Management Specialist

Under general supervision provides technical, administrative, programmatic, budgetary, grant and work-flow support to an assigned department; develops, summarizes and maintains programmatic, administrative and fiscal records; conducts research, compiles data, and makes recommendations for organizational, operational, policy and procedural improvements; provides technical assistance for one or more department specific programs, special projects and studies and performs related administrative support functions; coordinates assigned programs, projects and services with other departments, divisions and outside agencies;

performs related duties as assigned.

The City of Malibu is seeking a highly organized, detail-oriented, and Management Specialist to fill a vacancy in the City Clerk’s Department. The Management Specialist will provide comprehensive administrative support within a dynamic and fast-paced department.

This position plays a key role in managing daily operations, supporting the City Council and boards and commissions, coordinating schedules, and ensuring the smooth execution of administrative tasks and special projects. Must have strong organizational and time management skills, with the ability to manage multiple priorities independently.

The ideal candidate must demonstrate an understanding of municipal operations and public agency administration. This individual thrives in a fast-paced environment, handles sensitive information with discretion, and delivers exceptional customer service while supporting department goals and city-wide initiatives. Knowledge of applicable state laws, including the Public Records Act and Brown Act, is essential.

• Coordinate and carry out administrative assignments and department-specific special projects
• Perform advanced-level clerical tasks including record keeping, data verification, and resolving discrepancies
• Assist with processing and responding to Public Records Act Requests, including locating records and coordinating with other departments
• Manage complex calendars and coordinate meetings involving City management, council, commissions, and outside agencies
• Provide support for City Council, commissions, or committees, including preparing agendas, minutes, and follow-up documentation
• Arrange in-person and virtual meetings, prepare meeting materials, and coordinate logistics
• Support budget tracking, processing invoices, bills, and financial documentation accurately
• Draft, edit, and proofread correspondence, reports, and specialized documents—often of a confidential nature
• Assist with research projects and prepare related reports, permits, or technical documentation
• Respond to public inquiries and provide information with professionalism, tact, and sound judgment
• Maintain organized, confidential files and records; purge and archive materials as needed
• Ensure compliance with City policies, safety standards, and department procedures

• Conducts and carries out complex technical and administrative assignments; researches, compiles, and organizes information and data from various sources on a variety of specialized topics related to assigned department; prepares technical reports; performs and conducts studies and special projects.
• Participates in planning, coordinating, implementing, and promoting assigned programs, projects, and initiatives; participates in the development and implementation of goals, objectives, policies, procedures, and priorities.
• Assists in the development and administration of program, division, department and/or capital project budgets; monitors revenue and expenditures; compiles and reviews departmental budget submittals for accuracy and completeness; assists with preparing justifications for changes, new services, or additional costs.
• Assists with preparing grant applications and administering grant programs including gathering data for grant reports and reimbursements; assists with preparation of written reports as required by permitting or granting agencies.
• Assists in the preparation of requests for proposals and bids; reviews and verifies compliance documentation; maintains copies of contracts, bid documents, proposals, and related information.
• Receives, reviews, and responds to requests for documents including subpoenas; oversees and maintains accurate records and files; provides for storage of records and retention schedules.
• Independently composes, types, edits, and proofreads a variety of documents,…