Job Description

Assistant To The City Manager

The City of Signal Hill is a desirable place to live and work because of its safe neighborhoods, abundant business opportunities, inclusive culture, and beautiful green spaces. With its central location, the community takes great pride in its recreational amenities which include 11 City parks and open space area covering over 29 acres, an extensive walking trail system, abundant recreation and library programs, and an array of annual events. The City of Signal Hill, with a population of approximately 11,800 and covering 2.2 square miles, is located in Los Angeles County within four miles of the Pacific Ocean. Signal Hill was incorporated on April 14, 1924, roughly three years after the discovery of a vast oil field. Known for its beautiful setting, Signal Hill claims the only accessible high ground for miles around with an impressive hilltop park which provides spectacular panoramic views.

The Assistant to the City Manager is a member of the City's Executive Management Team. This position provides complex, administrative and executive level support to the City Manager and the City Manager's Office regarding the internal control and coordination of existing City programs. The position works closely with the City Manager and Deputy City Manager to implement various programs and duties related to the administration of the City which may change depending on organizational needs. The Assistant to the City Manager monitors the budget and prepares the Administration Department mid-year budget and biennial budget. This position also performs highly responsible and technical administrative and analytical work; conducts research projects on behalf of the City Manager, manages department contracts, and processes department invoices. The Assistant to the City Manager also works closely with the City Clerk to produce City Council agenda packets, including reviewing agenda reports and related documents for compliance with the City's writing standards, reviewing technical information and producing physical agenda packets for the City Council. The Assistant to the City Manager also administers and implements the City's Strategic Plan and the Communication Plan. This position manages one full-time staff member responsible for the City's communication duties which are described in detail below. The Assistant to the City Manager may also represent the City in ongoing negotiations involving real property and assists the Community Development Department with the implementation of certain economic development functions, programs, and marketing/communication efforts.

Essential functions, as defined under the Americans with Disabilities Act, may include, but are not limited to the following characteristic duties, responsibilities, knowledge, skills and other characteristics. The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

• The position performs highly responsible research, analyses and studies on a wide range of management, administrative, financial, policy and other organization issues in support of the planning and execution of City goals and objectives.
• Demonstrates an excellent level of writing agenda reports and complex policy documents.
• Participates in establishing operational plans and initiatives to meet goals and objectives of the Administrative Services Department; implements work programs, processes, procedures, and policies required to achieve overall Office performance results; participates in development of the City Council Agenda, provides general administrative support to the City Council and Administration Department, prepares the Department's budget and budget process, coordinates the City's legislative advocacy efforts, prepares grant applications and assists departments with grant opportunities;
• Supports the City's communication efforts, supervising the activities of the Communications Specialist/Officer including posting on social media, preparing the City Views newsletters, producing the Mayor's Minute Video, and showcasing local business through the Business Spotlight program.
• Provides support to other City Departments, working on special assignments, as directed by the City Manager.
• Serves as the staff liaison to the Diversity Coalition Committee and City Council appointed ad hoc committees.
• Prepares and publishes public meeting agendas for City Council and Diversity Coalition Committee; prepares and edits agenda reports; prepares meeting minutes.
• Plans, coordinates, organizes and conducts complex and highly responsible administrative and management analysis relating to assigned issues and/or programs; identifies problems, determines analytical techniques, and statistical and information-gathering processes and obtains necessary information and data for analysis; analyzes alternatives and makes recommendations; prepares revenue and cost analyses; develops and presents reports making conclusions and recommendations; develops implementation plans and assists to implement policies and procedures; prepares agenda reports, staff memos, and presentation materials for the City Manager and Deputy City Manager.
• As assigned, represents the City and works closely with appointed boards and committees and public and private officials to implement planned programs and recommendations and provide technical assistance in resolving problems.
• Attends City Council meetings and work sessions as assigned; researches, responds to and prepares correspondence; performs necessary follow up and communicates with City management on sensitive and confidential issues.
• Represents the City in meetings with civic, community, and industry groups and with representatives of other governmental agencies as assigned.
• Supervises, trains, and evaluates professional, para-professional, technical, and clerical personnel.
• Develop, evaluate and review applications for State and Federal funding.
• Prepare required reporting documents to the State and other agencies.
• Professionally prepare and deliver oral and written presentations to internal and external audiences in a variety of public and private settings.
• Administer the department's budget.
• Conducts special studies and projects as assigned by the City Manager regarding the efficiency and effectiveness of various City operations and activities.
• Perform other related duties as assigned.

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience: At least three (3) years of full-time increasingly responsible professional experience in administrative, management or operations capacity in a municipal government setting including administrative analysis, budget preparation and control, and project and program administration; or any combination of experience and education that would provide the required knowledge and abilities. Education/Training: Equivalent to a Bachelor's degree from an accredited college or university in Business Administration, Public Administration, Economics, Urban Planning, Urban Studies or a closely related field. A Master's Degree in Public Administration or other closely related field is desirable. Licenses and Certificates: Possession of a valid Class C California Driver's License with acceptable driving record.

Knowledge and abilities required to perform essential job functions:

Knowledge of: Modern public administration and management principles, practices, procedures, program management, and organizational development; applicable federal, state, and local laws regulations; research techniques and statistical analysis; principles, practices, and methods of municipal budgeting; record keeping principles and practices; effective techniques and methods of leadership and supervision; methods of report preparation and presentation; principles of community and public relations and effective public speaking techniques; operation of personal computers and software applications. Ability to: Independently perform a wide variety of administrative duties; analyze complex and sensitive administrative, operational, economic and organizational issues and evaluate alternatives in order to reach sound conclusions; collect, evaluate and interpret varied information and data; interpret and apply laws, regulations, policies and procedures; coordinate a variety of complex assignments simultaneously and meet critical deadlines; prepare concise and effective reports and other written documents; evaluate and develop effective procedures, policies, methods, and operations; effectively administer assigned program responsibilities; supervise, train and evaluate personnel; communicate clearly, concisely, and effectively both orally and in writing; establish and maintain effective working relationships with those contacted in the course of work; operate appropriate office and computer equipment and applications; effectively represent the City Manager's Office demonstrating excellent customer service; exercise sound judgment, initiative and creativity in making difficult decisions; maintain and exhibit discretion and integrity when handling sensitive situations; learn and work with political sensitivities of outside agencies, internal committees and commissions; exemplify an enthusiastic, resourceful and effective service attitude with the public, co-workers and others who are contacted in the course of work. Plan, organize and manage a variety of projects, programs and activities; successfully adhere to multiple deadlines and handle multiple projects concurrently; organize and conduct independent research and analysis with minimal supervision; prepare clear, concise, and informative correspondence and reports, including City Council reports, technical reports, and contract documents; work in a team with the City Manager, City Attorney and City staff; make oral presentations on programs, activities and budgets to the City Council; communicate professionally and effectively to internal and external customers in a variety of settings, both orally and in writing; outreach to development community, understand community needs and proactively work to address these needs in conjunction with the strategic plan's goals; establish, maintain and enhance effective working relationships with those encountered in the performance of required duties, including staff, clients, contractors, property owners, and elected and appointed officials Physical Requirements: Ability to operate a variety of automated office machines, including a calculator, copier, personal computer and applicable software programs; coordinate eyes, hands, feet and limbs in performing slightly skilled movements, such as data entry; exert light physical effort in sedentary to light work, typically involving lifting, carrying, pushing and pulling, sitting, and/or walking; maneuver and steer equipment and machinery requiring simple, but continuous adjustments, such as the operation of an automobile. Judgment and Situational Reasoning Ability: Ability to exercise independent judgment, decisiveness and creativity required in situations involving directions, control and planning of

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