Management Assistant I - Economic Development

The Economic Development Department seeks a talented Management Assistant I to provide various technical, budgetary, program implementation, and administrative support duties. The Department leads investment and business growth, retention, and expansion in Anaheim, including revitalizing the commercial hubs of the city’s neighborhoods. Candidates must possess at least one (1) year of routine research, administrative support, or analytical experience, preferably in public administration, and a completion of the twelfth grade and college level coursework or specialized training in public administration, business administration, or a related field. A Bachelor’s degree and experience with program management and/or program administration is highly desirable. Essential Functions Perform a variety of technical, programmatic, administrative, and routine staff and analytical duties requiring specific program knowledge and administrative skills to support a City department, division, program, or function. Assume responsibility for specific program area duties and provide assistance in administrative and operating programs as assigned. Conduct research; prepare, revise, and implement administrative policies, procedures, rules, and regulations in accordance with sound organizational practices; develop and revise office forms and report formats; establish a procedural manual for assigned areas. Conduct management studies relating to activities and operations of the assigned department, office, or program area; conduct 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; write reports presenting data, identifying alternatives, and making and justifying recommendations. Provide staff assistance to management staff; participate in and provide support to committees and boards; prepare and present staff reports and correspondence; relieve management staff of administrative work, including investigating and answering complaints and resolving operational and administrative problems. Participate in planning, coordinating, implementing, promoting, and overseeing assigned programs, projects, and initiatives; develop and implement program goals, objectives, policies, procedures, and priorities; implement strategies for achieving these goals. Participate in identification, planning, development, and implementation of new or modified programs that promote the mission, goals, and objectives of the City; perform necessary research and analysis to justify proposed programs; prepare presentation materials and background documentation; monitor project success using appropriate tracking and feedback systems. Assist in resolving operational and administrative problems; identify problem areas and issues; research alternative solutions; make recommendations; assist in implementation. Assist in researching, negotiating, developing, and monitoring assigned contracts and agreements with outside suppliers, service providers, leasing agents, and others; prepare specifications and bid packages; review bids and recommend vendor selection; participate in contract preparation; ensure compliance with contracts. Coordinate assigned services and program activities with other City programs, functions, departments, boards, and task forces, as well as external agencies, groups, and the public to ensure effective cooperation. Assist with budget development and monitoring; develop assigned budget; collect and analyze financial data; review and analyze budget requests and changes; make recommendations and obtain approvals; create data tracking and reporting systems; monitor monthly status. Maintain and monitor assigned accounts; determine appropriate expense allocations; resolve billing, payment, and reporting discrepancies. Serve as a primary or secondary contact and liaison for assigned functions and programs; assist in negotiating and resolving sensitive and controversial issues; explain programs, policies, and activities. Assist in establishing and administering departmental records management processes and filing systems. Plan, coordinate, and review assigned activities and operations; assign work activities, projects, and programs; review and evaluate work products; meet with staff to identify and resolve problems; recommend workflow and procedural improvements. Participate in 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 related duties as required. Qualifications Experience and Education: One (1) year of routine research, administrative support, or analytical experience, preferably in public administration. Completion of the twelfth grade and college level coursework or specialized training in public administration, business administration, or a related field is desirable; a Bachelor’s degree is highly desirable. An equivalent combination of experience and education that enables the candidate to perform the essential job functions is qualifying. Knowledge of: Operational characteristics, services, and activities of the assigned program; basic principles and practices of public administration, program development, and administration; work organization and office management principles; standard organizational and management practices; basic principles of budgeting and grant administration; business letter writing; federal, state, and local government organizations; modern office procedures, methods, and equipment including computers and software packages; customer service and public relations techniques; English usage, spelling, grammar, and punctuation; pertinent federal, state, and local laws, codes, and regulations; supervision and training principles. Ability to: Perform analytical, programmatic, and administrative duties using independent judgment; prepare and administer budgets; conduct research; develop policies, procedures, goals, and objectives; analyze problems, identify alternatives, and implement recommendations; coordinate and evaluate programs, projects, and events; establish and maintain data collection, record keeping, and reporting systems; manage multiple projects simultaneously; plan and organize work to meet schedules; interpret and apply policies and laws; oversee program areas; supervise staff; operate office equipment and computer software; communicate clearly and maintain confidentiality; establish effective working relationships. License/Certification Required: Possession of an appropriate, valid driver’s license. Environmental Conditions: Work is performed primarily in a standard office setting with occasional travel to different sites. Physical Conditions: Primary functions require sufficient physical ability and mobility to work in an office setting: stand or sit for prolonged periods; occasionally stoop, bend, kneel, crouch, reach, and twist; lift, carry, push, or pull light to moderate amounts of weight; operate office equipment requiring repetitive hand movements; verbally communicate to exchange information. Equal Opportunity Employer: The City of Anaheim is an equal opportunity employer and encourages applications from all qualified individuals. #J-18808-Ljbffr