Management Assistant

The City of Indian Wells is seeking a Management Assistant to join its Public Works Department. Under general administrative direction, the Management Assistant provides administrative, budgetary, grant, and workflow support; monitors contract work; develops, summarizes, and maintains administrative and fiscal records; fosters cooperative working relationships among City departments; serves as a liaison with community, public, and regulatory agencies; and performs related duties as required.

• Assists in developing goals, objectives, policies, procedures, work standards, and administrative control systems for the departmental program to which assigned; monitors revenues and expenditures; identifies and recommends resolutions for operational and administrative problems related to the assigned function(s) or program(s); assists in marketing assigned program(s) and services to the public and other stakeholders; monitors and conducts inspections to ensure compliance.
• Coordinates and performs professional-level administrative and programmatic work including administration and reporting, tracking of statistical and/or financial data and information, assistance with budgets, database management, contract administration, management analysis, grants, purchasing, public information, program evaluation, and compliance with applicable Federal, State, and local laws, rules, regulations, policies, procedures, City ordinances, and other standards; works with stakeholders, customers, patrons, and/or residents to abate compliance violations.
• Serves as a liaison to other staff, the public, and public and private organizations, community groups, and other organizations; provides information and assistance to the public regarding the assigned program and services; receives and responds to complaints and questions relating to the assigned area of responsibility; reviews problems and recommends corrective actions; addresses and resolves any program violations.
• Conducts a variety of analytical and operational studies regarding departmental and programmatic activities, including operational or administrative issues or questions; assists with the development and implementation of budgetary, administrative, procedural, and/or operational changes; prepares comprehensive technical records and reports.
• Prepares and submits City Council agenda reports and various other commission, committee, and staff reports, resolutions, ordinances, and correspondence regarding assigned activities.
• Confers with other management staff regarding provision of administrative and support services, including contracts, agreements, and grant reporting.
• Maintains accurate records and files; develops storage of records and retention schedules.
• Assists with and coordinates and organizes community events; represents City to residents in explaining City policies; provides outreach and public education programs to the community.
• 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, organized employee groups and representatives of various organizations.
• Performs other duties as assigned.

Knowledge of:

• Basic principles and practices of municipal management and government. Basic principles, practices, and procedures of funding sources and grant funds disbursement.
• Project and/or program management, analytical processes, and report preparation techniques; municipal programs such as, but not limited to, environmental, budgeting, public information, and other related governmental programs.
• Basic principles and practices of public administration as applied to program administration.
• Research and reporting methods, techniques, and procedures. Sources of information related to a broad range of municipal programs, services, and administration.
• Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
• Basic public relations techniques. Principles and practices of contract administration and evaluation; public agency budget and grant development and administration, and sound financial management policies and procedures.
• Recent and on-going developments, current literature, and sources of information related to the assigned project(s) or program(s). Record keeping principles and procedures.
• Modern office practices, methods, and computer equipment and applications related to the work. English usage, grammar, spelling, vocabulary, and punctuation.
• Techniques for effectively representing the City in contacts with governmental agencies, community groups, and various business,

Any combination of training and experience that provides the required knowledge, skills, and abilities is qualifying. Typical qualifications include education equivalent to graduation from an accredited four-year college or university with major coursework in business administration, public administration, or a related field. No experience is required; however, one (1) year of responsible professional or technical administrative experience in municipal government is desirable. License/Certificate: Possession and maintenance of a valid California Class C driver’s license and a satisfactory driving record are required.