Job Descriptions

DEFINITION

Under direction of the City Manager, assists in planning, organizing, and directing overall activities and operations of the City; coordinate activities among and with other departments; may act as City Manager in his/her absence; provide staff assistance to the City Manager and City Council; represents City Manager with City Staff, community organizations, other agencies, and the public; provide direct oversight for Information Technology, Risk Management, and the City’s Homeless programs; and performs other job related work as required.

This position is designated as management for Labor Relations purposes and is considered exempt under the Fair Labor Standards Act (FLSA).

Administrative direction is provided by the City Manager. Direction received consists of assignment of responsibility to obtain objectives. The job incumbent may provide direct supervision to professional and technical staff.

This is a single position classification that acts with a high degree of independence of action. This position provides highly responsible and complex administrative assistance to the City Manager.

This position serves as a member of the City executive team with responsibilities for establishing and overseeing programs and policies that affect multiple departments and the City as a whole; approves and has final responsibility for all written and other types of presentations to the City Council and other commissions, boards and policy adopting bodies; demonstrates professional competence while working as a team member and exercises independent judgment in a number of confidential and sensitive areas; duties and responsibilities are performed in accordance with municipal codes, ordinances, City policy, federal, and state regulating entities.

ESSENTIAL FUNCTIONS: Duties may include, but are not limited to:

• Assist the City Manager in developing, planning, implementing, and administering City-wide goals and objectives, as well as policies and procedures necessary to provide City services; approve new or modified programs, systems, policies, and procedures.
• Perform or supervise comprehensive management analyses in a wide range of municipal policies, organization, and procedures; prepare and present staff reports and other necessary correspondence.
• Under the direction of the City Manager, provide staff assistance to the City Council, committees, commissions, and the City Manager in matters related to a wide variety of City administration activities and programs.
• Review and respond to citizen complaints or requests for information.
• Represent the City Manager at meetings by making presentations to explain program or project status to the City Council or other formal groups and answer questions or arrange or compilation of data to assist in decision making process; act as the City Manager in his/her absence.
• Make recommendations based on negotiations with insurance companies in all areas of municipal liability, worker’s compensation, property and casualty coverage.
• Supervise the investigation, processing, and settlement of liability and worker’s compensation claims against the City.
• Provide expert analysis and advise on matters of risk management, including the review of proposed legislation and court decision.
• Coordinate safety programs.
• Oversee the risk management functions, including workers’ compensation and liability programs, recommending policy and funding changes related to claims administration, claims management, reserving practices, and significant settlements.
• Oversee the employee benefits program, recommend and negotiate changes, consult with brokers and actuaries; recommend funding options to the City Manager.
• Oversee the completion of comprehensive information technology studies; review reports of findings and make recommendations, as appropriate.
• Provide users with cost effective long-range solutions to complex systems and technical problems; develop, justify, acquire, and implement major information technology related projects and programs.

• Advocate for greater support and expansion of homeless programs at all appropriate levels of government.

• Oversee coordination of existing City services for the homeless in areas such as prevention, early intervention, emergency and support services; develop and implement new strategies in collaboration with other agencies.
• Develop, plan, and implement Department goals and objectives; recommend and administer policies and procedures.
• Coordinate activities with those of other service areas and outside agencies and organizations, provide staff assistance to the City Manager, prepare and present reports and other necessary correspondence.
• Direct, oversee and participate in the development of the work plans, assigns work activities, projects and programs, monitors work flow, reviews and evaluates work products, methods and procedures.
• Participate in the development and administration of the budget; direct the forecast of additional funds needed for staffing, equipment, materials, supplies, and services; monitor and approve expenditures; implement mid-year adjustments.

• Conduct research and develops recommendations on City-wide work methods, operation policy and procedures, programs, services and other issues.

• Provide highly responsible administrative staff assistance including conducting specific and comprehensive analysis of a wide range of municipal policies involving organization, procedures, and services.

• Ensure close coordination with other City departments and affected outside groups.

• Make presentations before various groups, including City Council, Commissions, and professional and public meetings, as needed.

• Supervise staff including provision of timely performance evaluations; recommend and implement approved discipline; provide staff development; and maintain high standards necessary for efficient, professional operations.

• Build and maintain respectful and positive working relationships with staff, supervisors, outside agencies and the public using principles of good customer service; provide effective conflict resolution.

• Model appropriate professional management conduct; maintain appropriate confidentiality of sensitive information; comply with and support City policies and procedures, labor laws, and MOU provisions.

• Attend assigned meetings and training; interact with outside agencies and commissions; provide leadership for teams, or committees, as needed.

• Utilize automated equipment to prepare documents and maintain data related to department operations.

• Perform related duties as assigned.

MINIMUM QUALIFICATIONS:

Knowledge of:

• Principles and practices of risk management, risk transfer, and asset protection programs relating to general and financial liability protection; practices and techniques of establishing, maintaining, and modifying a comprehensive risk management program
• Health, life, property, casualty, and liability insurance coverages
• Workers’ compensation law
• Municipal risks and liabilities
• Principles and practices of information technology applicable to business and municipal operations
• Best practices and current information systems technology
• Principles and practices of service provision to the homeless

• Organizational and management practices as applied to the analysis and evaluation of programs, policies, and operational needs.
• Advanced principles, practices, and techniques of public program administration.
• Research methods and sources of information related to a broad range of municipal programs, services, and administration.
• Pertinent Federal, State, and local laws, codes and regulations.
• Municipal structure and organization in a Council/City Manager form of government.
• Principles of employee supervision, career development, and training.
• The concepts of word processing, spreadsheets, micro-computer, and mainframe computer applications.
• Modern methods of records management.

• Safe work practices and related regulations.
• Principles of public speaking, conflict resolution, and excellent customer service.

Ability to:

• Organize, implement, and supervise departmental goals and City objectives.
• Administer a variety of City-wide programs and administrative activities; implement and manage complex system upgrades and/or replacements; manage all aspects of life cycle management for critical systems throughout City departments.
• Interpret and apply Federal, State, and local polices, procedures, laws, and regulations; develop and implement department policies and procedures.
• Supervise, train, and evaluate assigned personnel.

• Prepare a variety of complex and comprehensive reports and documents.
• Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of agency goals.
• Effectively and fairly negotiate appropriate solutions and contracts.
• Prepare and administer a budget, manage resources within budget and policy parameters.
• Plan, organize, direct, and supervise the work professional, technical, and office support staff.

• Make presentations before groups and represent the City in public forums.
• Read and comprehend complex laws and regulations and initiate policies and procedures for their implementation.
• Use computer and needed programs effectively.
• Communicate effectively, orally, electronically, and in writing.
• Establish and maintain cooperative working relationships with City officials, employees, and the general public.

EXPERIENCE

Five years of increasingly responsible experience administrative and managerial experience in a public agency involving strong administrative/executive level management is required, including two years of managerial and supervisory responsibility that would have provided the opportunity to develop the required skills, knowledge and abilities to serve as Deputy City Manager.

EDUCATION

Possession of a Bachelor’s degree from an accredited college or university in business administration, public administration or a closely related field.

DESIRABLE QUALIFICATIONS

Possession of a Master’s degree in Public Administration or a closely related field. Experience is Risk Management is desirable.

LICENSE AND/OR CERTIFICATE

Possession of a valid California Driver’s License in the category necessary to perform essential duties of the position may be required at the time of appointment. Individuals who do not meet this requirement due to a physical disability will be considered for accommodation on a case-by-case basis. Maintenance of a valid California Driver’s license and proof of automobile liability insurance thereafter is a condition of continued employment.

PHYSICAL REQUIREMENTS

Maintain required physical abilities including: Vision adequate to operate vehicles and equipment, read instructions and follow directions; hearing adequate to distinguish mechanical noises, converse on telephone and in person; body mobility adequate to drive and perform required duties; use of hands and fingers adequate for driving, writing, typing and computer related functions; ability to lift tools, files and equipment as needed.