Management Assistant

Indian Wells, City of•Indian Wells, CA

About The Position

The City of Indian Wells is seeking a Management Assistant for its Public Works Department. Under general administrative direction, this position 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; and serves as a liaison with community, public, and regulatory agencies. The position also performs related duties as required. The Management Assistant supports departmental goals, policies, procedures, work standards, and administrative controls; monitors revenues and expenditures; assists with program marketing, inspections, and compliance; and performs professional-level administrative and programmatic work in areas such as reporting, data tracking, budgeting, database management, contract administration, management analysis, grants, purchasing, public information, program evaluation, and regulatory compliance. The role responds to public inquiries and complaints, conducts analytical and operational studies, recommends corrective actions and administrative or budgetary changes, and prepares technical records and reports. The position prepares City Council agenda reports and other commission, committee, and staff materials, including resolutions, ordinances, and correspondence. It maintains records and retention schedules; helps organize community events and outreach; explains City policies to residents; participates in committees and commissions; and represents the City to community and stakeholder groups. Work includes communicating with colleagues, managers, employees, the public, organized employee groups, and representatives of various organizations.

Requirements

Any combination of training and experience that provides the required knowledge, skills, and abilities is qualifying.
Education equivalent to graduation from an accredited four-year college or university, with major coursework in business administration, public administration, or a related field.
Possession and maintenance of a valid California Class C driver’s license and a satisfactory driving record.
Knowledge of basic principles and practices of municipal management and government.
Knowledge of funding sources and grant-fund disbursement practices and procedures.
Knowledge of project or program management, analytical processes, and report preparation techniques.
Knowledge of municipal programs, including environmental, budgeting, public information, and related governmental programs.
Knowledge of public administration as applied to program administration, research and reporting methods, and sources of information about municipal programs and services.
Knowledge of applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to the assigned area.
Knowledge of public relations techniques, contract administration and evaluation, public agency budgeting and grant administration, and sound financial management policies and procedures.
Knowledge of record-keeping principles and procedures, modern office practices, computer equipment and applications, and English usage, grammar, spelling, vocabulary, and punctuation.
Ability to effectively represent the City in contacts with governmental agencies, community groups, and businesses.

Nice To Haves

One year of responsible professional or technical administrative experience in municipal government is desirable.

Responsibilities

Assist in developing departmental goals, objectives, policies, procedures, work standards, and administrative control systems.
Monitor revenues and expenditures and identify and recommend resolutions to operational and administrative problems.
Assist in marketing assigned programs and services to the public and other stakeholders; monitor and conduct inspections to ensure compliance.
Perform administrative and programmatic work, including administration and reporting, statistical and financial data tracking, budget assistance, database management, contract administration, management analysis, grants, purchasing, public information, program evaluation, and compliance.
Work with stakeholders, customers, patrons, and residents to address compliance violations.
Serve as a liaison to City staff, the public, public and private organizations, community groups, and other organizations; provide program information and respond to questions and complaints.
Review problems, recommend corrective actions, and address and resolve program violations.
Conduct analytical and operational studies of departmental and program activities and assist with budgetary, administrative, procedural, and operational changes.
Prepare comprehensive technical records and reports.
Prepare and submit City Council agenda reports and other commission, committee, and staff reports, resolutions, ordinances, and correspondence.
Coordinate with management staff regarding administrative and support services, contracts, agreements, and grant reporting.
Maintain accurate records and files and develop record storage and retention schedules.
Assist with and coordinate community events; explain City policies to residents; and provide community outreach and public education.
Participate in interdisciplinary committees and commissions and represent the City to community and stakeholder groups.
Communicate orally, in writing, and through graphic representations and statistical summaries with colleagues, managers, employees, the public, organized employee groups, and representatives of organizations.
Perform other duties as assigned.