GENERAL DESCRIPTION
Under direction of the City Manager, provide highly complex administrative and management support for the City Manager and/or Assistant City Managers, including special projects requiring a high level of analytical skills. The purpose of this position is to develop and coordinate a variety of management initiatives and related administrative projects and programs for the City Manager’s Office while maintaining a high level of confidentiality. This is accomplished by coordinating projects, communicating with staff and elected and appointed officials; coordinating research and results; assisting with budget; preparing project information; formulating project plans; providing direction and coordination; presenting recommendations; and completing follow ups; and compiling and presenting results and reports. This position will also support organizational leadership and culture development initiatives.
SUPERVISION EXERCISED
This position exercises no supervision.
IMPORTANT AND ESSENTIAL DUTIES
Conduct, coordinate, and prepare reports on assignments initiated by the City Manager and/or Assistant City Managers, ensuring timely completion and maintaining accurate, up-to-date status tracking for all assigned projects.
Serve as a liaison by coordinating with internal and external departments, personnel, boards, commissions, and agencies to support and facilitate departmental operations, including the execution of special projects, events, and assigned initiatives.
Monitors the pending items list and keeps the City Manager informed of project statuses and issues of importance to the City Council. Provides accurate, timely information to support informed decision-making and policy direction.
Assist with coordinating strategic planning activities, leadership development, and employee engagement efforts.
Develops, implements, and monitors the City’s performance management system.
Oversight of the City Manager’s Office budget and procurement activities.
Provides support for intergovernmental relations, including monitoring state and federal legislative issues, conducting research, drafting correspondence and testimony, and coordinating legislative strategies and related activities.
Assist with coordination of events, such as State of the City, ribbon cuttings, groundbreakings, citywide events, and other ceremonial events, as needed.
Investigate concerns raised by citizens, customers, staff, and City Council; research relevant issues; consult with appropriate internal departments; analyzes and communicates findings; and coordinates responsive actions as needed. Engage directly with the public to identify service needs and ensure concerns are addressed through timely written, verbal, or in-person follow-up on behalf of the City.
Drafts letters, memorandums, presentations, manuals, reports, etc. for the City Manager, Assistant City Managers or Council as requested.
Represents the City Manager and the City Manager’s Office at civic, community, City Council, and internal staff meetings as assigned. Prepares materials for meetings, delivers formal presentations to executive staff and the City Council, and organizes and facilitates internal staff committee meetings as needed.
Supports the City’s action\position on controversial issues or the negotiation of sensitive issues or important presentations with customers, citizens and co-workers.
Exhibits desire to continue professional education and stay aware of the new concepts and innovations in the field of public management and local government service.
Assists with budget analysis during the annual budget process. May assist in preparation of the budget for various City departments including the City Council, City Manager, and Special Funds.
Operate a personal or City vehicle to City business.
OTHER JOB RELATED DUTIES
Perform other job related duties and responsibilities as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of:
Complex principles and practices of a municipality.
Organizational and management practices.
Research and reporting methods, procedures, and techniques.
Principles of leadership and workplace culture.
Principles and practices of effective organizational communications and public relations.
Skill to:
Exhibits strong interpersonal/human relation skills.
Present information in a professional manner.
Speak publicly and exhibit strong communication skills.
Operate office equipment including computer equipment, MS-Office, and other customized software applications.
Safely operate a motor vehicle.
Ability to:
Maintain confidentiality, as well as maintain the trust and confidence of the City Manager.
Maintain regular and punctual attendance.
Support controversial positions or the negotiation of sensitive issues or important presentations with customers, citizens and co-workers.
Communicate effectively both verbally and in writing.
Create and publish a variety of charts, graphs, exhibits, along with general information and documents.
Utilize office equipment including computers, laptops, tablets, and mobile devices.
Multi-task and prioritize projects effectively to meet deadlines.
Work independently with limited direction relying on his/her own judgment, requesting supervisory assistance only when necessary, and periodically seeking performance feedback.
Understand and follow policies, procedures, and instructions.
Operate and use of standard office software which includes databases and presentation programs, along with standard Microsoft Suite products.
Use computerized and digital management systems and software including, record and document management software (CivicClerk), financial accounting (Lawson), budgeting software (Lawson Planning and Budgeting), and Ceridian Dayforce for timekeeping, personnel and human resources software (NEOGOV), and other software systems as needed. Willingness to learn new digital systems and incorporate AI tools.
Establish and maintain cooperative working relationships with those contacted in the course of work, both internally and externally.
Follow and embrace the City of Abilene Core Values – Respect, Integrity, Service Above Self, and Excellence in All We Do.
Perform as a team member in a manner that accomplishes the Division’s mission and treats team members with dignity, courtesy, and respect.
Experience and Training Guidelines:
For positions with more than one level, all listed requirements at the lower levels are required at the higher levels. Any combination equivalent to experience and training to provide the required knowledge, skills, and abilities may be qualifying. Knowledge, skills, and abilities may be obtained through:
Experience:
Four (4) years of progressively responsible experience, project management, and fiscal responsibility is required.
Two (2) years of executive administration and coordinating cross functional teams is required.
Two (2) years of experience working with senior leadership and governing boards is preferred.
Education/Training:
A Bachelor's degree in Public Administration, Business Administration, Communication, or a related degree is required.
A Master's degree in Public Administration, Business Administration, Communication or a related degree is preferred.
License or Certificate:
A valid Texas driver’s license; the ability to obtain one within ninety (90) days, or a military waiver is required.
Special Requirements:
Essential duties require the following physical skills and work environment:
With or without accommodation, ability to lift up to 25 pounds.
Ability to work in a standard office environment.
With or without accommodation, the “X” indicates the overall strength demand of the position during a typical workday:
___ Sedentary – lifting of no more than 10 pounds
___ Light – lifting no more than 20 pounds; carrying up to 10 pounds
_X_ Medium – lifting no more than 50 pounds; carrying up to 25 pounds
___ Heavy – lifting no more than 100 pounds; carrying up to 50 pounds
___ Very Heavy – team lifting over 100 pounds; carrying more than 50 pounds
Physical Demand Codes: The following describes whether or not the position is expected to exert the physical demands listed during a typical workday as well as the overall frequency of the task:
Codes for how often:
N = No
E = Extensive (100 – 70% of the time)
M = Moderate (60 – 30% of the time)
I = Infrequent (20 – 10% of the time)
A = Almost Never (< 10% of the time)
Code / Task
_I__ Standing
_M_ Sitting
_M_ Walking
_A_ Lifting
_A_ Carrying
_A_ Pushing/Pulling
_A_ Overhead Work
_E_ Fine Dexterity
_A_ Kneeling
_A_ Crouching
_A_ Crawling
_I__ Bending
_I__ Twisting
_A_ Climbing
_M_ Balancing
_E_ Vision
_E_ Hearing
_E_ Talking
___ Other: _____________________
