Assistant City Manager - 0624

Job Summary

Under broad administrative direction from the City Manager, this position assists in planning, directing and reviewing the activities and operations of the City. Assists the City Administrator in daily municipal operations working with administrative staff and department heads.

Responds to inquiries, questions, and complaints regarding city services and works with citizens, staff, and the City Administrator to identify and facilitate appropriate resolutions. Assists in the development and implementation of the City's strategic plans as well as strategies to achieve stated goals. Provides high level administrative, analytical, and technical support to the City Manager's office to support decision making and policy direction.

Serves as project manager for a variety of special projects, facilitating project activities and resolving issues.Reviews and analyzes proposed legislation for impact on the City. As directed, performs program and financial analyses, including participating in budget development. May administer grants for various non-profit, state and federally funded programs.

 Keeps the City Manager informed about projects and issues of importance to City Council. Serves as a member of the senior management team.

Essential Functions

• Provide Administrative and Management Support: Assist in the development of the City's strategic plans as well as strategies to achieve stated goals.
  
  Develop systems and reports to monitor progress on strategic goals. Plan, coordinate, and participate in various program and administrative operations and activities including those having a City-wide impact, namely the annual City Council retreat and City Manager's State of the City address. Coordinate assigned activities with City departments, outside agencies, and the public as appropriate.
  
  Support the City Manager as necessary in the assignment of tasks to executive staff and ensuring the timely and accurate delivery of products. Monitor status of work in progress; inspect completed work assignments; answer questions; give advice and direction as needed. Assist in the preparations and administration of the City and department budget; provide administrative, analytical, and technical assistance to the City Manager's Office to support decision-making and policy direction.
  
  Participate in the preparation and/or review of a wide variety of studies, reports, contracts, agreements, correspondence, resolutions and ordinances. Provide daily support for the City Manager and its elected officials on projects/tasks needing completion with attention to detail and deadlines. Prepare routine memorandums for Council action as well as special reports requested by the City Manager.
  
  Attend City Council meetings and work sessions; perform necessary follow up and communicate with senior management team. Provide guidance and assistance to department heads as needed on behalf of the City Manager. Monitor the pending items list, and keep the City Manager informed about projects and issues of importance.
  
  Catalog, track and report on emerging issues to the City Manager.
  
  As needed, research and recommend approaches to bring emerging issues to resolution. Assist the City Manager in preparing the City Council meeting packets, reports, correspondence, and related items to City Council and staff. As directed, perform program and financial analyses; conduct detailed cost analysis; make recommendations to improve cost and operational effectiveness; and participate in budget development.

• Manage Special Projects: Participate in and/or manage specific programs/special projects as assigned by the City Manager, including complex research of new programs and services, budget analyses and preparation, and feasibility analyses.
  
  As assigned, manage complex projects/programs requiring collaboration and coordination across multiple departments and/or multi-faceted projects involving a single department that require monitoring by the City Manager's office. May oversee professional contractors and/or consultants; interface with and monitor the consultants/contractors to ensure timely and quality completion of projects. Research, analyze and provide recommendations on organizational strategies, legislative affairs, and policy development.
  
  Plan, organize, and coordinate complex studies relating to citywide initiatives and activities. Research, coordinate, and prepare presentations, reports of study conclusions, and a variety of other informational material. Analyze administrative and operational problems and procedures and recommend alternatives/revisions/action.
  
  Prepare reports, memoranda, agreements, resolutions and other documents. May administer grants for various non-profit, state and federally funded programs; assist departments with grant applications; research funding sources and program opportunities; assist departments with grant activities; monitor and ensure compliance with all requirements for awarded grants.

• Act as City Manager's Staff Liaison with Constituents and External Organizations: Serve as a liaison to various civic or governmental organizations and committees, task forces, and boards and commissions.
  
  Confer regularly with officials from state and county authorities and commissions. As needed, meet with constituents on behalf of the City Manager and attend constituent meetings, providing information about City operations as well as participating in discussions and decisions. Keep the City Manager apprised of all activities and any issues that emerge from these interactions.
  
  Respond to and resolve difficult and sensitive citizen inquiries and complaints directed to the City Manager's Office. Collaborate with appropriate Department Directors/City staff to respond to public inquiries and requests for information. Review problems and recommend corrective actions.
  
  Provide staff support to the City Council, special committees, task forces and other Council business as required by the City Manager. Support the City Manager with City Council, employee and citizen group discussions and meetings. Prepare summary reports as required.
  
  In coordination with City Manager, assist City Council with ongoing requests for assistance on a variety of topics/issues. As assigned, coordinate the development of programs to address citizen needs to include citizen involvement.

• Act as City Manager's Liaison with Homeless Providers: Serve as a liaison for the City Manager's Office to coordinate and strengthen partnerships between agencies and organizations that work on homelessness issues and/or provide direct services to the community.
  
  Build strong relationships with City and County officials, departments and the homeless community, including government agencies, schools, non-profits, and businesses, regarding issues of homelessness. Provide leadership on homelessness, providing advice to other city departments and agencies. May serve on boards, commissions and committees, representing the City in various homelessness projects and initiatives.
  
  Make presentations to City Council and other business entities regarding homelessness. Facilitate and represent the City at meetings with members of the business community and the public. Research, analyze, interpret and prepare studies and reports on a variety of data related to homelessness.

• Review and Analyze Proposed Legislation for Impact on the City: With support from the Assistant to the City Manager, the Assistant City Manager will monitor legislative and other websites, association reports, attend meetings, and monitor news reports.
  
  Regularly communicate with City Manager, Mayor, Council, City Leadership team, and staff to identify the concerns and needs of the City. Prepare officially approved written documents to outline City legislative goals for the upcoming year. Work with legislators and the City's lobbyists to develop and influence legislation.
  
  Prepare the City Manager's annual legislative asks for state and federal delegations. Analyze bills and legal documents. Study and analyze proposed and approved legislation.
  
  Analyze data and financial figures provided internally and by other entities. Communicate impact to key stakeholders and legislators through written documents, phone calls, e-mails, meetings, etc. Develop agenda, talking points, supporting facts and figures, and other documentation to support City's interests and desires.
  
  Create regular contact and opportunities for discussion with elected leaders. As directed, travel to attend legislative sessions, meetings, etc. Coordinate with appropriate departments to ensure compliance with new legislation.

Perform other duties as assigned.

• Bachelor's degree in public administration, management, business administration, planning, or related field from an accredited college or university.

• Four (4) to six (6) years of progressively responsible experience at an executive level in municipal government, involving a wide range of complex functions and/or including two (2) years working in a city manager's office, as head of a city department or major division.

Preferred Qualifications

• Master's degree in public administration, management, business administration, planning, or related field from an accredited college or university.

• Over two (2) years of experience as an Assistant City Manager or Assistant to the City Manager.

Driver's License Requirements

• Valid South Carolina Class D Driver's License.

Performance Requirements

Knowledge of:

• Principles and practices of City management/administration including budgeting, economic development, fiscal management, performance management, project management, urban planning, re-development and program/services evaluation.

• Federal, state, and local laws, rules, and regulations pertaining to local government operations.

• Principles and practices of project management.

• Principles and practices of budget development, administration, and accountability including funding sources impacting program and service development.

• Principles of local government procurement procedures and practices.

• Principles and practices of effective strategic planning.

• Principles of effective public relations and interrelationships with community groups and agencies, private businesses and firms, and other levels of government.

• Knowledge of techniques for providing a high level of customer service by effectively dealing with vendors, contractors, and City staff.

Ability to:

• Assist the City Manager in conducting managerial and administrative functions in support of City operations and City Council strategic initiatives.

• Plan, organize, administer and coordinate a variety of large and complex City services, projects, and programs to produce desired results.

• Make administrative decisions independently and in accordance with established laws, regulations and City policies and procedures.

• Respond to inquiries, complaints, and requests for information in a fair, tactful, and timely manner; effectively listen to others and be politically astute with all stakeholders.

• Effectively negotiate and resolve complex issues, facilitating consensus with tact and diplomacy.

• Manage multiple projects and perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines.

• Develop and maintain cooperative working relationships with City Council, City management, business partners, employees and citizens.

• Research and analyze a variety of complex administrative and organizational problems, evaluate alternatives, make sound policy and procedural recommendations, and prepare effective staff reports and presentations.

• Communicate at a superior level verbally and in writing, including capacity to communicate complex ideas compellingly to a variety of audiences.

• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines; and exercise integrity, ingenuity and inventiveness in the performance of assigned tasks.

• Operate general office equipment to include scanner, printer, copier, telephone, and computer with Microsoft Office Suite.

Working Conditions

Primary Work Location:  Office Environment.

Protective Equipment Required:  None.

Environmental/Health and Safety Factors:

Relatively free from unpleasant environmental conditions or hazards.

Physical Demands:

Continuously requires fine dexterity, sitting, and vision. Occasionally requires standing, walking, handling, hearing, and talking.

Rarely requires lifting, carrying, reaching, pushing/pulling, climbing, bending, crouching, and twisting. Sedentary strength demands include exerting up to 10 pounds occasionally or negligible weights frequently; sitting most of the time.

Mental Demands:

Frequently requires time pressures, frequent change of tasks, irregular schedule/overtime, performing multiple tasks simultaneously, and working closely with others as part of a team. Occasionally requires emergency situations, tedious or exacting work, and noisy/distracting environment.

Americans with Disabilities Act Compliance

The City of Greenville is an Equal Opportunity Employer. To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions. Prospective and current employees should contact Human Resources to request an ADA accommodation.

Disclaimer

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.