Principal Management Analyst Vernon CA 1 of 4
JOB DESCRIPTION
Principal Management Analyst
Date Prepared: October 2023 Class Code: 1450
SUMMARY: Under general supervision, performs highly specialized professional work performing the most complex analytical and technical tasks in support of a City department or citywide program area. Performs complex tasks and develops, implements, and administers projects, programs, and functions; 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: -- Principal Management Analyst is the highest level in the Management Analyst job series; this classification is distinguished from Senior Management Analyst by the difficulty and complexity of duties. The Principal Management Analyst has supervisory responsibility for an operational division of a City department, the oversight of multiple functional areas and the direct supervision of technical, administrative support, and professional staff. Incumbents exercise decisionmaking authority, and report to the City Administrator or a Department Director. Work responsibilities often require multi-departmental coordination and decisions that transcend the department. Employees in this class have considerable latitude in the application of policy and follow general guidelines in accomplishing assignments. In addition, incumbents in this class normally supervise two or more professional-level staff on a regular and continuing basis, report to the department head and may act in the absence of the department head and have broad oversight for departmental administrative procedures and systems.
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:
• Oversees a variety of tasks and functions in support of department managers, various administrative operations and activities within an assigned department including budget development, program coordination and monitoring and departmental policy and procedure development, implementation, and administration; assigned to supervise a division or section. • Oversees coordination of assigned activities with other functions, divisions, outside agencies, and the general public.
• Supervises and performs complex research and analysis activities concerning organizational structure, staffing, operations, and policies; makes recommendations for departmental and city policy. • Identifies issues, collects data, analyzes alternatives, and makes recommendations, 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 the review and reconciliation of monthly bills; verifies accuracy of payments to plans; identifies, reports, and reconciles discrepancies.
• Serves as a management liaison to various boards, committees, and advisory boards as assigned. • Makes presentations to City Council, City Boards and Commissions, and the public. • Conducts highly complex surveys, analyses data, prepares presentations to make appropriate recommendations.
Principal Management Analyst Vernon CA 2 of 4
• Prepares and reviews a variety of materials, drafts, letters, memos, reports, manuals, forms, and maintains databases, departmental records, file storage, and management systems. • Supervises and evaluates technical, administrative support and professional 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, develops 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.
• Reviews, analyzes, and recommends improvements to accounting, reporting, and recording methods and procedures.
• Assists with external audit activities, analyzing audit steps and progress. • Prepares annual cost control study and cost allocation plan reports. • Presents and justifies the annual revenues and expenses, departmental budget estimates, and capital improvement budgets to management staff.
• Reviews and 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.
• Designs and implements strategies for process improvement. • Prepares and drafts various written reports, letters, memos, presentations, and social media content. • Manages programs and projects to ensure tasks and deadlines are met. • Develops and implements citywide programs such as Sustainability Plan, Strategic Plan, or community events; develops and implements associated performance metrics. • Acts as liaison between internal and external stakeholders with outreach efforts, existing and new initiatives, and business development.
• Operates in a political environment.
• Analyzes and evaluates organizational management concerns. • Issues Requests for Proposals and negotiates contracts.
When assigned to Police:
• Directs and 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. • Revises, researches, develops, and tracks department policies and procedures.
Principal Management Analyst Vernon CA 3 of 4
• Gathers and prepares police data and conducts crime/incident statistics analysis. • Oversees budget preparation, administration, and control. • Oversees department fleet services to include assignment, servicing, and repair of police vehicles. • Supervises and provides guidance for special projects as assigned.
When assigned to Public Utilities:
Analyzes electric, natural gas, broadband, and water federal and state legislation and regulatory actions and makes recommendations to mitigate risk 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. • Develops, implements, and administers programs and projects, including Emergency Response Plan, Strategic Plan, benchmarking/Key Performance Indicators and supports the Enterprise Risk Management programs.
• Reviews and finalizes departmental correspondence, submittals, legal documents, and forms for approval.
• Assist with developing and preparing comparative analysis, conduct data research, including statistical data, prepare related graphs and charts and be able to summarize findings and recommendations. • Prepares staff reports for City Council and Commissions; implements and disseminates approved items. • Monitors departmental contracts.
• Manages Requests for Proposals, Requests for Qualifications, Requests for Information.
When assigned to Public Works:
• Monitors activities for major development and construction projects and programs by private developers and/or builders.
• Manages public outreach to residents, community groups, and business community. • Manages the coordination of operations Associated with City Owned Housing • Manages and monitors activities related to grant administration. • Prepares staff reports for City Council and Commissions; implements and disseminates approved items. • Manages and monitors 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. • Manages and monitors the review and finalization of departmental correspondence, submittals, legal documents, and forms for approval.
• Leads Special Projects as assigned.
When assigned to Public Health:
• 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 and disseminates updates and/or updates related procedures. • Facilitates and oversees 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.
• Establishes, monitors, and administers new programs.
• 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.
Principal Management Analyst Vernon CA 4 of 4
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 five (5) years of professional level experience in governmental finance, budgeting, and analysis OR program, project, or grant program administration within the public sector. Two (2) of the required five (5) years of experience must include lead or supervisory responsibilities. A Master’s degree in a related field is highly desirable.
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.
• 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 professional-level support to executive and management-level personnel. • Reviewing correspondence, agendas, and various types of documents. • Reviewing pertinent information, making thorough analysis, and arriving at sound conclusions and projections to make recommendations and presentations of findings. • Overseeing the organization and maintenance of departmental records and filing systems. • Responding to routine and highly complex public inquiries. • Managing special projects in support of administrative operations. • Assessing and prioritizing multiple tasks, projects and demands. • Assessing, analyzing, and identifying problems, and recommending effective solutions. • Operating a personal computer utilizing a variety of business software. • Managing staff, delegating tasks, and authority, and coaching to improve staff performance. • Explaining City policies and procedures.
• Communicating effectively verbally and in writing.
• 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.