Senior Public Works Management Analyst

City of Glendale•Glendale, CA

8d•Onsite

About The Position

This recruitment is for the Integrated Waste Division of Public Works. The eligible list resulting from this recruitment may be utilized by other divisions within Public Works or the City. This mid-management classification exercises consistent discretion and independent judgment under periodic or general supervision and provides highly complex and responsible managerial assistance for the Public Works Department. Essential functions of the job include, but are not limited to, ensuring Department services are provided with exceptional customer service and the highest level of ethical standards. The role involves researching, evaluating, and analyzing Public Works related operations, processes, and administrative issues, including functions, organizational structures, record keeping procedures, documents and payrolls, work output and workload, safety issues, and expense control and equipment. The analyst will prepare organizational and work flow charts, spreadsheets, policy and procedural manuals, and written administrative reports using various computer applications. They will also assist in the preparation of the Public Works budget, monitor expenditures, track and report key performance indicators, and prepare position control and vacancy reports, as well as salary and overtime analyses. Routine budget, cost-benefit, and other financial analyses will be performed. The role includes productivity, statistical, and financial recordkeeping duties; receiving, analyzing, and reviewing invoices and journal vouchers for payment; creating records and coding and inputting data into departmental and City tracking systems and databases; preparing and processing requisitions and purchase orders; validating invoices against contract terms; calculating budget usage and account balances and tracking multiple funding sources; assisting in budget tracking and forecasting; and responding to questions regarding purchasing policies and procedures and the status of specific vendor payments. The analyst will also monitor and track petty cash and procurement cards. Additionally, the role involves planning, organizing, and preparing materials and making presentations at public meetings related to Public Works projects and programs. Researching public and private grant Public Works related programs and assisting in the preparation of grant applications, as well as coordinating grant administration, are key responsibilities. The analyst will assist with the planning and implementation of capital improvement projects and budgets, and assist with environmental compliance and utility operations programs. They will also assist in negotiating and preparing contracts between the Public Works Department and service providers, and monitor contract compliance. Researching and tracking legislation and conducting surveys and studies related to the Public Works Department, analyzing resulting data, and preparing oral or written presentations are also part of the role. The analyst will analyze and interpret rules, regulations, contracts, laws, and ordinances. They will administer and coordinate moderately complex Public Works programs such as certified payroll compliance. Attending workshops and seminars and presenting information to appropriate personnel for follow-up action is required. Serving as a Public Works Department liaison with other departments or outside agencies, planning and coordinating projects with other departments, and conferring with City officials and employees on matters of administration, finance, and operations are also included. Assisting in special Public Works projects undertaken for purposes of standardization, efficiency, and economy, and assisting in the development and design of programs based on need are part of the role. The analyst will assist in preparing, processing, and reviewing pertinent Public Works documents such as contracts, permits, petitions, bid specifications, requests for proposals, engineering and construction plans, engineering drawings, ordinances, motions, and resolutions. Monitoring work activities of various Public Works divisions to ensure safe work practices, optimal work quality, and compliance with all pertinent regulations and laws is essential. Preparing and presenting formal written and oral reports to the City Manager, City Council, various Commissions and Boards, Executives, and other governmental agencies is required. Responding to public inquiries, issues, and complaints in a meaningful, timely, and respectful manner, and logging, tracking, and appropriately responding to requests for public records are also key functions. Attending and presenting at workshops, conferences, and seminars and providing information garnered to appropriate personnel for action is expected. Keeping informed on current research, trends, and issues affecting the Public Works Department and assigned programs is crucial. The role may administer the Department's community outreach, social media, website, and public information programs. Training and supervising employees in the performance of their duties, reviewing and evaluating employees' job performance, and effectively recommending personnel actions are required. Planning, describing, and delegating work to subordinate employees as needed is also part of the role. Planning and coordinating Public Works Department programs and/or projects and submitting required related reports to other governmental agencies, as well as planning, designing, and implementing monitoring systems are essential. Preparing, processing, or reviewing pertinent Public Works documents such as contracts, professional services agreements, permits, petitions, bid specifications, requests for proposals, engineering and construction plans, engineering drawings, ordinances, motions, and resolutions is required. Coordinating resources from other divisions within the City to develop and implement projects or programs, administering and coordinating complex Public Works Department programs such as MS4 permit compliance, and representing the City to non-profit organizations, other governmental agencies, and the general public are key responsibilities. Planning and implementing capital improvement projects and budgets, managing environmental compliance and utility operations programs, and assisting with the recruitment, selection, evaluation, and training of staff are also part of the role. Planning and developing employee training programs and assisting the Public Works Department Management Team with the development of annual departmental goals and ensuring their completion are required. Driving on City business and assuming responsibility for ensuring the duties of this position are performed in a safe, efficient manner are also expected. Other related duties as assigned or as the situation requires.

Requirements

Two years of recent experience in Public Works Department administrative work involving budget, management, organization, personnel or other related functions is required.
Bachelor's Degree in Public Administration, Business Administration, Engineering, Architecture or a related field is required.
Valid Class C California driver's license is required.
Knowledge of: Principles of management, supervision and training.
Knowledge of: Public Works budgetary process and procedures.
Knowledge of: Public Works business practices and procedures.
Knowledge of: Public Works project management, contract management, equipment and goods procurements, laws and regulations, safety, operations and practices.
Skill in: Effective oral and written communications, both on a one-on-one and a group basis.
Skill in: Public contact techniques.
Skill in: Use of word processing, spreadsheet and other computer software programs and applications.
Ability to: Provide exceptional customer service to all employees and vendors.
Ability to: Communicate effectively in English both orally and in writing.
Ability to: Conduct long-term planning and scheduling of a project and/or program.
Ability to: Conduct research and analyze data.
Ability to: Coordinate groups of people and/or resources effectively.
Ability to: Design and implement work flow systems.
Ability to: Develop and administer a budget.
Ability to: Develop necessary skills from on-the-job training and meet the standards of performance for the classification by the end of the probationary period.
Ability to: Effectively train and supervise subordinates.
Ability to: Establish and maintain effective and positive working relationships with the public, representatives of community organizations, federal/state/local agencies, co-workers, other departments, subordinates and supervisors.
Ability to: Foster a teamwork environment.
Ability to: Keep supervisors informed of activities and unusual problems.
Ability to: Lead, coach, instruct and motivate employees.
Ability to: Model and practice the highest standard of ethical conduct.
Ability to: Provide clear work instruction.
Ability to: Read, write and comprehend directions in English.
Ability to: Resolve operational and personnel issues.
Ability to: Review, train, supervise and evaluate employees' job performance, and effectively recommends appropriate personnel actions.
Ability to: Understand and use pertinent computer applications to accomplish assignments.
Willingness to: Assume responsibility for maintaining a safe working environment.
Willingness to: Initiate, recommend and carry out personnel actions as required.
Willingness to: Work necessary hours and times to accomplish goals, objectives and required tasks.

Nice To Haves

Experience in Integrated Waste operations is desirable.

Responsibilities

Ensures Department services are provided with exceptional customer service and the highest level of ethical standards.
Researches, evaluates and analyzes Public Works related operations, processes and administrative issues, including functions, organizational structures, record keeping procedures, documents and payrolls, work output and workload, safety issues, expense control and equipment.
Prepares organizational and work flow charts, spreadsheets, policy and procedural manuals and written administrative reports using a variety of computer applications.
Assists in the preparation of the Public Works budget and monitors expenditures.
Tracks and reports key performance indicators.
Prepares position control and vacancy reports, prepares salary and overtime analyses.
Performs routine budget, cost-benefit and other types of financial analyses.
Performs productivity, statistical and financial recordkeeping duties; receives, analyzes and reviews for payment invoices and journal vouchers; creates records and codes and inputs data into departmental and City tracking systems and databases; prepares and processes requisitions and purchase orders; validates invoices against contract terms; calculates budget usage and account balances and tracks multiple funding sources; assists in budget tracking and forecasting; responds to questions regarding purchasing policies and procedures and the status of specific vendor payments; monitors and tracks petty cash and procurement cards.
Plans, organizes and prepares materials and makes presentations at public meetings related to Public Works projects and programs.
Researches public and private grant Public Works related programs and assists in the preparation of grant applications.
Coordinates grant administration.
Assists with the planning and implementation of capital improvement projects and budgets.
Assists with environmental compliance and utility operations programs.
Assists in negotiating and preparing contracts between the Public Works Department and service providers.
Monitors contract compliance.
Researches and tracks legislation and conducts surveys and studies related to the Public Works Department.
Analyzes resulting data and prepares oral or written presentations.
Analyzes and interprets rules, regulations, contracts, laws and ordinances.
Administers and coordinates moderately complex Public Works programs such as certified payroll compliance.
Attends workshops and seminars and presents information to appropriate personnel for follow-up action.
Serves as Public Works Department liaison with other departments or outside agencies.
Plans and coordinates projects with other departments.
Confers with City officials and employees on matters of administration, finance, and operations.
Assists in special Public Works projects undertaken for purposes of standardization, efficiency, and economy.
Assists in development and design of programs based on need.
Assists in preparing, processing and reviewing pertinent Public Works documents such as contracts, permits, petitions, bid specifications, requests for proposals, engineering and construction plans, engineering drawings, ordinances, motions and resolutions.
Monitors work activities of various Public Works divisions to ensure safe work practices, optimal work quality and compliance with all pertinent regulations and laws.
Prepares and presents formal written and oral reports to City Manager, City Council, various Commissions and Boards, Executives and other governmental agencies.
Responds to public inquiries, issues and complaints in a meaningful, timely and respectful manner.
Logs, tracks and appropriately responds to requests for public records.
Attends and presents at workshops, conferences and seminars and provides information garnered to appropriate personnel for action.
Keeps informed on current research, trends and issues affecting the Public Works Department and assigned programs.
May administer the Department's community outreach, social media, website and public information programs.
Trains and supervises employees in the performance of their duties.
Reviews and evaluates employees' job performance and effectively recommends personnel action.
Plans, describes, and delegates work to subordinate employees as needed.
Plans and coordinates Public Works Department programs and/or projects and submits required related reports to other governmental agencies.
Plans, designs and implements monitoring systems.
Prepares, processes, or reviews pertinent Public Works documents such as contracts, professional services agreements, permits, petitions, bid specifications, requests for proposals, engineering and construction plans, engineering drawings, ordinances, motions, and resolutions.
Coordinates resources from other divisions within the City to develop and implement projects or programs.
Administers and coordinates complex Public Works Department programs such as MS4 permit compliance.
Represents the City to non-profit organizations, other governmental agencies, and the general public.
Plans and implements capital improvement projects and budgets.
Manage environmental compliance and utility operations programs.
Assists with the recruitment, selection, evaluation and training of staff.
Plans and develops employee training programs.
Assists the Public Works Department Management Team with the development of annual departmental goals and ensures their completion.
Drives on City business.
Assumes responsibility for ensuring the duties of this position are performed in a safe, efficient manner.
Performs other related duties as assigned or as the situation requires.