Management Analyst (City Manager's Office)

Under direction, performs a variety of complex, professional, administrative, technical, and analytical duties in support of an assigned department; develops recommendations and work plans for the formation of policies and procedures for department contractual, financial, and operational activities; monitors and projects revenue and expenses for department activities; provides technical and responsible assistance to department head and/or division managers; and performs related duties as assigned.

Receives direction from assigned management personnel. Exercises technical and functional direction over and provides training to less experienced staff, as assigned.

This journey level classification is responsible for independently performing professional, administrative, technical, and analytical duties in support of an assigned department. Positions at this level exercise judgment and initiative in their assigned tasks, receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit.

 Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations where appropriate so qualified employees can perform the essential functions of the job.

• Collects, researches, compiles, analyzes, and evaluates information from various sources on a variety of specialized topics related to departmental and programmatic activities; organizes and conducts a variety of administrative, organizational, analytical, or management studies including complex financial, budget, personnel, operational, or administrative issues or questions. 
• Performs analytical assignments and information-gathering processes; analyzes alternatives and makes recommendations regarding such areas as staffing, facilities, equipment, cost analysis, cost recovery, purchasing, productivity, workflow and design, and policy or procedure modifications; discusses findings with management staff and prepares reports of study conclusions and recommendations; assists with the implementation of procedural, administrative, and/or operational changes after approval. 
• Plans, organizes, develops, and conducts a variety of assigned programs, special projects, studies, and surveys; coordinates programs and activities with other divisions or departments; confers with representatives of other agencies, vendors, and the public; monitors performance of assigned projects; performs program administrative functions and provides technical assistance to others on specified assignments. 
• Assists in developing and administering the department's budget, including gathering and analyzing revenue and expense data and information; investigates and evaluates the need for changes in budgetary allocations for current or future budget years; assists in developing budgetary recommendations including forecasts of funding needed for staffing, equipment, materials, vehicles, and supplies; prepares justification for changes, new services, or additional costs; organizes budget worksheets for management review and approval; reviews completed budget documents for accuracy. 
• Monitors and advises management regarding operating and capital budget revenues and expenditures; reviews fund balances in various accounts, capital improvement projects, and purchase orders, prepares budget adjustments; compiles and prepares detailed budget and financial reports; plans, coordinates, oversees, tracks, and reports status on capital improvement projects; assists in the preparation, review, evaluation, and monitoring of capital improvement plans and budgets; provides ongoing tracking, monthly analysis, and reporting to the Finance Committee.
• Performs analysis and provides recommendations to management for cost savings actions; performs analysis on health and sustainability of various funds; provides analyses for various agreements and ensures compliance with the terms of those agreements; coordinates with consultants and City staff in review of new and existing contracts and agreements and prepares documents for approval as needed. 
• Participates in the development and implementation of goals, objectives, policies, procedures, work standards, new or revised programs, systems, methods of operation, and administrative control systems for assigned projects and programs. 
• Prepares and proofreads a variety of technical reports, letters, memoranda, correspondence, and other written materials; independently composes correspondence and reports related to assigned area of responsibility; develops, designs, and produces charts, graphs, presentations, and spreadsheets; prepares and conducts presentations for a variety of audiences, as assigned; prepares and submits City Council agenda reports and various other commission, committee, board, and staff reports, resolutions, ordinances, and related documents; attends and/or act as staff to citizen advisory committees as assigned.
• Participates in the oversight and management of grants and special funds; identifies and researches grant funding opportunities and partnerships; researches and writes grant proposals; performs a variety of technical support and administrative duties in the preparation, processing, maintenance, reconciliation, tracking, archiving, and reporting of department grants and loans; audits grants; ensures compliance with federal, state, and funding agency requirements and applicable laws, regulations, and professional accounting practices; supports Finance with compiling information requested for annual grant audits; prepares and submits required grant documentation; maintains grant files and reports. 
• Serves as a liaison to employees, public and private organizations, community groups, and other entities; attends and/or acts as staff to citizen advisory committees where necessary; provides information and assistance to the public regarding assigned programs and services; receives and responds to customer inquiries, complaints, and questions relating to assigned area of responsibility; reviews problems and recommends corrective actions; coordinates and monitors responsive actions to resident service requests; compiles responsive documents for subpoenas and requests for public records. 
• Administers the Residential Energy Conservation Program; serves as point of contact for real estate agents, residential property buyers and sellers, and inspectors; issues and certifies compliance certificates; trains and certifies retrofit inspectors; verifies compliance with municipal code; determines exemptions; executes transfers of responsibility agreements; speaks at local realtor group meetings. 
• Reviews invoices and payments for accuracy; prepares vouchers for reimbursement; reconciles credit card statements; serves as department Cal-Card administrator; maintains spreadsheets; performs various financial analyses and reconciliations; researches and analyzes data to prepare the California Department of Finance Housing Unit Reporting.
• Prepares and processes development engineering related documents for abandonments, maintenance district formations and modifications, grants of licenses, aviation easements, acquisitions, and related deeds; prepares, processes, records, tracks, and releases development impact fee deferral agreements; prepares subdivision improvement agreements and tracks bonds and releases; prepares necessary ordinances, resolutions, and staff reports for code amendments; prepares and processes documents related to City property sales.
• Monitors and reviews departmental timecards; assists employees with proper timecard completion; troubleshoots timecard issues; checks for proper budget coding; approves and submits to payroll; creates and updates departmental timecard standards and procedures; processes departmental staffing requests, recruitments, and employee transactions.
• Prepares bid specifications and related schedules for various vendors; administers formal and informal bidding practices per purchasing guidelines for various professional and contractual services; acquires bids and quotes from vendors; administers requisitions and/or contracts for professional services and products; ensures contracts and agreements comply with legal guidelines; prepares and reviews various agreements and distributes for proper approval; obtains necessary documents from vendors per agreement requirements. 
• Prepares, receives, and reviews purchase order requests; calculates financial amounts for purchasing; ensures the department conforms to purchasing guidelines; determines funding sources and submits purchasing requests; works with vendors to ensure items are ordered or services are performed.
• Attends and participates in the coordination and facilitation of a variety of specialized departmental, board, committee, commission, and/or City Council meetings; prepares draft and final routine reports, correspondence, and meeting minutes. 
• Coordinates departmental employee training programs and tracks attendance; provides work direction and training to staff on a project or day-to-day basis. 
• Attends and/or acts as staff liaison to various committees and/or professional associations.
• Observes and complies with all City and mandated safety rules, regulations, and protocols.
• Performs other duties as assigned.

 When assigned to City Clerk’s Office as Records Manager:

• Manages the Citywide document-imaging program.
• Trains staff from all departments in software use, retrieval procedures, and records management procedures and policies.
• Coordinates the organization, staffing, and operational activities for the City's off-site Record Storage and Imaging Center.
• Oversees and participates in activities related to the security, preservation, and conservation of inactive records and documents.
• Designs, creates, and implements document management databases and applications; manages various database tables, forms, and queries for the City Clerk's Office.
• Supervises the receipt and processing of City documents, files, and materials transferred to the Records Center and Archives; supervises the checkout and return of documents to City departments and outside agencies.
• Oversees and participates in providing delivery services for material requested from and returned to the Record Center.
• Oversees the acquisition and preservation of material into the archival collections.
• Supervises the shredding and recycling of material authorized by department retention schedules and City Council action for disposal.
• Provides scanning of photographs/documents and electronic editing services for the City Clerk's Office and for delivery of requested records electronically.
• Assists with the development of imaging facilities for the conversion of documents to microfilm and digital format; oversees the imaging program and maintains the microform collection; coordinates with vendors for the conversion of documents to microfilm.
• Assigns work activities and projects; monitors workflow; reviews and evaluates work products, methods, and procedures.
• Provides training to City departments related to maintaining, preserving, and transferring records into short or long term storage.
• Provides research assistance to City staff, citizens and researchers including research for freedom of information requests, public records requests, litigation, and historical research.
• Provides oversight of the City’s in-person or virtual audio and video needs relating to council, board, and commission meetings, which may include supervision of multimedia staff assigned for facilitation.

 When assigned to Community Development:

• Serves as the address coordinator for street naming and addressing; performs parcel genealogy; coordinates updates to City databases, records, and permitting systems; coordinates property record data transfers for annexations; researches parcel information and private development approvals; coordinates with engineering, planning, outside agencies, and developers; verifies adherence to City addressing guidelines; creates addressing maps and memoranda; issues and distributes street name approvals and address assignments.
• Ensures accuracy of the City’s Geographical Information System data; collaborates with Chico State’s Geographic Information Center to make corrections.
• Participates in the recruitment and selection of new Building Division administrative personnel; reviews job applications, conducts interviews, and makes recommendations for selection of candidates;
• Prepares performance evaluations for administrative staff; meets with management, provides feedback, discusses performance issues, and establishes goals for personnel.
• Reviews permit refund requests for compliance with the City’s refund policy and California Building Code specifications; approves or denies permit refund requests accordingly; corresponds with the public, developers, contractors, agencies, and other City departments. 

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and visit various City sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Exposure to archival storage environments, with differing temperatures and/or humidity may occur on a periodic basis. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.