Management Assistant
GENERAL PURPOSE
Under general supervision, performs a variety of
professional, technical, financial, budgetary, statistical,
analytical, research, and administrative duties and
reporting on a variety of topics related to management
programs in providing highly responsible staff support to a
City department or division; and performs related duties as
assigned.
DISTINGUISHING CHARACTERISTICS
This is the entry-level professional class related to
various Analyst series. Initially under supervision,
incumbents perform the more routine administrative support
and analysis duties while learning City policies, procedures
and specific techniques related to management analysis. As
experience is gained, assignments gradually become more
diversified and are performed under more general supervision
and direction. Job assignments are in line departments,
where incumbents are expected to assist the department head
with various programs, making statistical analyses, studying
special administrative problems, and developing new or
improving existing systems, and operational and
administrative functions.
Management Assistant is distinguished from other Analysts in
that incumbents in the latter class are assigned more
difficult and complex analytical work on issues having
greater impact on departmental operations or City-wide
programs. Analysts are expected to carry out their
assignments independently, making sound judgments in
selecting study approaches and analytical techniques
necessary to achieve expected study results.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The duties listed below are intended only as illustrations
of the various types of work that may be performed. The
omission of specific statements of duties does not exclude
them from the position if the work is similar, related or a
logical assignment to this class.
Conducts administrative or management studies related to
the activities or operation of the assigned department in
accordance with guidance and instructions given regarding
approach and expected results.
Uses appropriate analytical techniques and statistical and
information-gathering processes to obtain required
information; performs analyses and summarizes findings; as
necessary, conducts surveys.
Assists in developing and administering a major
departmental operating and/or capital improvement budget;
assists in gathering and analyzing data and information;
Develops and compiles supporting documentation; analyzes
and reports on the budget status of various projects;
Assists in monitoring and tracking expenditures and fund
balances; updates and maintains appropriate budget-related
databases.
Researches, collects from multiple sources, including City
databases, and tracks financial, statistical, technical or
specialized data for assigned ongoing and special projects,
including the development and completion of a variety of
complex and time-sensitive reports as required by other
public agencies or for the Citys internal use.
As necessary, performs data analyses and comparisons;
develops and maintains spreadsheets requiring data
interpretation and manipulation;
Integrates and reviews data and information, develops
reports in appropriate formats and distributes to applicable
internal or external contacts.
Represents department in interactions with City staff,
officials of other governmental agencies, business and
community groups, vendors or the public; actively
participates in and facilitates applicable meetings and
reports to management on meeting outcomes.
Responds to and resolves citizen requests for information,
inquiries, concerns, complaints and problems about City and
departmental programs, services or projects or refers
complaints and requests to management when warranted.
Coordinates programs and activities with other
departments.
Provides input and recommendations in assigned areas
during the development and implementation of departmental
goals and objectives; assists in monitoring performance and
progress in executing departmental goals and objectives;
develops and presents periodic reports on progress.
In accordance with City codes and ordinances and
department procedures and practices, receives formal
requests (e.g., speed hump requests) and processes
designated permits (e.g., pool drainage permits); reviews
petitions and applications; issues permits; maintains and
updates applicable records and schedules; distributes
information to appropriate sources.
Composes, revises and edits a variety of
routine-to-difficult correspondence, reports, and
informational materials; from rough notes, drafts,
dictation, and/or brief oral instructions, types, formats,
edits, revises, proofreads and prints reports,
correspondence, memoranda, contracts, agreements, technical
charts and tables and other specialized and technical
materials ranging from routine to complex.
Proofreads and checks typed and other materials for
accuracy and completeness and for compliance with policies
and regulations.
Provides staff support and operational assistance to
assigned department or office management.
May update and enhance department web page.
REQUIRED QUALIFICATIONS:
Bachelors degree from an accredited college or university
with major coursework in business administration, public
administration, or management, or a closely related field;
and one (1) year of progressively responsible
administrative, management support or project experience;
preferably in the area related to department of assignment.
Demonstrated knowledge of the principles, practices and
methods of administrative and organizational analysis;
public administration policies and procedures; business
computer applications, particularly as related to
statistical analysis and data management; financial,
statistical and comparative analysis techniques and
formulae; budget development and administration
methodologies. Exceptional analytical skills, including the
ability to analyze administrative, operational and
organizational problems; collect, evaluate and interpret
varied data, either in statistical or narrative form;
interpret and explain laws, regulations, policies and
procedures; or an equivalent combination of training and
experience.
DESIRED QUALIFICATIONS:
Municipal government experience and the ability to prepare
clear and concise reports and other written materials;
maintain accurate records and files; use PC word processing,
graphics and database programs to develop reports, databases
and other materials; coordinate multiple projects and meet
critical deadlines; exercise sound judgment within
established guidelines; make clear, effective oral
presentations to individuals and groups; establish and
maintain effective working relationships with those
encountered in the course of the work.
Advanced expertise in Microsoft Access 2002 database
development and programming; including the ability to
develop, debug, test and troubleshoot queries, macros, and
modules; experience in and understanding of database design;
and the reading and writing skills required to extract
information from reports and compose a concise statement of
facts.
PHYSICAL AND MENTAL DEMANDS
The physical and mental demands described here are
representative of those that must be met by employees to
successfully perform the essential functions of this class.
Reasonable accommodations may be made to enable individuals
with disabilities to perform the essential functions.
Physical Demands
While performing the duties of this job, the employee is
regularly required to sit; talk or hear, both in person and
by telephone; use hands to finger, handle or feel standard
office equipment; engage in repetitive movement with hands
or wrists, and reach with hands and arms. The employee is
occasionally required to stand, walk, and lift or move up to
twenty pounds.
Specific vision abilities required by this job include close
vision and the ability to adjust focus.
Mental Demands
While performing the duties of this class, an employee is
regularly required to use written and oral communication
skills; read and interpret data, information and documents;
analyze and solve problems; use math and mathematical
reasoning; perform highly detailed work under changing,
intensive deadlines on multiple, concurrent tasks; and
interact with City managers, representatives of other
governmental agencies, employees and the public.
WORK ENVIRONMENT
The work environment characteristics described here are
representative of those an employee encounters while
performing the essential functions of this class. Reasonable
accommodations may be made to enable individuals with
disabilities to perform the essential functions.
The employee works under typical office conditions; the
noise level is usually quiet.
FLSA Status: Exempt
Revised: 07/05
City of Peoria Arizona an Equal Opportunity Employer
DURING THE SELECTION PROCESS, ANY
APPLICANT REQUIRING ACCOMMODATION FOR A DISABILITY SHOULD ADVISE THE HUMAN RESOURCES
DEPARTMENT.
Employment Hotline (Voice Only):
623-773-7105
Human Resources (Voice/TDD): 623-773-7100
EOE M/F/D/V
AN EQUAL OPPORTUNITY EMPLOYER
OPORTUNIDAD DE EMPLEO CON DERECHOS IGUALES
8401 West
Monroe St, Suite 110 - Peoria Arizona 85345 - (623) 773-7100
- Fax (623) 773-7149 |
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