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Job Description

• Grant Administration: Skilled in identifying opportunities and supporting grant applications, including coordination with internal and external stakeholders, maintaining databases such as Amplifund, and managing consultant contracts for grant writing. They will be able to track grant performance, manage documentation for reimbursements, and support decision-making through comprehensive reporting and analysis.
• CIP Program Management and Implementation: Proficient in supporting complex capital projects delivery, including maintaining the Unity Construct (project management) database. Experience with developing RFPs and contracts, preparing staff reports and presentations, and managing on-call consultant budgets.
• Financial and Regulatory Coordination: Familiarity with municipal finance processes, including fund tracking, project budgeting, and financial reporting, especially in coordination with Finance and outside agencies. Knowledge of Caltrans’ LAPM and experience submitting required documentation is a plus.

• Purchasing and Contract Management: Experience with developing RFPs and contracts, preparing staff reports and presentations, and managing on-call consultant budgets.
• Software Administration: Responsible for the user access, implementing optimizations, and the ongoing maintenance of Public Works software applications.
• Budget Development and Management: Developing, tracking, and oversight of budgets, analyzing current purchases, and forecasting future budget needs.
• Reporting and data: Conducting research, compiling and analyzing data, preparing reports, and ensuring compliance of various state and other mandated reporting.
• Program and process management: Implement and maintain program initiatives, identify and lead process improvements.

• Landscape & Facilities
• Fleet Maintenance
• Recycling & Waste
• Administration

• Assists in the development and implementation of goals, objectives , policies, and priorities for assigned functions , operations, and /or program areas; researches, implements, and administers policies, procedures, and changing business practices and processes for assigned area (s) ; coordinates, structures, and oversees ongoing or special programs as assigned.
  
• Plans, coordinates, and evaluates assigned programs or projects; identif ies project ed consequences of proposed actions and implement s recommendations in support of goals; organize s and prioritize s timelines and project schedules.
  
• Participates in the budget development and administration for assigned area (s) of responsibility; analyzes proposed capital, operating , and maintenance expenditures; prepares reports and analyses related to impact of budgetary decisions; prepares financial forecasts; tracks and monitors budget expenditures.
  
• Creates and enters fee codes in financial system in collaboration with the Finance Department ; organize s cash receipts and account s receivables for to update s to the general ledger; research transactions and resolve s discrepancies.
  
• Plans, coordinates, and evaluates activities associated with assigned contracts; participates in research and evaluation of proposed contractual obligations and agreements; prepares requests for proposals (RFPs); assists in contract negotiations and administration; monitors compliance with applicable contractual agreements.
  
• Reviews and revises project specifications and contracts; verif ies bid schedule quantitie s and technical specifications ; collaborate s with r isk m anagement , legal, city clerk , and purchasing officer to bid projects ; respond s to contractors; review s all bid submissions; communicate s bid approvals.
  
• Performs a variety of professional level research, administrative, operational, financial, and analytical duties in support of assigned programs and functions within a department; performs duties in support of various administrative operations and activities within assigned area (s) of responsibility including special projects, research studies, budget analysis, and other specialized functions.
  
• Creates purchase requisitions, process es invoice payments, and accounts receivable invoices; review s and approve s claims ; review s and approve s purchases within approved dollar amount parameters such as office supplies and personal protective equipment.
  
• Assists in resolving operational and administration issues; identifies issues and conducts research to find alternative solutions; makes and assists in the implementation of recommendations.
  
• Prepares various public outreach and informational materials including newsletters and brochures; provides program support; preparation and review of brochures, letters, newsletters, and other publications; participates in outreach events.
  
• Attends and participates in professional group meetings; stays abreast of new trends and innovations in business and public administration and issues related to area of assignment.
  
• Responds to and resolves difficult and sensitive complaints and inquiries from members of the public .
  
• May provide administrative support for departments , outside agencies , and/or Commission/Committee meetings.
  
• Performs related duties as assigned.
  

• Principles, practices, methods, and techniques of effective technical, administrative, budgetary, and financial record keeping, report preparation, comparative analyses, and presentation.
  
• Principles and practices of project management.
  
• Principles and practices of contract negotiation, preparation, and monitoring.
  
• Principles and practices of program development and administration.
  
• Methods and techniques of effective technical, administrative, and financial record keeping, data collection, and research.
  
• Organizational and management practices as applied to the analysis and evaluation of programs, policies, and operational needs related to area of assignment.
  
• Pertinent federal, state, and local laws, codes, and regulations.
  
• Principles and applications of critical thinking and analysis.
  
• Techniques for effectively representing the City in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
  
• Recent and on-going developments, current literature, and sources of information related to the operations of the area of assign ment .
  
• Methods and techniques of preparing technical and administrative reports, and general business correspondence.
  
• 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.
  
• Diversity, equity, inclusion, and belonging concepts and principles, including their significance in organizational dynamics and the functioning of the City and their impact on fostering innovation and collaboration.
  
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
  
• Current equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
  

• Participate in planning, organizing, coordinating, and evaluating assigned programs, projects, events, or technical area.
  
• Develop policies, procedures, goals, and objectives .
  
• Apply principles and practices of public administration, including finance, budgeting, and procurement methods.
  
• Prepare clear and concise technical, administrative, and financial reports.
  
• Research, manage, and monitor contracts and agreements.
  
• Perform a range of professional analytical, programmatic, and administrative duties involving independent judgment and personal initiative.
  
• Collect, evaluate, and interpret varied information and data.
  
• Establish and maintain various data collection, record keeping, tracking, filing, and reporting systems.
  
• Understand the organization and operation of the City , assigned program, and of outside agencies as necessary to assume assigned responsibilities.
  
• Understand, interpret, and apply administrative and departmental policies and procedures as well as pertinent federal, state, and local laws, codes, and regulations.
  
• Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
  
• 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.
  

• Use tact, initiative, prudence, and independent judgment within general policy , procedural , and legal guidelines.
  
• Engage with a diverse public and workforce, facilitating inclusive service delivery, and implementing equitable city policies.
  
• Establish, maintain , and foster positive and effective working relationships with those contacted in the course of work.
  

• Management Analyst I/II: Bachelor’s degree from an accredited college or university with major coursework in business administration, public administration, accounting, finance, or a related field .
  

• Management Analyst I : Two (2) years administrative, financial, or budgetary experience.
  

• Management Analyst II : Two ( 2 ) years of increasingly responsible experience performing professional administrative , financial, and budgetary analysis in a municipal or similar setting .
  

• Some positions may require p ossession of, or ability to obtain by the time of appointment, an appropriate , valid California driver’s license. This requirement may be waived for individuals who are unable to obtain a driver’s license due to a disability.
  

• Medical spending up to $3,300.00 annually.
• Dependent care up to $5,000 annually.
• Adoption Assistance FSA up to $16,810 annually.

• 2.7% at 55 if hired before 8/12/12.
• 2% at 55 if hired after 8/12/12 and a current Classic member of CalPERS.
• 2% at 62 if hired after 1/1/13 and not a Classic member of CalPERS.

• The City provides Short-Term Disability coverage @ 66.67% of income, up to a maximum benefit of $2,300 per week and Long-Term Disability coverage @ 66.67% of income, up to a maximum benefit of $15,000 per month.
• The City also provides Paid Family Leave coverage @ 60-70% of weekly earnings up to a maximum of $,1623 per week.