Management Analyst

Management Analyst

Under general direction, provides administrative, programmatic, budgetary, grant and work-flow support to an assigned department; analyzes departmental practices and procedures and makes recommendations for organizational, operational, policy and procedural improvements; develops, summarizes and maintains programmatic, administrative and fiscal records; directs, oversees and manages one or more department specific programs, special projects and studies and performs related administrative support functions; fosters cooperative working relationships among City departments and acts as liaison to various community, public and regulatory agencies; performs related duties as assigned.

The City of Malibu is seeking an energetic and dynamic professional who thrives in fast-paced, collaborative environments. The ideal candidate brings a natural enthusiasm to their work, consistently motivating both themselves and others. A candidate who is team-oriented, values collective success and open communication, and comfortable contributing across various departments to achieve shared goals.

The Management Analyst will be a generalist that can support a variety of intradepartmental operations and special projects of the Public Works Department. The ideal candidate has experience working on high visibility projects, and is comfortable working with lobbyists, elected officials, and municipal management both internal and external to the City. A successful candidate can work on Department-level items to help with project management and analyze efficiencies, while also growing into an organization leader. The candidate will bring a positive energy and a can-do spirit by not being afraid to jump into any assignment, even if not familiar with the subject matter but quickly learning and finding solutions. The ideal candidate will thrive in a fast-paced environment and be ready to make the role their own.

The Management Analyst shall be adept at or able to quickly learn the skills of, but not limited to: Project Management, Policy Development and Implementation, Strategic Planning, Succession Planning, Legislation, Process Improvement, and Stakeholder Engagement.

If you are an individual who embraces change, adapts and adjusts quickly to shifting priorities, and remains composed and effective in the face of ambiguity, then you should join the City of Malibu. One must be creative, bringing fresh perspectives and innovative problem-solving approaches to the table, and not afraid to challenge conventional thinking to improve outcomes. You must understand and appreciate good governance while fully respecting policies and procedures.

Finally, we seek a candidate who demonstrates a high degree of resilience, showing persistence and positivity while overcoming ever-changing demands of the workplace. One who learns from challenges; yet bounces back quickly and continuously seeks improvement both personally and professionally while fully committing and dedicating service to the community and all the constituents of the City of Malibu.

Examples of Duties

• Assists in developing goals, objectives, policies, procedures, work standards and administrative control systems.
• Coordinates, oversees, and performs professional-level administrative work in such areas as program and budget development and administration, grants, purchasing, contract administration, management analysis, public information, and program evaluation.
• Provides administrative support to assigned department, division, and/or commission; takes on the role of Recording Secretary/Clerk of the Board at commission meetings; updates relevant information and updates applicable web pages.
• Develops and participates in the administration of program, division, department and/or capital project budgets; gathers and analyzes revenue and expense data and information; reviews departmental budget submittals for accuracy, completeness, and the appropriate allocation of funds; prepares justifications for changes, new services, or additional costs.
• Leads in the development and implementation of key departmental and City projects related to the goals and functions of the department.
• Prepares grant applications and administers grant programs including preparing, analyzing, and tracking grant reports, reimbursements, and other financial information; prepares written reports as required by permitting or granting agencies; ensures compliance with grant requirements.
• Prepares and submits a variety of staff reports, resolutions, ordinances, and correspondence regarding assigned departmental or operational activities.
• Prepares or assists in the preparation of requests for proposals and bids and administers consultant contracts.
• Receives, reviews, and responds to requests for documents including subpoenas; oversees and maintains accurate records and files; provides for storage of records and retention schedules.
• Conducts a variety of analytical and operational studies regarding departmental and programmatic activities; evaluates alternatives, makes recommendations, and assists with the implementation of procedural, administrative and/or operational changes after approval.
• Plans, organizes, and oversees special projects that require coordination with and direction of contract consultants.
• Participates on a variety of interdisciplinary committees and commissions and represents the City to a variety of community and stakeholder groups.
• Communicates orally, in writing or through graphic representations and statistical summaries with colleagues, managers, employees, the public, community groups, and representatives of various organizations.
• Acts as liaison to the public; responds to telephone and website inquiries.
• Observes and complies with all City and mandated safety rules, regulations, and protocols.
• Performs related duties as required.

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:

Education:

Equivalent to a bachelor's degree from an accredited college or university with major coursework in business or public administration, accounting, economics, or a related field.

Experience:

Three (3) years of increasingly responsible administrative, budgetary, operational, or program management experience.

Licenses and Certifications:

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

Supplemental Information

Knowledge of:

• Principles and practices of project and/or program management including planning, development, implementation, monitoring and evaluation.
• City-wide as well as departmental and divisional administrative procedures, practices, and principles.
• Budget development, monitoring and tracking techniques.
• Records management principles and practices.
• Basic organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions.
• Principles and practices of business and public administration as applied to citywide operations, programs, projects, and activities.
• Principles and techniques of conducting analytical studies, evaluating alternatives, making sound recommendations, and preparing and presenting effective and technical reports.
• Applicable federal, state, and local laws, codes, and regulations as well as industry standards and best practices pertinent to the assigned area of responsibility.
• City and mandated safety rules, regulations, and protocols.
• Techniques for providing a high level of customer service, by effectively dealing with the public, vendors, contractors, and City staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability to:

• Assist in developing and implementing goals, objectives, practices, policies, procedures, and work standards.
• Develop, implement, and administer administrative services for a department or unit.
• Coordinate and oversee departmental and programmatic administrative, budgeting, and fiscal reporting activities.
• Plan and conduct effective management, administrative, and operational studies.
• Maintain and direct the maintenance of accurate records and files in both hard copy and computer format.
• Work with contract consultants on a project basis.
• Make accurate arithmetic, financial and statistical computations.
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
• Effectively represent the department and the City in meetings with governmental agencies; community groups; various business, professional, and regulatory organizations; and in meetings with individuals.
• Prepare clear and concise reports, correspondence, documentation, and other written materials.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.