Management Analyst - City Manager's Office

City of South Gate•South Gate, CA

6d•Onsite

About The Position

Under general supervision, performs varied and complex professional and administrative work in support of the City Manager and City Attorney; conducts administrative studies and analysis of operations in order to solve budget, organizational, program, or procedural problems; acts as staff support to executive level management and authorized committees, commissions, or boards; performs related work as assigned. The Management Analyst to the City Manager is a journey level classification. Under general supervision, incumbents perform a full range of analytical duties to support the City Manager’s Office.

Requirements

Graduation from an accredited college or university with a Bachelor’s degree in public administration, business administration, finance or a related field is required.
Three (3) years of increasingly responsible, related professional experience as part of an executive administrative team.

Nice To Haves

Experience in the legal field as a legal secretary and/or paralegal is desirable.
A Master’s degree in public administration, business administration, finance or related field is desirable.
Bilingual in English and Spanish is desirable.
Possession of a valid California Class C Driver's License and a satisfactory driving record is highly desirable at time of appointment and throughout employment in this position.

Responsibilities

Provides administrative support to the City Attorney for day-to-day matters including, but not limited to, scheduling meetings for the City Attorney, responding to phone calls, emails, and letters on behalf of the City Attorney, and provides customer service to any person or entity requesting information or services from the City Attorney’s Office; maintains all files for the City Attorney’s Office.
Reviews and screens all City Attorney’s emails to prioritize urgency for handling, sets City Attorney’s schedule to respond to those issues, and organizes all incoming work requests in order for the City Attorney to handle when he is present at the City of South Gate.
Handles confidential attorney/client privileged matters related to the City of South Gate; schedule meetings, gathers additional information, and responds appropriately to various stakeholders; functions as the City Attorney’s Office liaison to other City departments, third party claims administrators, or appropriate risk management authority/JPA to obtain/provide information and documents
Reviews all correspondence submitted to the City Attorney’s Office (e.g., emails, U.S. Mail, FedEx, interdepartmental mail, etc.) and prioritizes for review by City Attorney; organizes for City Attorney and creates files related to Summons and Complaints, Public Records Act requests, liability claims, small claims court hearings, court restitution orders, subpoenas for appearances or for information directed to the City.
Drafts, reviews and finalizes staff reports, agreements, resolutions, correspondence and memorandums; assists in budget preparation, expenditure monitoring, and routine performance measurement monitoring; process payments for settlement agreements, depositions, legal experts, and all invoices for outside legal counsel, including the City Attorney’s law firm.
Provides front office support to the City Manager’s Office, including, but not limited to, answering the phone, interacting with members of the public, forwarding public concerns to the appropriate department; provides assistance to elected officials.
May assist in the preparation of the agenda for Department Head Meetings and, at the direction of the City Manager, may attend the Department Head Meetings.
Prepares Personnel Transaction Forms for City Manager’s Office; keeps record of department employees’ and department heads’ home and emergency contact information; may assist in the maintenance of the City Phone Directory and Frequently Asked Questions.
Researches, analyzes data, and prepares recommendations in written or oral form to the City Council, City Manager, City Attorney, Department Director, or other staff.
Assist in processing Public Record Act Requests by sending to various departments, ensuring collection of records, submitting the documents to the City Attorney, and responding to the requests in a timely manner.
Assists in the budget preparation for the City Manager’s Office and inputs the necessary information in the City’s ERP system; processes for payment departmental bills; manages Purchase Orders in the ERP system; monitors department expenditures to ensure compliance with approved budget; monitors and processes the department’s and City Manager’s credit cards for reconciliation and payment purposes.
Reviews and prepares revisions of various department or City policies; assists in the development of written policies, processes and procedures; assists with implementation of and compliance monitoring for contracts; May attend occasional Council or Commission meetings when assigned; provides information on City services, policies and procedures to departments, other agencies and/or citizen groups; prepares written communications regarding City programs, policies or activities for public dissemination; functions as a liaison between City staff and outside agencies or contractors, consultants and vendors; may assist in the writing of RFPs and/or RFQs for professional services; assist in writing grants; may make oral presentations to the City Council, Commissions, or to the public.
May be asked to assist in supporting the City’s elected officials by assisting in processing incoming and outgoing correspondence, calendaring meetings, arranging for travel and/or registration at conferences, initially handle any complaints or concerns from stakeholders directed at an elected official; assists in setting up for City Council meetings to include ordering and setting up food and/or refreshments as directed; be available to support any reasonable requests by an elected official as approved by the City Manager.
When directed by the City Manager, prepares Proclamations and Certificates of Recognition on behalf of City Council Members; assists City Clerk and/or Finance Director in obtaining the signature of the Mayor for documents (e.g., contracts, resolutions, ordinances, pre-paid authorizations, etc.)
Provides administrative support to the City Manager by occasionally coordinating meetings; may assist in the opening and sorting the City Manager’s mail and prioritizes urgency for review; may assist in the preparation of letters of support for or against legislative issues.
May assist in the preparation and reviews agenda bills originating from City Manager’s Office; forwards agenda items to Clerk’s Office for inclusion in the City Council Agenda; assists City Clerk’s Office in obtaining City Manager’s signature for submitted agenda bills.
Performs other related duties as assigned.