Public Works Management Analyst (Open and Promotional)

County of San Mateo•San Mateo, CA

1d•Onsite

About The Position

The Department of Public Works is seeking a highly analytical and collaborative person to join our Vehicle and Equipment Services Division as a Management Analyst. The Management Analyst will perform a wide variety of moderate to highly complex support activities, will work on various projects as assigned, will supervise two staff members, and will receive direct supervision from the Vehicle and Equipment Manager. The Vehicle and Equipment Services Section provides procurement, maintenance, and repair services for over 1,000 vehicles and pieces of equipment at three (3) repair facilities. The position will be fully on-site at 752 Chestnut Street, Redwood City, CA 94063. During the probationary period, the selected candidate will be expected to work a Monday-through-Friday schedule.

Requirements

At least three years of professional administrative experience for the Management Analyst level.
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 county 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; and public agency budget development and administration, and sound financial management policies and procedures.
Knowledge of recent and on-going 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 effectively representing the County in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
Knowledge of techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and County 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 conduct research on a wide variety of administrative topics including grant funding, contract feasibility, budget and staffing proposals, and operational alternatives.
Ability to evaluate and develop improvements in operations, procedures, policies, or methods.
Ability to research, analyze, and evaluate new service delivery methods, procedures, and techniques.
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 applications 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 plan, organize, and carry out assignments from management staff with minimal direction.
Ability to plan and conduct effective management, administrative, and operational studies.
Ability to analyze, interpret, summarize, and present administrative and technical information and data in an effective manner.
Ability to use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations.
Ability to effectively represent the department and the County in meetings with governmental agencies, community groups, and various businesses, professional, and regulatory organizations, and in meetings with individuals.

Nice To Haves

Experienced in procurement and contract administration, preferably in a public works organization
Experienced in the use of financial, budgeting, and cost accounting software as well as analytical software like Excel
Collaborative and able to develop and maintain positive working relationships with staff at various levels of the organization
An excellent communicator with strong writing, proofreading, and editing skills

Responsibilities

Develop and manage the two-year operating budget for Vehicle and Equipment Services and the Road Maintenance Unit
Develop vehicle service charges and vehicle and maintenance budgets for County Departments based on historical division expenses and projected vehicle usage and costs
Monitor the budget and complete the Mid-Year and Year-End financial templates, including year-end projections, fund balance appropriations, and September revisions
Administer Vehicle Replacement Funds (VRF’s) for County departments; provide analysis and recommendations for vehicle replacements; prepare VRF and Vehicle Analysis reports
Lead and oversee all regulatory compliance and reporting activities for the division, ensuring adherence to applicable federal, state, and local requirements, accurate and timely submissions, and appropriate documentation and recordkeeping
Lead division procurement and contracting activities, including developing and managing Requests for Proposals, preparing and reviewing contracts and amendments, and contract monitoring
Manage the division’s fleet management information, telematics, fuel, and motor pool reservation systems
Review and approve departmental invoices for vehicles, equipment, material inventories, and other employee expenses
Oversee the division’s administrative functions, including invoice processing, vehicle registrations and renewals, operational reporting, records management, and internal auditing to ensure accuracy and compliance with established policies and procedures
Perform research and/or data gathering activities, analyze and interpret collected data, and prepare periodic or special reports and/or recommendations to higher level management
Supervise staff as assigned
Perform related duties as assigned