Special Projects and Administrative Manager

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.

Required:

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. Preferred:

• 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.

• Valid Driver's License:
  With proof of automobile insurance
• Background Check:
  Must have an acceptable background record
• Driving Abstract:
  Must have an acceptable driving record

KNOWLEDGE, SKILLS, ABILITIES:

• 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…