Assistant to the City Manager

Description

Under the general direction of the City Manager, the Assistant to the City Manager will provide administrative and analytical support, oversee assigned personnel, and represent the City Manager’s office at various meetings and events, when applicable.

The ideal candidate is a self-motivated, solutions-oriented public administration professional with a demonstrated ability to manage complex administrative projects, provide sound policy analysis, and communicate effectively with diverse stakeholders. This individual excels in a fast-paced, politically engaged environment and thrives when collaborating across departments and agencies to support the City's mission and strategic goals.

Representative Sample of Key Responsibilities

• Manage and supervise assigned programs within the City Manager’s office and provide responsible staff support to the City Manager and Assistant City Manager
• Assist in coordinating and preparing the annual City budget
• Facilitate meetings, conduct research, and prepare correspondence, reports, and other materials
• Respond to and resolve difficult and sensitive inquiries and complaints with tact and professionalism
• Provide administrative support to the City Council, including preparation of confidential and sensitive documents.
• Research, analyze, and prepare reports, resolutions, and ordinances
• Facilitate staff training and evaluation processes
• Act as liaison with regional organizations and represent the City in external meetings and community engagements.
• Perform other duties as assigned

Examples of Duties

Management reserves the right to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Manages and supervises assigned programs within the City Manager’s office and provides responsible staff assistance and support to the City Manager
• Assists the City Manager and Assistant City Manager in coordinating and preparing the annual City budget
• Performs a variety of administrative support functions for the City Manager and Assistant City Manager including facilitating meetings, conducting research and preparing correspondence, reports and related material
• Responds to and resolves difficult and sensitive complaints and inquiries; provides general and specialized information and assistance within area of assignment that may require the use of judgment, tact, and sensitivity and the interpretation of policies, rules, and procedures as appropriate; manages City-wide referral system to ensure City Council, citizen, and administrative referrals are handled in a timely manner
• Provides administrative and analytical support to members of the City Council, the City Manager and the Assistant City Manager; prepares memoranda, correspondence, and other documents and reports, often of a highly sensitive and confidential nature; ensures materials and reports for signature are accurate and complete; proofreads materials for accuracy, completeness, and compliance with City standards, policies, and procedures
• Researches, compiles and analyzes information from various sources; prepares reports which present and interpret data and identify alternatives; makes and justifies recommendations, and drafts resolutions and ordinances
• Provides and coordinates staff training and evaluation procedures
• Explains and interprets programs, policies and activities related to an assigned area; negotiates and resolves sensitive and controversial issues
• Facilitates executive team meetings; collaborates and confers with Department Heads and prepares action summaries.
• Serves as the City’s liaison to regional organizations
• Represents the City in relations with the community, advisory committees, local, county, state and Federal agencies and professional organizations
• Provides supervision to assigned personnel
• Performs other duties as assigned

Typical Qualifications

Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills and abilities is qualifying. A typical way to obtain the required qualifications would be:

• Must possess and maintain a valid California class C driver license and have a satisfactory driving record

Supplemental Information

Knowledge of:

• Principles, practices and procedures of public administration and management, including methods of analysis and evaluation of administrative procedures
• Organizational and management practices as applied to the analysis and evaluation of projects, programs, policies, procedures and operational needs; principles and practices of municipal government administration
• Functions of public agencies, including the role of an elected Council and appointed boards and commissions
• Principles and practices of municipal budget preparation and administration
• Rules and procedures governing the notice and conduct of public meetings
• Sources of information related to a broad range of municipal programs, services and projects
• Applicable Federal, state, and local laws, codes and regulations
• Basic terminology, methods, techniques and practices of the operation and maintenance of network and personal computer hardware and software, including word processing, spreadsheet, database and graphics applications
• Modern office practices, methods and computer equipment; related software application
• Methods and techniques for report writing and presentations, contract negotiations, business correspondence and information distribution; research and reporting methods, techniques and procedures
• Records management principles and procedures including record keeping and filing principles and practices
• Principles and practices of sound business communication
• Techniques for effectively representing the City in contacts with government agencies, community groups and various business, professional, regulatory and legislative organizations
• Techniques for dealing effectively with the public, vendors, contractors and City staff, in person and over the telephone
• Techniques for providing a high level of customer service to the public and City staff, in person and over the telephone

• Planning, organizing and carrying out a full range of administrative and analytical assignments from the City Manager with minimal supervision and direction
• Performing difficult and complex analysis and research on a variety of administrative topics, identifying alternative solutions, projecting consequences of proposed actions, and implementing recommendations in support of goals
• Assisting with the planning and management of department programs and services.
• Effectively representing the City and the department in meetings with governmental agencies, contractors, vendors, and various businesses, professional, regulatory and legislative organizations
• Analyzing problems, identifying alternative solutions, projecting consequences of proposed actions and implementing recommendations in support of goals
• Operating modern office equipment including computer equipment; operating related software applications, including word processing, spreadsheet operations and other related areas including research and statistical analysis
• Preparing clear and concise reports, correspondence, policies, procedures and other written materials
• Using English effectively to communicate in person, over the telephone and in writing
• Using tact, initiative, prudence and independent judgment within general policy and legal guidelines in politically sensitive situations
• Establishing and maintaining effective working relationships with those contacted in the course of the work

Having trouble logging in? Contact the NEOGOV Applicant Support Hotline Toll Free at (855) 524-5627.

Need an Accommodation? If you have questions or need special accommodation with the recruitment process, please contact Human Resources at (310) 456-2489 ext. 488. The City of Malibu is an equal opportunity employer.