Senior Management Analyst Vernon CA 1 of 4
JOB DESCRIPTION
Senior Management Analyst
Date Prepared: October 2023 Class Code: 1460
SUMMARY: Under general supervision, performs a variety of advanced journey-level analytical, technical, complex tasks and develops, implements, and monitors projects, programs, and functions in support of a City Department; work requires the exercise of independent judgment, initiative and discretion based on knowledge of policies and procedures and municipal operations in performing daily activities.
DISTINGUISHING CHARACTERISTICS: -- Senior Management Analyst is the advanced journey level in the Management Analyst job series; this classification is distinguished from Management Analyst by the performance of advanced journey level duties; responsibility over one or more functional areas or programs that have citywide impact or that cross departmental lines. May exercise functional, technical, or lead responsibility on a project basis and/or direct supervision over paraprofessional, technical, and clerical staff. This class is distinguished from the Principal Management Analyst by the absence of direct supervision of other professional-level staff and the absence of managerial responsibilities for a division or section. Incumbents report to the City Administrator, a Department Director, or a Division Manager; and supervise technical and administrative staff.
ESSENTIAL FUNCTIONS: -- Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:
• Performs a variety of complex duties in support of department managers, various professional-level operations and activities within an assigned department including budget development, program coordination and monitoring and departmental policy and procedure development, implementation, and administration.
• Oversees coordination of assigned activities with other functions, divisions, outside agencies, and the general public; in conjunction with the appropriate departments and outside agencies, develops, implements projects and monitors revenue and expenses related to activities for city projects, programs and contracted services.
• Performs a variety of professional-level research, administrative, operational, and analytical duties in support of an assigned department.
• Reviews and identifies issues, collects data, analyzes alternatives, and makes recommendations as to appropriate action, prepares and presents reports, participates in special projects and assignments. • Responds to and recommends resolution to difficult and sensitive inquiries and complaints. • Prepares Requests for Proposals and manages contracts. • Oversees departmental invoice and bill processing and ensures discrepancies are reconciled. • Prepares City Council and Commission staff reports, financial reports, statistical tables, charts, and graphs.
• May serve as a management liaison to various boards, committees, and advisory boards as assigned. • Conducts complex research and analysis activities concerning organizational structure, staffing, operations, procedures, and policies; makes recommendations for departmental and city policy. • Conducts complex surveys, analyzes data, prepares presentations, and makes recommendations.
Senior Management Analyst Vernon CA 2 of 4
• Prepares and reviews variety of materials, drafts, letters, memos, reports, manuals, forms, and maintains databases, departmental records, file storage, and management systems. • Supervises and evaluates technical and administrative support staff. • Keeps abreast of current developments and trends in the field of public administration. • Monitors state and federal legislation regarding assigned areas, interprets state, federal, and grant regulations, and assesses departmental or City compliance with same, assists in developing programs and procedures in response to new legislation.
• Prepares and distributes a variety of routine and non-routine reports; attends and participates in a variety of meetings and committees as assigned.
• Supports the relationship between the City of Vernon and the general public by demonstrating courteous and cooperative behavior when interacting with visitors and City staff; maintains confidentiality of workrelated issues and City information; performs other duties as required or assigned.
When assigned to the Finance Department:
• Conducts research and analysis activities regarding various financial-related projects such as development impact on city services and costs thereof; analysis of changing services and impacts upon fees and charges; analysis of alternative methods of financing; and review and follow-up of federal and state proposed and implemented legislation.
• Develops, reviews, and analyzes budgeted revenue estimates, and fund sheets for preliminary and final budgets.
• May assist with external audit activities.
• Prepares annual cost control study and cost allocation plan reports. • Assists in presenting and justifying the annual revenues and expenses, departmental budget estimates, and capital improvement budgets to management staff.
• Updates the City’s User Fee Study on a regular basis and prepares internal service fund allocations for the budget.
When assigned to City Administration:
• Monitors and analyzes federal and state legislation and regulatory actions and makes recommendations. • Communicates with senior staff of internal and external elected/appointed officials and department heads on behalf of the City Administrator’s Office.
• Prepares and drafts various written reports, letters, memos, presentations, and social media content. • Leads and manages programs and projects to ensure tasks and deadlines are met. • Coordinates and administers citywide sustainability plan, strategic plan, or community events. • May act as liaison between internal and external stakeholders with outreach efforts, existing and new initiatives, and business development.
• Operates in a political environment.
• May issue Requests for Proposals and may negotiate contracts.
When assigned to Police:
• Coordinates the fiscal and analytical operations of the section or division, which may include, but are not limited to, employee promotional processes, policy revisions, position control, and compliance with state and federal regulations, contracts, grant management and asset forfeitures. • Assists in revision, research, development, and tracking of department policies and procedures. • Gathers and prepares police data and conducts crime/incident statistics analysis. • Assists with internal system audits and procedure review. • Coordinates budget preparation, administration, and control. • Coordinates department fleet services to include assignment, servicing, and repair of police vehicles. • Supervises and provide guidance for special projects as assigned.
Senior Management Analyst Vernon CA 3 of 4
When assigned to Public Utilities:
• Analyzes electric, natural gas, broadband, and water federal and state legislation and regulatory actions and makes recommendations to mitigate risks and help develop plan to meet utility requirements. • Review processes and policies to provide recommendations for new technologies and process changes that will improve the areas of utility mapping, asset tracking, and cost estimating. • Leads and manages programs and projects, including Emergency Response Plan, Strategic Plan, benchmarking/Key Performance Indicators and support the Enterprise Risk Management program. • Reviews and finalizes departmental correspondence, submittals, legal documents, and forms for approval.
• Prepares staff reports for City Council and Commissions; implements and disseminates approved items. • Monitors departmental contracts.
• Manages Request for Proposals, Request for Qualifications, Requests for Information.
When assigned to Public Health & Environmental Control:
• Analyzes and evaluates quantitative and qualitative data to assess the effectiveness of program goals and objectives.
• Keeps abreast of current developments and trends in the field of public health and Certified Unified Program Agency program elements.
• Facilitates department outreach and education efforts through site visits, workshops, distribution of information flyers, and surveys.
• Conducts routine to complex data monitoring, including quality control, data management, and data analysis.
• Recommends solution-oriented changes, including process optimization, cost reduction, and identification of new program opportunities.
• Leverages data analytics for assessing department operations and delivers policy recommendations. • Collaborates with stakeholders to gain an in-depth understanding of critical needs and requirements. • Identifies and proposes remedies for operational challenges to improve department efficiency.
When assigned to Public Works:
• Monitors activities for major development and construction projects and programs by private developers and/or builders.
• Leads and coordinates public outreach to residents, community groups, and business community. • Coordinates operations associated with City owned housing. • Leads and identifies, the application for, and administration of various grants. • Prepares staff reports for City Council and Commissions; implements and disseminates approved items. • Leads in assisting the Department in all purchasing functions including: the preparation, and management of Requests for Proposals, Requests for Qualifications, Requests for Information; the preparation, monitoring, and administration of departmental contracts; preparation of purchase orders. • Leads and coordinates budget preparation, administration, and control. • Assists in the creation of Departmental Policy.
• Leads in reviewing and finalizing departmental correspondence, submittals, legal documents, and forms for approval.
• Assists with Special Projects as assigned.
MINIMUM QUALIFICATIONS:
Education, Training and Experience Guidelines:
Bachelor’s Degree in Public Administration, Public Health, Business Administration, Public Policy, Political Science, English, Finance, Economics, or related field; AND four (4) years of professional level experience in governmental finance, budgeting, and analysis OR program or project management activities in the public sector. One (1) of the required four (4) years of experience must include supervisory responsibilities.
Senior Management Analyst Vernon CA 4 of 4
Knowledge of:
• City organization, operations, policies, and procedures. • City Code, City Ordinances and Operating Manuals.
• Principles, methods, and practices of public administration, municipal operations, and budgets. • Principles and practices of office administration.
• Records management principles.
• Research techniques, methods, and procedures.
• Telephone etiquette protocol.
• Customer service standards and protocols.
• Principles and methods of supervision and training.
• Business computers and standard MS Office software applications.
Skill in:
• Providing highly skilled technical and professional level support to executive or management–level personnel.
• Preparing correspondence, agendas, and various types of documents. • Reviewing pertinent information, making thorough analysis, and arriving at sound conclusions and projections to make recommendations.
• Organizing and maintaining departmental records and filing systems. • Responding to public inquiries.
• Coordinating special projects in support of administrative operations. • Prioritizing multiple tasks, projects and demands.
• Operating a personal computer utilizing a variety of business software. • Explaining City policies and procedures.
• Communicating effectively verbally and in writing.
• Providing technical and functional supervision to technical and administrative staff. • Dealing tactfully and courteously with elected officials, employees, and the public. • Establishing and maintaining cooperative working relationships with elected officials, managers, fellow employees, and the public.
LICENSE AND CERTIFICATION REQUIREMENTS:
A valid California State Driver’s License may be required.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT:
Work is performed in a standard office environment with some travel to different sites. Incumbents may be required to work extended hours including evenings or weekends.