Assistant to the City Manager Job Description

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CHARACTERISTICS OF THE CLASS

Under the general direction of the Deputy City Manager, performs a wide variety of highly responsible, complex, and diverse advanced level professional duties involved in providing administrative, analytical, and technical support to the City Manager’s Office; plans, coordinates, and participates in various program and administrative operations and activities including those having a City-wide impact; manages and oversees all aspects of grant management, excluding grants administered by the Airport and Housing & Urban Improvement Division; coordinates assigned activities with City departments, outside agencies, and the general public; and provides information and assistance to internal and external customers. Work is reviewed through conference, observations, reports, and by results obtained.

 

EXAMPLES OF DUTIES

A. ESSENTIAL FUNCTIONS

Conducts complex and sensitive administrative, operational, and management analyses, studies, and research projects including those involving City-wide issues, programs, policies, and procedures.

Selects, adapts, and applies appropriate research and statistical techniques; gathers and analyzes data and information from various sources on a variety of specialized topics.

Participates in special projects including planning and implementation of special programs and events and complex research of new programs and services.

Administers and performs all activities, duties and responsibilities of assigned areas of grant administration including, but not limited to, research, preparation, compliance, financial reporting and post-award functions.

Assists Finance staff with Single Audit requirements and meets with representatives from grantor agencies during site visits.

Responds to and resolves difficult and sensitive citizen inquiries and complaints.

Participates in the development and implementation of goals, objectives, and priorities for assigned functions and programs; recommends and implements resulting policies and procedures.

Prepares and delivers presentations on a wide variety of issues to the City Council, other City boards and commissions, and community groups.

May perform other job-related tasks as requested.

 

REQUIREMENTS

A. TRAINING AND EXPERIENCE

Completion of a Bachelor’s degree program at an accredited college or university with major course work in public administration, business administration, financial management or accounting, and two years of experience in acquisition and administration of grants, or any equivalent combination of acceptable training and experience, as determined by the City Manager. Experience and proficiency with word processing, spreadsheets, and database management programs required. Working knowledge of State/Federal grant management programs preferred.

 

B. KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of grants and related requirements at the federal, state and local levels.

Knowledge of City organization and functions, and the relationships with other levels of government.

Ability to develop grant applications and administer grant programs including coordination of information and work activities by other City departments and outside agencies.

Ability to develop and maintain accurate, detailed files, accounting records, spreadsheets and prepare financial reports for grant programs.

Ability to gather, compile and analyze data.

Ability to communicate clearly, both orally and in writing.

Ability to supervise and coordinate the activities of others.

Ability to establish effective working relationships with others.

Ability to evaluate changes affecting the availability and levels of funding for various grant programs and to report expected impacts on City programs.

Skill in identifying grant sources, obtaining grants, and administering grant programs.

Skill in customer service and handling conflict resolution.

 

C. PHYSICAL AND MENTAL REQUIREMENTS

Ability to hear and comprehend conversation spoken in English.

Ability to sit for long periods of time, not to exceed two (2) hours consecutively.

Ability to see, read, and comprehend writing and computer printouts in English.

Ability to print or write cursive letters, numbers, and words legibly in English.

Ability to lift and carry materials not to exceed 20 lbs.

Ability to operate office equipment such as a telephone, computer, typewriter, ten-key, microfiche reader and copy machine.

Ability to clearly speak the English language.

Ability to stand for periods of time not to exceed 30 minutes at one time.

Ability to stoop, kneel and reach overhead for books or paper.

Ability to control behavior when encountering stressful situations, such as uncooperative peers, oral presentations, or when encountering necessary deadlines.

 

THIS JOB DESCRIPTION IS NOT INTENDED TO BE AND SHOULD NOT BE CONSTRUED AS AN ALL INCLUSIVE LIST OF ALL THE RESPONSIBILITIES, SKILLS OR WORKING CONDITIONS ASSOCIATED WITH THE POSITION. WHILE IT IS INTENDED TO ACCURATELY REFLECT THE POSITION ACTIVITIES AND REQUIREMENTS, MANAGEMENT RESERVES THE RIGHT TO MODIFY, ADD OR REMOVE DUTIES AND ASSIGN OTHER DUTIES AS NECESSARY. THIS JOB DESCRIPTION DOES NOT CONSTITUTE A WRITTEN OR IMPLIED CONTRACT FOR EMPLOYMENT.

Revision Date - 12/10/14