and recommends corrective actions;

coordinates and monitors responsive actions to resident service requests; compiles responsive documents for subpoenas and requests for public records.

• Assists with the City’s Emergency Management and Disaster Preparedness Program including coordination of CERT-related trainings and activities;
• ensures the City and its employees are in compliance with required trainings and certifications under various state and federal emergency management guidelines;

coordinates with the Area G Coordinator to set-up exercises and trainings.

Prepares, receives, and reviews purchase order requests; calculates financial amounts for purchasing; ensures the department conforms to purchasing guidelines;

determines funding sources and submits purchasing requests; works with vendors to ensure items are ordered or services are performed.

Monitors activities of the Parking Enforcement work unit; identifies opportunities for improving service delivery and procedures;

provides recommendations concerning process changes; reviews with appropriate management staff; implements improvements.

• Ensures staff observe and comply with all City and mandated safety rules, regulations, and protocols.
• Performs other duties as assigned.

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.
• Basic principles and practices of budget administration and monitoring.
• Principles, practices, methods, and techniques of parking enforcement, practices, and methods of administrative and organizational analysis.
• General principles and practices of municipal government budget preparation, administration, and control.
• Grant funding sources, grant requirements, grant administration, and grant writing techniques.
• Principles of providing functional direction and training.
• Sources of information related to a broad range of municipal programs, services, and administration.
• Financial, statistical, and comparative analysis techniques for interpreting various agreements and financial documents.
• Applicable federal, state, and local laws, codes, regulations, and processes in assigned areas of responsibility.
• City personnel rules and regulations, municipal codes, purchasing policies, finance principles, and legal requirements.
• Methods and techniques of research, statistical analysis, report preparation, and presentation.
• Public administration policies, procedures, functions, authorities, and regulations.
• Basic accounting procedures and Government Accounting Standards Board (GASB) requirements and recommendations.
• Principles and practices of sound business communication.
• Department organization, functions, programs, policies, procedures, and initiatives.
• Principles and procedures of recordkeeping, document processing, and filing systems.
• Basic principles and practices of database development and maintenance including uses and outputs of data.
• Mathematical principles and statistical techniques.
• Recent and on-going developments, current literature, and sources of information in assigned areas 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.

Ability to :

• Research, analyze, evaluate, understand, interpret, and apply programs, policies, procedures, and guidelines, and develop sound recommendations.
• Plan and conduct effective management, administrative, and operational studies.
• Prepare clear and concise correspondence and reports on a variety of financial, budgetary, and administrative issues.
• Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative.
• Collect, analyze, interpret, summarize, and present administrative and technical information and data in an effective manner for a variety of intended audiences.
• Read, analyze, and interpret general business periodicals, applications, and notices involving technical procedures or government regulations.
• Plan, organize, and coordinate work of assigned staff.
• Conduct meetings, give presentations, and accurately convey messages.
• Create detailed analytical reports and graphs.
• Plan, organize, and carry out assignments from management staff with minimal direction.
• Monitor compliance of grant awarded agreements.
• Interpret and apply federal, state, and local policies, procedures, laws, and regulations.
• Evaluate and develop improvements in operations, procedures, policies, or methods.
• Analyze problems, research and identify comprehensive solutions, and implement recommendations.
• Solve complex problems and deal with a variety of concrete variables in situation where only limited standardization exists.
• Develop and administer assigned budgets and accurately track and process receipts of revenues and payments of expenditures.
• Use mathematical functions and principles and perform complex arithmetic calculations accurately.
• Maintain and update accurate records and files.
• Handle sensitive and confidential information.
• Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
• 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.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

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 public or business administration, accounting, finance, information technology, economics, environmental science, recreation services, or a related field.

Experience :

Four (4) years of increasingly responsible professional experience in administrative and management analysis, of which two (2) years should be in a supervisory or lead capacity.

Licenses and Certifications :

Possession of a valid California Driver’s License, to be maintained throughout employment.

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and visit various City sites;

vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone.

This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required.

Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment.

Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information.

Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

ENVIRONMENTAL CONDITIONS

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.

Employees may interact with upset staff and / or public and private representatives in interpreting and enforcing departmental policies and procedures.

CONFIDENTIAL POSITION

This position is designated as a "Confidential" position pursuant to the provisions of the Meyers-Milias-Brown Act.

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