Deputy City Manager

GENERAL STATEMENT OF JOB

Under limited supervision, assists the City Manager in providing high level leadership and strategic direction to City departments to include leadership in major city initiatives and developing organizational goals, objectives and strategies. This position is an appointed position and serves at the pleasure of the City Manager. Reports to the City Manager.

ESSENTIAL JOB FUNCTIONS

Assists the City Manager in providing leadership and strategic direction for the effective management and provision of services to the citizens of Portsmouth; assists with overseeing and managing day to day operations of various city departments and resolves broad issues relating to departments, the city or other agencies; promotes innovation, critical thinking and creativity in developing approaches and solutions to city needs; develops and recommends resolution on major issues, projects or programs; promotes, encourages and leads collaboratively.

Develops, recommends and articulates goals, objectives, policies and procedures for citywide application in consultation with the City Manager, elected and appointed officials, senior management, department heads and department staff in order to establish efficient and responsive operational processes; monitors and evaluates city operations to ensure optimal effectiveness, proper direction, and desired outcomes are achieved; assists the City Manager in development of municipal policies and procedures and confers with the City Manager on various concerns pertaining to the operation of city government and its programs; monitors, evaluates and establishes efficient and responsive operational processes in order to optimize service delivery.

Assists with supervising and conferring with city department heads on such matters as planning, organizing, staffing, directing, coordinating and reporting on departmental activities; works closely with the City Manager and department heads in the development of the annual city budget; provides input with respect to program and departmental requests; and closely reviews budget preparations of departments and programs assigned under the position's direct span of control.

Receives and addresses inquiries, suggestions and complaints from individuals, civic and community groups, contractors, franchisees, City Council, employees, representatives of other government agencies, etc.; meets with individuals, civic and community groups; and represents the City Manager as required; makes presentations to elected or appointed officials, regulatory agencies, department heads and staff as well as public or private agencies and groups; and represents the city on local and intergovernmental boards and committees involved with local, regional and state matters of importance.

Performs other related work as required.   Individual assignments will be determined by supervisor based on current workload and department needs.

PERFORMANCE INDICATORS

Knowledge of Job: Has thorough knowledge of the principles and practices of public administration as applied to city government.

Has thorough knowledge of government organization and functions of city operational and service departments. Has thorough knowledge of modern practices and principles of accounting and budgeting as applied to municipal government.

Has considerable knowledge of the current literature, trends and developments in the field of municipal human service administration.

Has considerable knowledge of the principles of supervision, organization and administration. Is able to make administrative decisions independently and in accordance with established laws, regulations and city policies and procedures. Is able to exercise considerable initiative and independent judgment in analyzing and applying standards to a variety of situations.

Is able to effectively express ideas orally and in writing. Is able to work independently and to apply knowledge to a variety of situations.

Is able to analyze complex organizational and administrative problems and to formulate, develop and present recommendations for their solution.

Is able to exercise tact, courtesy, firmness and fairness in contact with department heads, City Council, and the general public, and in the application of regulations and guidelines. Is able to exercise considerable discretion in handling confidential files and records. Is able to make oral presentations before large groups of people. Is able to establish and maintain effective working relationships as necessitated by work assignments.

Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities.

Exercises immediate corrective action to correct any deficiencies that occur in areas of responsibility. Maintains high quality communication and interacts with all co-workers and the general public.

Quantity of Work: Maintains effective and efficient output of all duties and responsibilities as described under "Essential Job Functions."

Dependability: Assumes responsibility for doing assigned work and for meeting deadlines.

Completes assigned work on or before deadlines in accordance with city policies, standards and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human and conceptual areas.

Attendance: Attends work regularly and adheres to city policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time-off requests.

Initiative and Enthusiasm: Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be done and initiates proper and acceptable direction for the completion of work with a minimum of supervision and instruction.

Judgment: Exercises analytical judgment in areas of responsibility.

Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations.

Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice and researches problems, situations and alternatives before exercising judgment.

Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives of the same. Questions such instruction and direction when clarifications of results or consequences are justified i.e., poor communications, variance with city policy or procedures, etc.

Relationships with Others: Shares knowledge with supervisor for mutual and city benefit.

Contributes to maintaining high morale among all city employees. Develops and maintains cooperative and courteous relationships with department employees, staffers and managers in other departments, to project a good city image. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons to maintain good will within the city.

Emphasizes the importance of maintaining a positive image within the city. Interacts effectively with fellow employees, the City Manager, City Council members, department heads, professionals and the general public.

Coordination of Work: Plans and organizes daily work routine.

Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates an expected time of completion of elements of work and establishes a personal schedule accordingly.

Attends meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings and deadlines.

Safety and Housekeeping: Adheres to all safety and housekeeping standards established by the city and various regulatory agencies.

Sees that the standards are not violated. Maintains a clean and orderly workplace.

Planning: Plans, directs and uses information effectively to enhance activities and production of the city and works to see that these expectations are met.

Designs and formulates ways, means and timing to achieve the goals and objectives of the office and the city. Within the constraints of city policy, formulates the appropriate strategy and tactics for achieving office and city objectives. Organizes, arranges and allocates manpower, financial and other designated resources in an efficient and effective way to achieve the goals and objectives of the office and city.

Organizing: Organizes work and that of subordinate staff well. Ensures that staff members know what results are expected of them and that they are regularly and appropriately informed of all city and department matters affecting them and/or of concern to them.

Staffing: Works with other city officials to select and recommend employment of personnel who are qualified both technically and philosophically to meet the needs of the department and city. Directs the development and training of city personnel to ensure that they are properly inducted, oriented and trained.

Leading: Provides a work environment which encourages clear and open communications.

Has a clear and comprehensive understanding of the principles of effective leadership and how such principles are to be applied. Provides adequate feedback to staff so that they know whether their performance levels are satisfactory. Commends and rewards employees for outstanding performance yet does not hesitate to take disciplinary action when necessary. Exercises enthusiasm in influencing and guiding others toward the achievement of city goals and objectives.

Controlling: Provides a work environment which is orderly and controlled.

Coordinates, audits and controls human and financial resources efficiently and effectively. Coordinates, audits and controls the utilization of materials and equipment efficiently and effectively. Has a clear and comprehensive understanding of city standards, methods and procedures.

Delegating: Assigns additional duties to staff as necessary and/or appropriate in order to meet goals, enhance staff abilities, build confidence on the job and assist staff members in personal growth. Has confidence in staff to meet new or additional expectations.

Decision Making: Uses discretion and judgment in developing and implementing courses of action affecting the city. When a policy, procedure or strategy does not appear to be achieving the desired result, moves decisively and definitively to develop and implement alternatives.

Creativity: Regularly seeks new and improved methodologies, policies and procedures for enhancing the effectiveness of the office and city.

Employs imagination and creativity in the application of duties and responsibilities. Is not averse to change.

Human Relations: Strives to develop and maintain good rapport with all staff members.

Listens to and considers suggestions and complaints and responds appropriately. Maintains the respect and loyalty of staff.

Policy Implementation: Has a clear and comprehensive understanding of federal, state, and city policies regarding city administration. Adheres to those policies in the discharge of duties and responsibilities and ensures the same from subordinate staff.

Policy Formulation: Keeps abreast of changes in operating philosophies and policies of the city and continually reviews department and city policies to ensure that any changes in city philosophy or practice are appropriately incorporated.

Also understands the relationship between operating policies and practices and department morale and performance. Works to see that established policies enhance the same.

EDUCATION & EXPERIENCE

Bachelor's Degree in Public or Business Administration, Government or a closely related field, Master's Degree is preferred, and ten (10) years of progressively responsible experience in municipal government at an executive level, preferably in a local government setting similar to that of the City of Portsmouth; or any equivalent combination of training and experience which provides the required knowledge, skills and abilities.

SPECIAL REQUIREMENTS

Residency in the City of Portsmouth is required within 6 months of employment.

An acceptable general background check to include a local, state, and federal criminal history check. A valid driver's license with an acceptable driving record.

In addition to the City of Portsmouth application, please provide a cover letter and resume.

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Requirements: Must be physically able to operate a variety of automated office machines which include a computer, calculator, copier, facsimile machine, etc.

Must be able to exert up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Physical requirements are those rated for Sedentary Work.

Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) or data, people or things.

Interpersonal Communications: Requires the ability of speaking and/or signaling people to convey or exchange information. Includes giving assignments and/or directions to subordinates or assistants.

Language Ability: Requires the ability to read a variety of reports, city and state codes, year-to-date expenditure reports, agenda items, bids, proposals, and policy manuals.

Requires the ability to prepare correspondence, RFPs, budgets, Council reports, graphs, etc., conforming to all rules of punctuation and grammar. Must be able to speak with poise, voice control and confidence, and to articulate information to others.

Intelligence: Requires the ability apply principles of logical or scientific thinking to a wide range of intellectual and practical problems; to deal with nonverbal symbolism in its most difficult phases; to deal with a variety of abstract and concrete variables; and to comprehend the most abstruse classes of concepts.

Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of technical or professional languages including governmental, computer, and finance terminology.

Numerical Aptitude: Requires the ability to utilize mathematical formulas; to add and subtract; multiply and divide; utilize decimals and percentages; to understand and utilize descriptive and inferential statistics.

Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape.

Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment and to operate motor vehicles.

Manual Dexterity: Requires the ability to handle a variety of items, office equipment. Must have minimal levels of eye/hand/foot coordination.

Color Discrimination: Does not require the ability to differentiate between colors and shades of color.

Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under varied levels of stress.

Physical Communication: Requires the ability to talk and/or hear: (talking - expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear).

AMERICANS WITH DISABILITIES ACT (ADA) REQUIREMENTS

The City of Portsmouth is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified individuals with disabilities.  Prospective and current employees are invited to discuss accommodations.

This is a class description and not an individual position description.  A class specification defines the general character and scope of duties and responsibilities of all positions in a job classification, but is not intended to describe and does not necessarily list the essential job functions for a given position in a classification.