Library Project Manager - (Management Analyst) (Departmental Promotional Only)

County of San Mateo•San Mateo, CA

About The Position

San Mateo County Libraries is seeking passionate and experienced leaders who are flexible, creative, and committed to delivering exceptional library services. This role is for a Library Project Manager (Management Analyst) who will play a vital role in shaping the library's future, working under the general direction of a division manager. The position is currently focused on the Communications Division, but may be used for additional areas of library services. The Management Analyst role is a full journey-level position responsible for developing and implementing policies and procedures for various projects and programs, including budget, contract, and human resources administration, management analysis, and program evaluation. Incumbents provide administrative support and serve as a professional resource for organizational, fiscal, human resources, managerial, and operational analyses. The work involves interpreting and applying policies, procedures, and regulations, with incumbents receiving occasional instruction for new or unusual situations.

Requirements

Four years of professional experience managing or coordinating projects, programs, operations, or organizational initiatives.
Knowledge of project and/or program management, analytical processes, and report preparation techniques.
Working knowledge of business administration and/or public administration.
Knowledge of organizational and management practices as applied to the analysis, evaluation, development, and implementation of programs, policies, and procedures.
Knowledge of principles of mathematical and statistical computations.
Knowledge of research and reporting methods, techniques, and procedures.
Knowledge of modern office practices, methods, and computer equipment and applications related to the work.
Knowledge of English usage, grammar, spelling, vocabulary, and punctuation.
Knowledge of applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
Knowledge of principles and practices of public administration as applied to operational unit and program administration.
Knowledge of principles and practices of county management and government.
Knowledge of sources of information related to a broad range of library programs, services, and administration.
Knowledge of basic principles, practices, and procedures of funding sources and grant funds disbursement.
Knowledge of principles and practices of contract administration and evaluation, public agency budget development and administration, and sound financial management policies and procedures.
Knowledge of recent and ongoing developments, current literature, and sources of information related to the operations of the assigned division.
Knowledge of record-keeping principles and procedures.
Knowledge of techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and Library staff.
Ability to assist in the development of goals, objectives, policies, procedures, and work standards for the department.
Ability to coordinate and oversee programmatic administrative, budgeting, and/or fiscal reporting activities.
Ability to perform responsible and difficult administrative work involving the use of independent judgment and personal initiative.
Ability to evaluate and develop improvements in operations, procedures, policies, or methods.
Ability to prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
Ability to interpret, apply, explain, and ensure compliance with applicable Federal, State, and local policies, procedures, laws, and regulations.
Ability to establish and maintain a variety of filing, record-keeping, and tracking systems.
Ability to organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
Ability to operate and maintain modern office equipment, including computer equipment and specialized software application programs.
Ability to use English effectively to communicate in person, over the telephone, and in writing.
Ability to establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Ability to use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations.

Nice To Haves

Master’s degree from an accredited college or university in business administration, public administration, project management, communications, public relations, or a closely related field.

Responsibilities

Plans, oversees, and administers department-specific programs and projects.
Monitors project workloads, resources, timelines, and support systems; identifies opportunities for process improvement; and develops recommendations that maximize resources, control costs, and support successful project outcomes.
Develops and standardizes project management procedures and workflows to improve the efficiency and effectiveness of library programs, services, and operations.
Coordinates cross-functional project teams involving library staff, leadership, vendors, community partners, and other stakeholders to ensure projects remain aligned with organizational priorities.
Facilitates project meetings and stakeholder discussions, preparing agendas, documenting decisions and action items, and ensuring follow-through.
Coordinates communications related to major library projects and initiatives, translating complex information into clear, audience-appropriate messaging for staff, patrons, community partners, and other stakeholders.
Tracks and evaluates communications project outcomes using engagement data, analytics, audience feedback, and other performance measures; identifies trends and recommends improvements.
Manages communications calendars, workflows, and production schedules, coordinating deadlines for web content, social media, newsletters, print materials, digital displays, media outreach, and other communications.
Develops communication plans and stakeholder updates to ensure staff and partners are informed of project objectives, progress, changes, and outcomes.
Develops, reviews, and edits communications materials to ensure accuracy, clarity, accessibility, consistency with library standards, and alignment with organizational goals and brand guidelines.
Communicates orally, in writing, or through graphic representations and statistical summaries with colleagues, managers, employees, the public, and representatives of various organizations.
Serves as a liaison to public and private organizations, community groups, and other organizations; provides information and assistance to the public regarding the assigned projects and programs; receives and responds to complaints, requests, and questions relating to the assigned area of responsibility.
Ensures compliance with Federal, State, County, and funding agency regulatory and reporting requirements and applicable laws, regulations, and professional practices.
Attends meetings, conferences, workshops, and training sessions and reviews publications and related materials to become and remain current on principles, practices, and new developments in assigned work areas.
May participate in the selecting, training, motivating, and evaluating assigned staff; directs the work activities of assigned staff; prioritizes and coordinates work assignments; provides or coordinates staff training; reviews work for accuracy; works with employees to correct deficiencies.
Performs other duties as assigned.