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 Economic Development Department leads investment and business growth, retention, and expansion in Anaheim, including revitalization of the commercial hubs of the city’s neighborhoods. Applicants must possess at least one (1) year of routine research, administrative support, or analytical experience—preferably in public administration—supplemented by completion of 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. The ideal candidate is well‑organized, highly motivated, and passionate about serving the Anaheim community. Typical Functions Perform a variety of technical, programmatic, administrative, and routine staff and analytical duties requiring specific program knowledge and administrative skills in support of 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 procedural manual for assigned areas. Conduct management studies relating to the activities and operation 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 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 in 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; participate in monitoring project success using appropriate tracking and feedback systems. Provide assistance in resolving operational and administrative problems; identify problem areas and issues; conduct research to find alternative solutions; make recommendations; assist in implementation of recommendations. 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 for equipment and services; participate in the preparation of contracts; ensure work is performed in compliance with contracts and agreements. 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. Maintain and monitor assigned accounts; determine appropriate expense allocations; resolve billing payment and reporting discrepancies. May serve as a primary or secondary contact and liaison for assigned functions and programs with other City departments and staff, the general public, and outside agencies and organizations; assist with and provide support in the negotiation and resolution of sensitive and controversial issues; explain programs, policies, and activities. May assist in establishing and administering departmental records management processes; establish effective filing systems. May 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 workflow, procedures, and use of equipment and forms; implement improvements as approved. May 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 related duties as required. Experience and Education One (1) year of routine research, administrative support, or analytical experience—preferably in public administration—is desirable, supplemented by completion of twelfth grade and college‑level coursework or specialized training in public administration, business administration, or a related field; a bachelor’s degree is highly desirable. An equivalent combination of experience and education sufficient to perform the essential job functions and provide the required knowledge and abilities is qualifying. Knowledge of Operational characteristics, services, and activities of the 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 the 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 the 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; 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; principles of supervision and training (may be required for some positions). Ability to Perform responsible analytical, programmatic, and administrative duties involving independent judgment and personal initiative; prepare and administer assigned budgets; learn methods and techniques of research and operational and administrative analysis; prepare a variety of analytical and financial reports; develop policies, procedures, goals, and objectives; analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals; coordinate operational analyses, administrative studies, and special projects; compile, analyze, and interpret data; prepare clear, accurate, and concise tables, schedules, summaries, and other materials in statistical and narrative form; establish and maintain data collection, record keeping, tracking, filing, and reporting systems; manage multiple projects simultaneously; plan and organize work to meet schedules and timelines; interpret and make recommendations in accordance with laws, regulations, and policies; understand the organization and operation of the City and of outside agencies; apply administrative and departmental policies and procedures as well as pertinent laws, regulations, and ordinances; oversee, direct, coordinate, and participate in the management of an assigned program area; select, train, and evaluate assigned staff (may be required); supervise, organize, and review work of lower level staff (may be required); plan, schedule, and review work and performance of subordinates (may be required); operate and use modern office equipment including a computer and various software packages; respond to community and organizational issues, concerns, and needs; handle requests and inquiries from the general public; 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 of critical and sensitive information, records, and reports; communicate clearly and concisely, orally and in writing; and establish and maintain effective working relationships with those contacted in the course of work. License/Certification Required Possession of an appropriate, valid driver’s license. Environmental Conditions Work is performed primarily in a standard office setting with some 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, and/or pull light to moderate amounts of weight; operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and verbally communicate to exchange information. Equal Opportunity Employer Equal Opportunity Employer. #J-18808-Ljbffr City-of-Anaheim-