Public Works Administration Manager

Under general direction, plans, organizes, oversees, coordinates, and manages the work of staff performing a variety of professional, technical, and office support duties related to the operation and administration of the Public Works Department; manages department-wide administrative functions, maintenance and operations support programs, and customer service; develops and administers budgets, contracts, policies, and procedures; provides professional assistance to the Public Works Director, City Council, and other departments and agencies; prepares and presents staff reports; and performs related duties as assigned.

The ideal candidate is a strategic, collaborative, and service-oriented leader with demonstrated experience managing complex development services for the City. This individual brings strong operational management skills, policy expertise, and the ability to balance regulatory compliance with exceptional customer service for residents, businesses, and development professionals.

Leadership and Management

The successful candidate will be an experienced manager who can effectively lead multidisciplinary staff while fostering a collaborative, high-performing work environment. Must demonstrate the ability to:

• Provide clear direction, coaching, and performance management to professional and technical staff.
• Promote accountability, teamwork, and continuous improvement within the division.
• Manage multiple programs, priorities, and projects simultaneously while maintaining high service standards.
• Implement organizational goals, policies, and strategic initiatives.
• Make sound, timely decisions within a dynamic regulatory environment.

Examples of ESSENTIAL JOB FUNCTIONS (Illustrative Only)
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Plans, manages, and oversees daily functions, operations, and activities of Public Works administrative and operational support programs, including customer response, work order and asset management, records/workflow coordination, public works inspections coordination (in support of the Deputy Public Works Director and inspection staff), and administrative support for public works maintenance and capital improvement program (CIP) projects delivery.
• Participates in the development and implementation of goals, objectives, policies, and priorities for the department; continuously monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; assesses and monitors workload, administrative and support systems, and internal reporting relationships; identifies opportunities and makes recommendations for improvement.
• Develops, administers, and monitors assigned operating and program and department budgets; determines funding needed for staffing, equipment, materials, and supplies; ensures compliance with budgeted funding and procurement requirements; prepares and administers contracts, requests for proposals (RFPs), and professional services agreements.
• Prepares, routes, tracks, and maintains the department’s contracts and agreements through execution and close-out; ensures compliance with purchasing policies, insurance/risk requirements, and records retention; coordinates with Finance and the City Clerk’s Office on contract processing and reporting.
• Tracks and submits the department’s staff reports and agenda materials to the City Clerk; maintains calendars and timelines; coordinates internal reviews and approvals; ensures accuracy, completeness, and conformance with City formatting and submittal standards.
• Plans, directs, coordinates, and reviews the work plan for assigned staff; meets with staff to identify and resolve problems; assigns work activities, projects, and programs; monitors workflow; reviews and evaluates work products, methods, and procedures; ensures adherence to City and regulatory standards and safety protocols.
• Participates in the selection of, trains, motivates, and evaluates assigned personnel; works with employees to correct deficiencies; recommends and implements discipline and termination procedures.
• Coordinates department administrative functions including records management, council agenda items and staff reports, grants administration and reporting, purchasing, public outreach, website content, and performance metrics.
• Oversees the development and maintenance of work order, asset management, and permitting/tracking systems; collaborates with Information Technology staff to implement process and technology improvements.
• Serves as a liaison for the department with other City departments, divisions, outside agencies, utilities, and community groups; represents the department at meetings, committees, and task forces; negotiates and resolves significant and controversial issues.
• Coordinates and supports the department’s engineering staff and field operations in collaboration with the Deputy Public Works Director and the Assistant Public Works Director, including communications, scheduling interfaces, documentation, customer response metrics, and development-related inspections coordination; assist with emergency response planning, logistics, and after-action documentation.
• Evaluates Public Works training needs and coordinates staff participation in training programs. 
• Conducts and/or directs a variety of organizational studies, investigations, and operational analyses; recommends modifications to programs, policies, and procedures as appropriate.
• Prepares and presents staff reports, technical memoranda, and agenda materials to the City Council, commissions, and committees; responds to public records requests and inquiries regarding codes, standards, and Public Works processes.
• Monitors changes in laws, regulations, technology, and best practices that may affect departmental operations and programs; implements policy and procedural changes as required.
• Receives, investigates, and resolves difficult and sensitive complaints and inquiries from the public and other stakeholders; ensures effective and timely customer service.
• Participates in the City’s Emergency Operations Center (EOC) during activations, serving as the Public Works liaison/lead as assigned; coordinates Public Works situation reports, resource requests, and restoration priorities with the EOC Planning/Operations/Logistics Sections.
• Coordinates and tracks disaster-recovery documentation, including damage assessments, work orders, timesheets, force-account labor/equipment, materials, mutual aid, photographs, and procurement records; maintains auditable files in accordance with City retention policies.
• Manages FEMA and Cal OES public assistance reimbursement processes for emergency and recovery work; prepares and submits project worksheets/requests for reimbursement; monitors eligibility, deadlines, and closeout requirements; responds to inquiries and audits.
• Administers other recovery grants (e.g., FHWA ER, CDBG-DR, hazard mitigation), including application preparation, scope/budget development, compliance tracking (procurement, environmental, labor), reporting, and financial reconciliation in coordination with various City departments.
• Performs related duties as assigned.

Education and Experience:
Any combination of training and experience which would provide the required knowledge, skills and abilities is qualifying. A typical way to obtain the required qualifications would be:
 
Education: Equivalent to graduation from an accredited four-year college or university with major coursework in public or business administration, civil engineering, construction management, or a closely related field.

Experience: Five (5) years or more of increasingly responsible technical, administrative, or analytical experience in public works operations and administration, including experience leading or supervising staff, programs, or projects.

License: Must possess and maintain a valid California Class C Driver License and have a satisfactory driving record. Knowledge of: 

• Administrative principles, practices, and methods including goal setting, program development, implementation and evaluation, policy and procedure development, quality control, and work standards.
• Principles and practices of municipal public works operations, including streets, right-of-way, stormwater/drainage, traffic operations/maintenance, facilities and fleet coordination, and public works inspections.
• Principles and practices of budget preparation and administration, contract administration, and public procurement.
• Organizational and management practices as applied to the analysis and evaluation of programs, policies, and operational needs.
• Principles and practices of employee supervision, including work planning, assignment, performance evaluation, and staff development.
• Applicable federal, state, and local laws, regulations, permits, and standards pertinent to Public Works operations (e.g., Caltrans, MUTCD, stormwater/NPDES, environmental health and safety).
• Techniques for effective public outreach, customer service, and community relations.
• Methods and techniques for report writing and presentations; business correspondence; and records management.
• Modern equipment and communication tools used for business functions and project coordination, including computers and software programs relevant to work performed (e.g., Microsoft Office, asset management/work order systems, permitting and financial systems).

Ability to: 

• Provide administrative, management, and professional leadership for Public Works operations and administrative programs.
• Develop and implement goals, objectives, practices, policies, procedures, and work standards.
• Select, supervise, train, and evaluate staff; provide coaching and development opportunities; ensure work is performed effectively and safely.
• Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner.
• Research, analyze, and evaluate new service delivery methods, procedures, and techniques; recommend and implement improvements.
• Prepare clear and concise reports, correspondence, policies, procedures, and presentations.
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies, and procedures, and standards relevant to work performed.
• Independently organize work, set priorities, meet critical deadlines, and follow up on assignments.
• Effectively represent the department and the City in meetings with governmental agencies, community groups, businesses, professional organizations, and the public.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Establish and maintain effective working relationships with those contacted in the course of the work.