Brief Description of the Job
Under direction of the City Manager, performs a variety of specialized complex administrative and management analyses to support decision making and strategic direction. Serves as the City Manager's staff liaison to meetings of City management and staff, City Council Committees, and other external meetings as needed. Keeps City Manager informed about projects and issues of importance to Council. Assists the City Manager with managing special projects. Conducts research and analyses to assist in the management of City operations, programs, and services. Compiles and evaluates statistical and financial data in an accurate and timely manner. Prepares briefings, position and policy papers, as well as presentations and material for Council meetings. Assists with administering grants for various state and federally funded programs.
Conduct Operational Research and Studies: Conduct operational research, productivity analyses and management studies to assist in the management of City operations, programs, and services. Research information pertinent to a task or project, including thoroughly reviewing applicable laws. Analyze data and identify trends, and develop recommendations for changes in policies and procedures to improve operations and provide more responsive service, and/or optimize the use of resources. Provide technical assistance and information to management.
Perform Program and Financial Analyses: Compile and evaluate statistical, financial, demographic, administrative, and operational data and cost histories. Monitor and review billing activities, expenditures, and financial reports. Conduct detailed cost analyses and make recommendations to improve costs and operational effectiveness. Participate in budget development. Prepare reports/studies based on findings.
Coordinate Assigned Special Projects: Plan, design, implement, and evaluate programs, projects and professional services. Assist in defining the scope of projects. Identify and recommend proper allocation of financial, material, and human resources committed to projects; formulate solutions and resolve problems. May oversee professional contractors and/or consultants. Interface with and monitor the contractors/consultants to ensure timely and quality completion of projects. Facilitate cooperation with the project throughout the organization and provide information and support as needed.
Provide Administrative Support: Assist in the coordination and preparation of backup material for Council meetings. Provide information on the status of departmental and City operations and projects. Draft letters, presentation slides, memos, calendars, notes, forms, reports, correspondence, and other documents. Assist with researching and monitoring new and proposed legislation at the county, state and federal level for potential impact on City operations. Prepare briefings, position and policy papers to accurately advise the City Manager on matters.
Serve as a City Manager's Liaison: Serve as the City Manager's staff liaison to meetings of City management and staff, City Council Committees, and other external meetings as needed. Represent the City at various meetings, functions, and events. Respond to public inquiries and requests for information. Answer general questions or refer questions to appropriate individual/department. Report all major issues or concerns to the City Manager and Assistant City Manager. Provide staff support to the City Council, special committees, and task forces as required by the City Manager. Assist with researching constituent concerns or inquiries, and coordinating with Department Directors and/or other appropriate parties to respond to citizen inquiries and complaints impacting their departments.
Assist with Administering Grants: Assist with administering grants for various state and federally funded programs. Compile and submit grant applications. Research funding sources and program opportunities. Assist departments with grant activities. Monitor and ensure compliance with all requirements for awarded grants.
Perform other duties as assigned.
Formal Education: Bachelor's degree in Public/ Business Administration or a related field; Master's degree with relevant municipal experience preferred.
Experience: Three to five years of progressively responsible government, management, or analytical experience at a professional or managerial level; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
Driver's License Required: Class D South Carolina License.
Principles and practices of public administration as applied to the organization and functions of municipal government;
Current legislative, political, and economic trends in state and federal government programs;
Principles and practices of budget development and administration;
Principles and practices of project management;
Knowledge of techniques for providing a high level of customer service by effectively dealing with external constituents, City Council, Department Directors, contractors, and City staff.
Research and analyze organizational and administrative problems, and develop and present recommendations for their solution;
Prepare clear and concise presentations of administrative and financial reports;
Coordinate and manage multiple projects and perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines;
Communicate at a superior level verbally and in writing, including capacity to communicate complex ideas compellingly to a variety of audiences;
Exercise independent judgment and initiative in performing assigned tasks thoroughly and without error.
Exercise considerable tact and courtesy in frequent contact with department directors, City officials, City staff, other governmental organizations, and the public.
Establish and maintain effective working relationships as necessitated by work assignments.
Knowledge: Work is difficult and diversified with limited precedent and requires the frequent application of a high degree of independent, logical, evaluative, and/or professional thinking to originate and develop procedures, techniques or ideas within the parameters of a broad conceptual outline. Work requires advanced skills and knowledge in approaches and systems. Independent judgment and decision-making abilities are necessary to apply technical skills effectively. Work product affects multiple projects.
Reading: Advanced Level: Ability to read, analyze, and interpret general business periodicals, professional journals, technical journals and procedures, financial reports, legal documents, and governmental regulations as well as literature, books, reviews, reports, and abstracts. Professional, trade journals and documents.
Math: Intermediate Level: Ability to deal with a system of real numbers; and practical application of fractions, percentages, ratios/proportions and measurement. Ability to understand mathematical equations, measurements, ratios and proportions, accounting and budgeting spreadsheet functions.
Writing: Advanced Level: Ability to write formal presentations, briefings, position and policy papers, analytical and technical reports, and other documents and correspondence.
Machines, Tools, Equipment, and Work Aids: Copier, scanner, calculator, fax machine, printer, and personal vehicle. Computer, Microsoft Office Suite, iPad, and smartphone.
Primary Work Location: Office environment.
Environmental/Health and Safety Factors: Relatively free from unpleasant environmental conditions or hazards.
Continuously requires fine dexterity, using vision and hearing, and talking. Frequently requires standing, walking, sitting, reaching, handling, bending, crouching, lifting, carrying, kneeling, crawling, pushing/pulling, climbing, balancing, and twisting. Light to Medium strength demands include exerting up to 20 pounds occasionally, 10 pounds frequently, or negligible amounts constantly and/or walking or standing to a significant degree.
Frequently requires time pressure, emergency situations, frequent change of tasks, irregular schedule/overtime, performing multiple tasks simultaneously, working closely with others as part of a team. Occasionally requires tedious or exacting work.
Human Collaboration Skills
Communications are complex, requiring the use of a variety of communication and interpersonal skills to interact successfully with people at a number of levels inside and/or outside the organization. Interactions may be contentious and involve confidential discussions or situations where conflicting interests are apparent. Use of effective judgment and discretion in discussing and resolving issues is critical. High impact on the organization.
Management and Supervision
Work requires functioning as a lead worker performing essentially the same work as those directed. Direction is provided on a day-to-day basis with regards to scheduling, assigning and coordinating work. May serve as a project or team lead.
Position monitors and reviews billing activities, expenditures, and financial reports. Conducts detailed cost analyses. Participates in budget development. Position may develop and manage the budget for multiple special projects, including approving expenditures for payment. Recommends to City Manager execution of procurement documents, journal entries, and budget transfers. May be responsible for reconciling and/or auditing accounts, billing statements, invoices, etc. Recommends requests, prepares and submits procurement documents, journal entries, and budget transfers.
Freedom to Act and Impact of Action
The employee normally performs the duty assignment after receiving general direction as to methods, procedures, and desired end results. Duties and responsibilities of the position require that the employee regularly interpret policies, procedures and rules to determine appropriate courses of action. Position exercises a moderate level of discretion in decision making; peers and supervisors are available to assist with especially unique situations. Work is monitored on a case-by-case basis. Considerable benefits or costs in time, money or public/employee relations.
The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.
Application must include a resume and cover letter for consideration.