Management Analyst II

MANAGEMENT ANALYST IIAn Overview

A Management Analyst II assists the director of a department in improving the efficiency and effectiveness of agency operations through responsibility for special projects and on-going tasks related to such management functions as short- and long-range planning, program evaluation, program development, performance measurement, management and organizational analysis, and management systems design and implementation. This position provides executive support and strategic coordination through management of the Director’s calendar and confidential matters.

This class is distinguished from the Management Analyst I by the broader scope and complexity and confidentiality of the duties and responsibilities assigned requiring responsible exercise of expertise gained from considerable administrative work experience. Performance of this work requires initiative and the exercise of independent judgment.

• Manage the Director’s complex and dynamic calendar, balancing competing priorities, confidential matters, and organizational needs while exercising independent judgment in scheduling and prioritization
• A fast-paced environment, workflows change and move rapidly, requiring quick adaptation to new circumstances and prioritizing multiple daily tasks and deadlines
• Coordinate meetings, briefings, and engagements with executive leadership, elected officials, regional partners, and stakeholders, ensuring the Director is well prepared through timely coordination of materials and information
• Serve as a trusted liaison for the Director by managing sensitive communications and handling confidential information with the highest degree of discretion and professionalism
• Anticipate scheduling conflicts, identify emerging priorities, and proactively adjust commitments to maximize the Director’s effectiveness
• Ensure Director is prepared for all events by providing logistical and scheduling support while leading the development and accuracy of briefing material, talking points, etc.
• Attend meetings as requested by, or on behalf of, senior leadership, communicate appropriate follow-up actions to staff, and ensure timeliness of responses/resolutions
• Create, proofread, edit, and format a variety of documents, spreadsheets, reports, and presentations, as well as direct the dissemination of internal and external communications with accuracy
• Coordinate department-wide and cross-functional initiatives on behalf of the Director, ensuring milestones, deliverables, and deadlines are met
• Track progress on strategic priorities, identify risks or obstacles, and work with division leadership to resolve issues and maintain accountability
• Develop and maintain a strong working knowledge of City operations and core departmental functions and procedures
• Coordinate with internal and external stakeholders to track ongoing projects and their status, track and mitigate administrative based issues proactively, while serving as the organization liaison on behalf of the Director
• Facilitate collaboration among multiple divisions and external partners to advance projects that require coordination across organizational boundaries
• Prepare executive-level reports, presentations, briefing materials, and status updates for leadership, City Manager's Office, and City Council
• Build productive working relationships with managers and staff throughout the department to facilitate collaboration and timely decision-making
• Foster accountability by following through on commitments, monitoring action items, and ensuring assigned responsibilities are completed
• Identify opportunities to improve executive workflows, administrative processes, and coordination across the department
• Manages the docket process in its entirety. Writes and/or edits docket reports directed to City Council, and prepares responses to referrals from City Council;
• Organizes and directs special projects, and may supervise and evaluate staff assigned to these projects
• Performs as liaison with other agencies and public groups for the Director
• Prepare reports, memoranda, and other correspondence
• Performs related work as required