Special Projects and Administrative Manager

City of Hollywood, Florida•Fl, FL

3d•Onsite

About The Position

Under the general direction of a Department Director or designee, the incumbent is responsible for performing a variety of highly responsible technical, professional and administrative duties including, but not limited to, project management, grants management, maintaining accreditation, budget management, supervision of administrative staff and creation of customer relationship management tools. Responsibilities also include assistance in meeting the overall goals of the department, including strategic and financial planning, budget preparation and analysis, management analysis, and policy / legislative analysis. The incumbent may also do public presentations. Work is reviewed through conferences and written reports for results obtained. In coordination with the Assistant Director and other designated staff, plans, prepares and oversees the coordination of the department’s annual budget for Director’s review and compilation of final budget reports. Manages and supervises administrative staff. May serve as the Software Administrator providing departmental management software solutions to update information for customers, facilities, programs and fee schedules; Handles troubleshooting and training. May be responsible for the efficiency, maintenance, equipment and functionality of departmental management software solutions. May serve as a liaison to the City’s Information Technology Department, computer hardware manufacturer(s) and software developer; Verifies corrective action is taken as needed. May organize and schedule maintenance, upgrades, back-ups and restoration of data with minimum disruption to operations. Compiles department’s annual reports, strategic plan, master plan and department financial projections. Implements and administers the department’s special projects, land and resource management plans; master plan, strategic plan, operations plans, accreditation, administrative policies and others as required; manages annual rehabilitation projects on City-owned property, facilities, right-of-ways and others as determined. Manages the department’s contracts. Presents department and project information at community association and public meetings. Coordinates and secures cooperative efforts from other agencies and community organizations. Conducts research of available government and other agency grants; disseminates and tracks grant information; leads with writing grant applications; monitors grant records for compliance with grant contracts; ensures compliance with applicable policies and procedures. Establishes and maintains a resources library of grants, legislative initiatives, annual compilations, strategic and land management plans. Prepares performance reports for annual evaluation; prepares and submits contracts, management plans and progress reports as required. Attends joint venture meetings, proposal meetings and community forums or other initiatives. Effectively and positively represents the City in delivering and performing work with colleagues and clients, irrespective of gender, race, religion, age, disability, political affiliation or belief, or sexual orientation. Establish and maintain effective and professional relationships with work colleagues, supervisors and managers. Performs related work as required for this position description only.

Requirements

Bachelor’s Degree in Public Administration, Business, English, or related field from an accredited four year college or university
Supplemented by at least three (3) years experience involving technical level work in project management to include preparing, administering and managing grants and/or special projects
Valid Driver’s License
Proof of automobile insurance
Acceptable background record
Acceptable driving record
Ability to plan, train, direct, evaluate and supervise the work of subordinates
Knowledge of state, local, federal and foundation legislation and regulations
Knowledge of research techniques, sources, and availability of information
Knowledge of City and departmental policies and procedures
Knowledge of the current trends and objectives of public relations
Knowledge of program and goal evaluation techniques
Knowledge of writing program curriculum and outcome justifications
Ability to communicate effectively, both orally and in writing
Ability to analyze needs of the divisions within the department and coordinate corresponding programs and grant funding sources
Ability to record information accurately and prepare technical reports
Ability to establish and maintain effective working relationships with co-workers, City officials, state, local and federal agency representatives and the general public
Ability to understand, interpret and explain various laws, regulations and guidelines
Skill in the use of computer software and general office equipment
Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely
Ability to establish and maintain effective and professional relationships with work colleagues, supervisors, managers, and the public

Nice To Haves

Master’s Degree in Public Administration, Business, English, or related field from an accredited four year college or university
Five (5) years experience in preparing, administering and managing grants and/or special projects
National Grants Professional Certification (GPC)
Project Management Professional Certification (PMP)
Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements

Responsibilities

Project management
Grants management
Maintaining accreditation
Budget management
Supervision of administrative staff
Creation of customer relationship management tools
Assistance in meeting the overall goals of the department, including strategic and financial planning, budget preparation and analysis, management analysis, and policy / legislative analysis
Public presentations
Planning, preparing and overseeing the coordination of the department’s annual budget
Managing and supervising administrative staff
Serving as Software Administrator providing departmental management software solutions
Handling troubleshooting and training for departmental management software
Ensuring efficiency, maintenance, equipment and functionality of departmental management software solutions
Serving as a liaison to the City’s Information Technology Department, computer hardware manufacturer(s) and software developer
Verifying corrective action is taken as needed
Organizing and scheduling maintenance, upgrades, back-ups and restoration of data
Compiling department’s annual reports, strategic plan, master plan and department financial projections
Implementing and administering the department’s special projects, land and resource management plans, master plan, strategic plan, operations plans, accreditation, administrative policies
Managing annual rehabilitation projects on City-owned property, facilities, right-of-ways
Managing the department’s contracts
Presenting department and project information at community association and public meetings
Coordinating and securing cooperative efforts from other agencies and community organizations
Conducting research of available government and other agency grants
Disseminating and tracking grant information
Leading with writing grant applications
Monitoring grant records for compliance with grant contracts
Ensuring compliance with applicable policies and procedures
Establishing and maintaining a resources library of grants, legislative initiatives, annual compilations, strategic and land management plans
Preparing performance reports for annual evaluation
Preparing and submitting contracts, management plans and progress reports
Attending joint venture meetings, proposal meetings and community forums or other initiatives
Representing the City in delivering and performing work with colleagues and clients
Establishing and maintaining effective and professional relationships with work colleagues, supervisors and managers