Assistant_to_the_City_Manager_Job_Description_11.27.22-1.pdf

POSITION CLOSES JANUARY 27, 2023 @ 11:59 pm

Job Title: Assistant to the City Manager

Department: City Manager

Reports to: City Manager

FLSA Status: Exempt

Grade: 31

General Statement of Duties

Under the general direction of the City Manager, the Assistant to the City Manager is responsible for assisting in the implementation and execution of a wide variety of municipal services and programs specific to neighborhood and commercial revitalization. Assists the City Manager by conducting research, developing and analyzing policy, implementing programs and services, being responsible for certain budgetary aspects, leading sustainable practices, and managing special projects.

Essential Duties and Responsibilities

• Serves as a project manager for various special projects, programs, and services and develops public policy initiatives for the advancement of the City with a concentration on existing neighborhoods and commercial revitalization. Implements place-making, inclusive engagement/gatherings, and community-building initiatives to build a greater sense of place.
• Works with city staff and community stakeholders, building trust and relationships to provide overall management for projects, special initiatives, and programs.
• Will be a strong relationship builder who can work with and develop mutual respect among staff and the community.
• Assists all departments with writing/preparing grant applications, implementation, and follow-up compliance reporting of grant awards.
• Assists the budget team with overall annual operating budget preparation, planning, and Capital Improvement Plan. Specifically manages budgetary divisions for the City manager, City Attorney, Council, and various special project budgets from time to time.
• Coordinates, researches issues, drafts responses, and provides follow-up to citizen inquiries, legislative matters, or concerns. Coordinate the Engage Brookings citizen response system and Brookings Insights performance management system.
• Serves as the City Manager’s designee on various intergovernmental and advisory boards and commissions, including but not limited to the Sustainability Council, Downtown Committee, and other assigned groups.
• Periodically prepares city council agenda packet items including but not limited to review resolutions, ordinances, agenda items, research memos, and progress reports to assist the City Manager.
• Participates in internal meetings and discussions as a member of the City Manager’s Leadership Team.
• Serves on an as-needed basis on various employee committees working on specialized cross-departmental projects, programs, and initiatives.
• Prepares internal and external written articles and communication items for the City Manager’s Office, including the City Manager’s report, newsletters, and social media.
• Assists the City Manager with the supervision of assigned staff.
• Serve as Acting Deputy City Manager or Acting City Manager in their absence.
• Attends City Council meetings on a regular and frequent basis.

Supervisory Responsibility

• Carry out supervisory responsibilities in accordance with the City’s policies and applicable laws.
• Responsibilities include interviewing, planning, assigning, and directing work; addressing complaints and resolving problems.

Minimum Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

• Bachelors degree in Political Science, Business Administration, or related field. A Master’s degree is preferred.
• Up to three (3) years of progressively responsible public sector experience in an administrative supervisory capacity desired.
• Knowledge and experience relating to the principles, practices, and techniques of public administration.
• Knowledge of budgeting, redevelopment, place-making, community building and planning.
• Ability to effectively communicate professionally with residents, customers, staff, Council, etc., and work cooperatively with others.
• Extensive knowledge and demonstrable experience in operation of computers with ability to operate most recent versions of Microsoft Excel and Microsoft Word and social media platforms.
• Keyboarding skills, with working knowledge of and the ability to use modern office equipment, fax machine, photocopier, typewriter, multi-phone system, etc.
• Ability to maintain confidentiality and integrity of the office and equipment.
• Ability to multi-task and have good organizational skills.

Management Style/Personal Traits

• Be an articulate and effective communicator, both orally and in writing.
• Possess good listening skills, encouraging input on issues from employees and citizens.
• Possess compassion and sensitivity and be thoroughly committed to the principle of equal employment opportunity employment.
• Be sincerely personable and approachable, patient and acting with understanding and empathy who can relate comfortably and effectively with employees and citizens.
• Be a visionary manager, creative and innovative, and able to stimulate and encourage elected Officials and Staff to develop effective ways of looking at community problems and opportunities.
• Possess integrity and exemplify personal characteristics of behavior. Role model standards of personal accountability and ethical excellence to citizens and employees.
• Demonstrate sensitivity and skills toward the development and maintenance of a strong, comprehensive and continuing public relations program which will enhance and sustain a positive image of the City government with other community and regional institutions, the religious community, business organizations, governmental agencies and citizens.
• Be an “idea person” who is creative and innovative with the ability to motivate others to try new methods and programs.

Language Skills

• Ability to read, analyze, and interpret the most complex documents, financial reports, and legal documents.
• Ability to respond to common inquiries or complaints from employees, customers, regulatory agencies, or members of the business community.
• Ability to make effective and persuasive speeches and presentations on controversial or complex topics to various public groups and/or City Council.

Mathematical Skills

• Ability to work with mathematical concepts.
• Ability to apply concepts such as fractions, percentages.

Examination, Testing, and Certification

• Valid Driver’s License and acceptable driving record.
• Successful competition in written and/or oral interviews.

Physical Demands

The physical demands described here 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 functions.

• While performing the duties of this job, the employee is regularly required to sit and talk or hear.
• The employee is frequently required to use hands to finger, handle, or feel.
• The employee must regularly lift and/or move up to 10 pounds.
• Specific vision abilities required by this job include close vision and ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The noise level in the work environment is usually quiet.

Typical Performance Requirements

• Demonstrates responsible revitalization policies and practices.
• Knowledge of community and public facilities, streets and buildings.
• Knowledge of applicable laws, ordinances and regulations.
• Effective communications and positive public relations.
• Leadership effectiveness.
• Demonstrated effectiveness in dealing with public in a diplomatic and tactful manner.
• Effective time management.
• Demonstrates ability to perform duties in a safe manner.

Pre-employment Screening

Pre-employment screening may include, but are not limited to, the following: references, criminal background, credit history, medical history questionnaire, and pre-employment physical.