Administrative Planner, (B272420-1), 210, Civilians

Performs highly specialized functions of a Manager or Administrator relating to a wide range of administrative and managerial duties in an effort to create a better organized, productive and efficient department.

ESSENTIAL DUTIES & RESPONSIBILITIES

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description

• Coordinates, administers and supervises procedures, projects, and/or functions of the department's operations: monitors same for adherence to policy, law, and/or budget; ensures appropriate actions are taken at each phase of completion; ensures procedures, projects, or functions adhere to prescribed time schedules.
• Assists, develops, coordinates and supervises the implementation of new methods and procedures for boards and committees, newly elected official's guidelines, project, and/or functional operations; evaluates methods and modifications as necessary.
• Develops, prepares, maintains, processes, and distributes various reports, records, legal documents, etc. that are pertinent to a specific to project and/or the overall planning of the department.
• Assists the department's administrative staff in reviewing, writing, filing, preparing correspondence such as letters, memorandums, status reports, resolutions, ordinances, contracts and council communications.
• Identifies operational and/or policy areas of opportunity for improvements, collects and analyzes supportive documentation and prepares recommendations including methods of implementation.
• Applies management techniques and principles to increase workflow, improve communication, reporting procedure; reviews and monitors operating practice to create more effective systems or improve existing ones; and the preparation of the budget.
• Supervises staff including supervisory level employees, if necessary.
• Develops revisions or original written directive and reports; Confers with the department director or any other staff members as necessary and appropriate; participates in the development of short, mid, and long range goals and objectives for the department; serves as liaison between the department and other City departments concerning budget or any other department related activities; prepares reports for the department director on the planning and research goals and objectives.
• Performs other responsible administrative/planning duties as required.
• Assists in maintaining good communication between staff, visitors and other business contacts.
• Must follow all rules of telephone courtesy in all telephone communications.
• Monitors budget implementation by reviewing ordinances and budget adjustments in order to comply with the City and State policies.
• Implements the City of Laredo Emergency Management Plans.
• Ensures continual update and modifications of the City of Laredo Emergency Management Plan.
• Plans and maintains emergency operation centers for key officials to continue government operations in the event of an emergency.
• Assists with presenting agenda items to the City Council for the approval of appropriate actions.
• Will be placed on-call to respond to the emergency operations center or the field deployment due to critical incidents.
• Seeks out and assists in obtaining grant funding for the department.
• Strategic planning: Coordinate development, implementation, and annual updates of the department’s strategic plan, with measurable goals, assigned responsibilities, and timelines.
• Capital improvement planning: Assist in maintaining a five-year plan for fire stations, apparatus, equipment, and facility improvements.
• Service and staffing analysis: Evaluate community growth, call volume, response times, and service demands to support staffing and resource recommendations.
• Project coordination: Track priority projects, milestones, funding needs, and deadlines; provide regular progress reports to command staff.
• Budget support: Work with the Fiscal Administrator to connect strategic priorities with annual budget requests and long-term financial planning.
• Grants and funding: Research funding opportunities and assist with proposals that support identified department needs.
• Performance reporting: Develop dashboards, annual reports, and presentations that communicate department progress and resource needs.
• Interdepartmental coordination: Work with City departments, community partners, and educational institutions on planning initiatives.
• Improvement tracking: Incorporate after-action findings into department plans and monitor completion of corrective actions.
• Performs other duties as assigned.

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES

Skills and Abilities: 

• Ability to maintain good planning and organizational skills.
• Ability to take and follow directions from supervisor.
• Ability to give directions to and gain compliance from assigned staff.
• Ability to perform strenuous and routine work.
• Ability to maintain a valid Texas Driver License and a good driving record.
• Ability to maintain harmonious and effective working relationships with other employees and respond to general public complaints.
• Ability to project a positive and professional image of the City of Laredo.
• Ability to effectively communicate both orally and in writing in the English and Spanish languages.
• Required to comply with all City of Laredo's policies and procedures.
• Ability to maintain good health and physical condition sufficient to permit the full performance of the duties of the position.

WORK ENVIRONMENT/CONDITIONS AND PHYSICAL DEMANDS

Physical Effort Requirements

Position will have the following exposures

• Office or similar indoor environment, relatively free from unpleasant environmental conditions or hazards.
• Occasional exposure to unpleasant environmental conditions and/or hazards.  Occasional outside work.
• Frequent exposure to unpleasant environmental conditions and/or hazards. Majority of work performed outside or with exposure to risk.
• Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.

Work Environment Locations 

Position will require the employee to work in the following types of work environments

Seldom

• Construction site
• Confined space 
• Warehouse environment

Sometimes

• Outdoor environment
• Street environment (near moving traffic)
• Vehicles

Often

• Office or similar indoor environment

Exposures 

Position will require the employee to be exposed to the following environmental elements

Never

• Individuals with known violent backgrounds
• Extreme cold (below 32 degrees)
• Extreme heat (above 100 degrees)
• Communicable diseases
• Moving mechanical parts
• Fumes or airborne particles
• Toxic or caustic chemicals or substances
• Loud noises (85+ decibels such as heavy trucks, jack hammers, construction)

Seldom

• Individuals who are hostile or irate

Travel

 Position will require the employee to travel

Seldom:

• Regional travel
• National travel
• International travel

Frequently

• Local travel

Required Education and Experience

• Bachelor's Degree from an accredited* college or university in Business Administration, Public Administration, Business Management or a related field

• At least five (5) years of work experience in management, business administration, public administration, with at least two (2) years of supervision experience.

        *Council of Higher Education Accreditation (C.H.E.A)

Foreign Education:

• Applicants who have completed education outside of the United States must submit a foreign credential evaluation completed by a professional credential evaluation agency that is a member of the National Association of Credential Evaluation Services (NACES)or the Association of International Credential Evaluators (AICE). The evaluation must verify the U.S. equivalency of the degree and identify the comparable U.S. degree level. Applicants are responsible for obtaining and submitting the required evaluation documentation.

Note: The City of Laredo is not responsible for any fees associated with obtaining a foreign credential evaluation or educational equivalency documentation.

Required Licenses or Certifications 

• Valid Texas Driver License. If applicant holds an out-of-state license, a State of Texas Driver License must be obtained within 6 months of employment.

As part of the minimum requirements for all positions with the City of Laredo, a thorough background check and certified school transcripts will be required from all applicants who are offered employment.

Effective February 24, 1997, all selected applicants are required to undergo a drug and alcohol test prior to employment.

Effective January 7, 2008, all persons in safety-sensitive functions/positions, as per City of Laredo Drug and Alcohol Policy definition, shall be subject to random drug and alcohol testing.

A person with a disability who needs a reasonable accommodation related to a selection process is requested to contact the Human Resources Department at (956) 791-7480 two days prior to the scheduled interview and/or test if applicable.