Under direction, performs a variety of para-professional and general professional, routine analytical, technical, programmatic, and administrative duties in support of various administrative and programmatic operations and activities and in providing responsible staff support to a City department, office, and/or program area; coordinates assigned activities with other divisions, outside agencies, and the general public; and supervises, trains, and oversees the work of assigned administrative support staff.

The Management Assistant is a para-professional classification, defined as a "bridge" class. This classification enables positions to acquire experience that may prepare them for the Management Analyst classification. Initially under closer supervision, incumbents at this level perform the more routine administrative and programmatic support and analysis duties while learning City policies, procedures, and specific techniques related to area of assignment and management analysis. As experience is gained, assignments gradually become more diversified and incumbents work with greater independence. Job assignments are in specific departments and/or programs, where incumbents are expected to assist the department head, senior management staff, and/or higher-level analysts with program, operational, and administrative functions. The Management Assistant is often utilized as an office manager with responsibility for planning, coordinating, and implementing office support functions for an assigned department. This position contributes to the overall management of the assigned department by participating in the development of policies and procedures, coordinating with internal and external parties to improve delivery of service, providing guidance on all facets of customer communications, and participating in the development, monitoring, and administration of budgets.

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

Serve in the capacity of an office manager for assigned department, independently planning, administering, and coordinating administrative support functions and services.

Plan, direct, coordinate, and review assigned activities and operations of the department including assigned administrative support, technical, and/or programmatic service areas; assign work activities, projects, and programs; review and evaluate work products, methods, and procedures; meet with staff to identify and resolve problems; recommend improvements in work flow, procedures, and use of equipment and forms; implement improvements as approved.

Participate in the selection, training, and evaluation of assigned administrative support personnel; provide or coordinate staff training; work with employees to correct deficiencies; recommend discipline and termination procedures.

Perform a variety of technical, programmatic, administrative, advanced clerical, and routine staff and analytical duties requiring the application of specific program knowledge and administrative skills in support of a City department, division, program, or function; assume responsibility for specific program area duties; provides assistance in administrative and operating programs as assigned.

Conduct research; prepare, revise, and implement various administrative policies, procedures, rules, and regulations in accordance with sound organizational practices; develop and revise office forms and report formats; establish procedural manual for clerical and administrative support services for assigned areas.

Conduct administrative and/or management studies relating to the activities and operation of the assigned department, office, or program area; conduct the more routine surveys, research, and statistical analysis on administrative, fiscal, and operational issues; collect, compile, and analyze information from various sources on a variety of specialized topics related to programs administered by the position or by management staff; write reports that present and interpret data, identify alternatives, and make and justify recommendations.

Provide staff assistance to management staff; participate on and provide staff support to a variety of committees and boards; prepare and present staff reports and other correspondence as appropriate and necessary; relieve management staff of administrative work including investigating and answering complaints and providing assistance in resolving operational and administrative problems.

Participate in planning, coordinating, implementing, promoting, and overseeing assigned programs, projects, and initiatives; participate in the development and implementation of program goals, objectives, policies, procedures, and priorities; participate in the development and implementation of strategies for the achievement of these goals.

Participate in the identification, planning, development, and implementation of new and/or modified programs that would promote and enhance the mission, goals, and objectives of the City; perform the necessary research and analysis to justify the appropriateness of implementing the proposed program/project; prepare presentation materials and background documentation; participates in monitoring project success using appropriate tracking and feedback systems.

Provide assistance in resolving operational and administration problems; identify problem areas and issues; conduct research to find alternative solutions; make recommendations; assist in implementation of recommendations.

Assist in researching, negotiating, and monitoring assigned contracts and agreements with outside suppliers, service providers, leasing agents, and others; ensure work is performed in compliance with contracts and agreements.

Serve as primary contact and liaison for assigned functions and programs with other City departments and staff, the general public, and outside agencies and organizations; negotiate and resolve sensitive and controversial issues; explain, justify, and defend programs, policies, and activities.

Coordinate assigned services and program/project activities with those of other City programs, functions, departments and staff, boards, committees, and task forces as well as external agencies, groups, and the general public to ensure effective cooperation consistent with optimal efficiency, effectiveness, and economy; coordinate data, resources, and work products as necessary and upon request in support of a productive and positive working environment; participate in representing the assigned area to public and private groups, organizations, and other City groups.

Assist with the budget development process and budget monitoring activities; provide assistance in the development of assigned budget; collect and analyze financial data; review and analyze budget requests and budget changes; make recommendations and obtain final approval for changes; create data tracking and reporting systems; monitor monthly status.

Perform related duties as required.

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:
Organization and operation of municipal government.
Municipal government functions specifically related to program area/project assignments.
Operational characteristics, services, and activities of assigned program.
Basic principles and practices of public administration.
Basic principles and practices of program development and administration.
Work organization and office management principles and practices.
Standard organizational and management practices as applied to the analysis and evaluation of programs, policies, and operational needs related to area of assignment.
Basic techniques and formulae for administrative, financial, and comparative analyses.
Methods and techniques of effective technical, administrative, and financial record keeping, report preparation, and presentation.
Recent developments, research methods, current literature, and sources of information related to assigned programs and service areas.
Terminology used in area of assignment.
Basic principles and practices of budget preparation and administration and grant application and administration principles and practices.
Principles of business letter writing.
Federal, state, and local government organizations.
Principles of supervision, training, and performance evaluation.
Modern office procedures, methods, and equipment including computers and various software packages.
Methods and techniques used in customer service and public relations.
English usage, spelling, grammar, and punctuation.
Pertinent federal, state, and local laws, codes, and regulations.

Ability to:
Oversee, direct, coordinate, and participate in the management of a comprehensive administrative support division or other assigned program area.
Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
Understand, interpret, and apply administrative and departmental policies and procedures as well as pertinent laws, regulations, and ordinances.
Select, train, and evaluate assigned staff.
Supervise, organize and review the work of lower level staff.
Plan, schedule, and review the work and performance of subordinates in a manner conducive to proficient performance and high morale may be required for some positions.
Perform responsible and difficult para-professional and professional analytical, programmatic and administrative duties involving the use of independent judgment and personal initiative.
Participate in the preparation and administration of assigned budgets.
Learn methods and techniques of research and operational and administrative analysis.
Learn to prepare a variety of analytical and financial reports.
Learn to develop policies, procedures, goals, and objectives.
Learn to analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
Plan, coordinate and conduct operational analyses, administrative studies, and special projects.
Research, compile, analyze, and interpret data.
Respond to requests and inquiries from the general public.
Prepare clear, accurate and concise tables, schedules, summaries and other materials in statistical and narrative form.
Establish and maintain various data collection, record keeping, tracking, filing, and reporting systems.
Manage multiple projects simultaneously.
Plan and organize work to meet schedules and time lines.
Operate and use modern office equipment including a computer and various software packages.
Participate in planning, organizing, directing, coordinating, and evaluating assigned programs, projects, events, or technical area.
Properly interpret and make recommendations in accordance with laws, regulations and policies.
Identify and respond to community and organizational issues, concerns, and needs.
Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.
Work in a team based environment to achieve common goals.
Coordinate multiple projects and complex tasks simultaneously.
Meet the physical requirements to safely and effectively perform the assigned duties.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training:
A Bachelor's degree from an accredited college or university with major course work in public administration, business administration, or a related field.

Experience:
One year of administrative and/or programmatic support experience. One year of research, administrative support or analytical experience, preferably in public administration, is desirable.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Work is performed primarily in a standard office setting.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

Confidential
C25
Last Update:09/2021
JD 11/2018