Management Analyst

City of Calabasas•Calabasas, CA

About The Position

Under direction, the Management Analyst performs complex professional administrative and analytical work supporting departmental functions. The position conducts research, analysis, and program or process evaluation; prepares reports, technical documents, correspondence, and presentation materials; supports procurement, contract, grant, budget, and special fund administration; and serves as a liaison with City departments, outside agencies, and the public. This journey-level role independently handles complex technical and administrative duties related to department operations, programs, budgets, grants, and special projects, exercising judgment and initiative while following established policies and procedures. The position receives direction from assigned management personnel and may provide technical and functional direction and training to lower-level staff. The role also supports program implementation and compliance, public information and outreach, community engagement, public meetings, administrative hearings, records requests, risk management, workers’ compensation, accessibility compliance, and emergency operations continuity. Employees work primarily in an office environment, may visit various sites, and may be required to work extended hours, including evenings, weekends, and holidays. City employees serve as Disaster Service Workers during emergencies.

Requirements

Equivalent to a bachelor’s degree from an accredited college or university, with major coursework in public or business administration, finance, accounting, economics, political science, or a related field.
Three years of progressively responsible experience performing analytical, administrative, or program evaluation work in support of organizational operations, budgeting, policy development, or service delivery.
Knowledge of public agency organization, structure, and functions, including the roles of elected officials and appointed boards and commissions.
Knowledge of public-sector administrative procedures, research and data collection, report preparation, arithmetic and statistical concepts, procurement and contract administration, budget monitoring, grant and special fund administration, and records management.
Knowledge of public meeting procedures and applicable open meeting requirements, public records processing, public information and outreach, applicable laws and regulations, safety protocols, customer service techniques, English usage, and relevant business equipment and software.
Ability to analyze administrative, operational, procedural, organizational, and financial problems; evaluate alternatives; and reach sound, fact-based conclusions and recommendations.
Ability to prepare clear and concise reports, correspondence, documentation, and other written materials.
Ability to compile budget and expenditure information and supporting documentation and prepare summaries within established guidelines.
Ability to interpret and apply applicable laws, regulations, policies, and procedures within established guidelines.
Ability to prepare procurement and contract documents, track requirements and deliverables, and document follow-up actions.
Ability to compile grant and special fund documentation and organize supporting materials for reporting and audits.
Ability to prepare meeting materials and document meeting outcomes and follow-up items.
Ability to plan and coordinate event logistics, communications, and collaboration supporting department programs and community engagement.
Ability to compile, organize, and track responsive documents for public records requests, subpoenas, and related requests.
Ability to maintain accurate paper and electronic records; use discretion and handle sensitive information appropriately.
Ability to organize work independently, set priorities, meet deadlines, follow up on assignments, and use initiative and judgment within established guidelines.
Ability to use relevant computer systems, software applications, and modern business equipment.
Ability to communicate clearly and concisely, orally and in writing, and maintain effective working relationships.
As assigned, possession of a valid California Driver’s License, or evidence of equivalent mobility, maintained throughout employment.

Responsibilities

Collect, compile, analyze, and summarize information on City or departmental programs, operations, policies, and services; prepare findings and recommendations.
Prepare staff reports, technical documents, correspondence, presentation materials, and supporting information for management and public meetings.
Research, analyze, and evaluate operational, administrative, and program issues; develop recommended solutions and supporting documentation.
Participate in developing and implementing project and program goals, objectives, and policies; draft procedures, standards, and guidelines.
Prepare requests for proposals and solicitation materials; organize and summarize responses; prepare evaluation tools and contract documents; route materials for review and approval.
Track contract requirements and status; monitor contractor, consultant, and vendor deliverables and compliance; document follow-up and elevate issues through established channels.
Build and maintain databases, spreadsheets, logs, tracking tools, records, and project files.
Participate in budget preparation and administration; compile financial and operational data; track expenditures; review invoices; prepare invoice, purchase order, and budget adjustment requests and summaries.
Administer grant and special fund activities, including identifying funding opportunities and preparing or compiling applications, reports, compliance documentation, and audit materials.
Conduct program implementation and compliance activities; prepare reports and documentation; maintain records; conduct inspections, investigations, and site visits as appropriate.
Respond to inquiries and complaints from residents, businesses, and other stakeholders; coordinate responses and compile documents for subpoenas and public records requests.
Serve as a liaison with City departments, divisions, outside agencies, and other parties; coordinate assigned services and operations.
Provide staff support to commissions, committees, and task forces by preparing meeting materials, supporting logistics, and documenting meeting outcomes and follow-up items.
Support administrative hearings and appeals by compiling case materials, maintaining records, and preparing documentation for payment arrangements or other administrative actions.
Prepare public information and outreach materials, including brochures, flyers, newsletters, web content, and social media content; support department projects, initiatives, and events.
Plan, coordinate, and participate in department-sponsored events, programs, and community engagement activities, including logistics and coordination with City departments and external partners.
Perform risk management, workers’ compensation, accessibility compliance, and emergency operations continuity activities; prepare related notices, training materials, and tracking tools; participate in Emergency Operations Center activities during activations.
Maintain recordkeeping and filing systems in accordance with retention requirements and established procedures.
Observe and comply with City and mandated safety rules, regulations, and protocols; perform other duties as assigned.