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.

IDEAL CANDIDATE

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.

Representative Sample of Key Duties:

• 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, including forms, memos, administrative, statistical, financial, and staff reports, and correspondence for department management and staff; verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.  

• Screens calls, visitors, and incoming mail and emails; assists and directs the public to appropriate locations and/or staff; responds to complaints and requests for information; interprets and applies regulations, policies, procedures, systems, rules, and precedents in response to inquiries and complaints from the public.

• Observes and complies with all City and mandated safety rules, regulations, and protocols. 

• Performs related duties as required. 

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills and abilities is qualifying.  A typical way to obtain the required qualifications would be:

Education:

Equivalent to an associate degree from an accredited college or university with major coursework in business or public administration, accounting, or a related field. 

Experience: 

Three (3) years of increasingly responsible and complex administrative and program support experience.

None required.

Knowledge of:

• City-wide as well as departmental and divisional administrative procedures, practices, and principles.

• Basic principles and techniques of research, data collection, and report preparation. 

Knowledge of:

• City-wide as well as departmental and divisional administrative procedures, practices, and principles.

• Basic principles and techniques of research, data collection, and report preparation. 

• Methods and techniques of preparing technical reports. 

• Basic arithmetic and statistical techniques.

• Basic principles of contract administration.  

• Budget development, monitoring and tracking techniques.

• Records management principles and practices.

• Basic organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions.

• Principles and practices of business and public administration as applied to citywide operations, programs, projects, and activities.

• Principles and techniques of conducting studies, evaluating alternatives, making sound recommendations, and preparing and presenting effective and technical reports.

• Applicable federal, state, and local laws, codes, and regulations as well as industry standards and best practices pertinent to the assigned area of responsibility.

• City and mandated safety rules, regulations, and protocols.

• Techniques for providing a high level of customer service, by effectively dealing with the public, vendors, contractors, and City staff. 

• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.

• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

• Research, conduct basic analyses, and summarize information from a variety of sources; and prepare reports.

• Conduct effective administrative and operational studies.

• Maintain accurate records and files in both hard copy and computer format.

• Make accurate arithmetic, financial and statistical computations.

• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.

• Effectively represent the department and the City in meetings with governmental agencies; community groups; various business, professional, and regulatory organizations; and in meetings with individuals. 

• Prepare clear and concise reports, correspondence, documentation, and other written materials. 

• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.

• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.

• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.

• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. 

• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.