Job Descriptions

DEFINITION

Under general supervision performs technical research, statistical and other analytical work; assists in long range budget preparation and forecasting; and fulfills other assignments in functional areas such as supervising business office functions, assisting with computer systems, accounting, payroll systems, personnel, purchasing and/or audits. The incumbent may be required to represent the department in public activities, meetings, or training and coordinates with other service areas, agencies or organizations and performs other job related work as required.

SUPERVISION RECEIVED AND EXERCISED

General supervision is provided by the Department Head. The job incumbent may directly supervise clerical, technical staff and part time staff.

DISTINGUISHING CHARACTERISTICS

This is a professional classification responsible for the operation of discrete sub-divisional organizational component(s) or programs/functions within a department as determined by the Department Director (Chief), City Manager and City Council. Exercises policy interpretation and application for assigned program/functional area. The incumbent is expected to demonstrate technical competence while working as a team member and exercise judgment in a number of confidential and sensitive assignments. Duties and responsibilities are performed in accordance with municipal and fire codes, ordinances, City policy and labor law.

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

• Reviews and reconciles monthly expense accounts; maintains accurate records of revenue and expenditures for operational budgets and special funds, including grants.
• Seeks grant funding opportunities; coordinates needs assessments with affected operations staff; prepares grant applications.
• Submits reports and recommendations for effective adjustment and implementation.
• Coordinates and submits recommendations for purchasing requests based upon need assessments and research activities.
• Schedules, plans, organizes, coordinates and supports staff at meetings, training and other events
• Schedules, plans, coordinates and makes travel arrangements.
• Maintains personnel records for assigned area to include attendance, schedules, workers compensation or injury, educational/training, benefit and/or pay records, etc.
• Assists in audits by becoming familiar with requirements and records and providing research and reports, as needed.
• Ensures close coordination with other City departments and affected outside groups.
• Prepares specialized budgets related to assigned activities; assists in budget implementation; participates in budget forecasts; administers the approved budget; alerts manager of problems detected in budget related to planned programs, projects or expenditures.
• Prepares technical reports; documents policies and procedures; performs research.
• May make occasional presentations before various groups, including City Council, Commissions, and on and off-site professional and public meetings, as needed.
• Participates in recruitment and selection activities; makes recommendations for appointment of new staff; assists with staff orientation and training.
• May supervise technical and clerical staff including provision of timely performance evaluations; recommends and implements approved discipline; provides staff development; and maintains high standards necessary for efficient, professional operations.
• Answers questions; provides information to the public; recommends corrective actions; investigates, reports, documents and resolves complaints.
• Builds and maintains respectful, positive working relationships with staff, supervisors, outside agencies and the public using principles of good customer service; provides effective conflict resolution, as needed.
• Models appropriate professional management conduct; maintains appropriate confidentiality of sensitive information; complies with and supports City policies and procedures, labor laws, and MOU provisions.
• Attends assigned meetings and training; interacts with outside agencies and commissions; provides leadership for teams, or committees, as needed.
• Assures staff works in a safe manner; follows safety requirements; monitors and assures compliance with regulations and other legal requirements.
• Performs other duties, as assigned.

MINIMUM QUALIFICATIONS:

Knowledge Of:

• Technical and operational aspects of assigned function or program area.
• Statistical methods and principles
• Modern office procedures, and methods including computer equipment, word processing, spread sheet, data base, graphic presentations and other needed specialized software applications, and internet and electronic communication usage and methods.
• Principles of financial record keeping and reporting; auditing; technical report writing and grant writing
• Budgeting procedures and techniques.
• Principles and practices of supervision, staff selection, training and personnel management.
• Principles of effective file management and time management
• Safe work practices and related regulations.
• Principles of public speaking, conflict resolution and excellent customer service.
• Provisions, principles and practices of, municipal structure and organization

Ability To:

• Learn City processes and procedures and specific requirements of assigned program area.
• Learn pertinent federal, state and local laws, codes and regulations and policies associated with assigned program area.
• Work with and control sensitive and confidential information.
• Estimate and project revenues and expenditures
• Plan, initiate, manage and complete complex and multiple simultaneous work assignments with a minimum of direction.
• Research and write grants and other technical reports.
• Lead, manage, evaluate and train personnel effectively and maintain discipline.
• Organize, implement and supervise departmental goals and City objectives.
• Make presentations before groups and represent the City in public forums.
• Use computer and needed programs in a highly effective manner.
• Organize, analyze, manage and implement a variety of programs.
• Prepare, forecast and administer a budget.
• Establish and maintain respectful, effective and cooperative working relationships with those contacted in the course of work.
• Communicate effectively, orally, electronically and in writing.

EXPERIENCE AND EDUCATION

Experience:

Two years of increasingly responsible technical, administrative or analytical experience in a public agency or any experience that would have provided the opportunity to develop the required skills, knowledge and abilities.

Education:

Equivalent to a Bachelor’s degree from an accredited college or university with significant course work in the areas of Business Administration, Accounting, Public Administration, Economics or related fields.

LICENSE OR CERTIFICATE

Possession of a valid California Driver’s License in the category necessary to perform essential duties of the position may be required as the time of appointment. Maintenance of a valid California Driver’s license and proof of automobile liability insurance is a condition of continued employment.

PHYSICAL REQUIREMENTS

Vision adequate to operate vehicles and office equipment, read instructions and follow directions; hearing adequate to converse on telephone and in person; body mobility adequate to drive and perform required office duties including reaching and bending for files and related office items; use of hands and fingers adequate for operating vehicles, writing, typing, computer, copier, and fax machine and related functions; ability to lift office files, binders and small office equipment, as needed.