Job Description

MANAGEMENT ASSISTANT I

JOB CODE 05310

Effective Date:	12/92A

DISTINGUISHING FEATURES OF THE CLASS:

The fundamental reason this classification exists is to perform staff or administrative work in the Office of the Mayor, City Council Office, City Manager's Office, Budget and Research or operating department handling overall technical and administrative matters. Employees in this class are usually oriented toward broad public management careers. Work involves directing or participating in gathering information, making statistical analyses, studying special administrative problems, and developing improved systems, procedures, and forms which lower operating costs or increase efficiency. Contact with the public is an important element of some assignments. Work is performed under general direction and requires initiative and independent judgment. Accomplishments are judged by a supervisor from written reports and results achieved.

ESSENTIAL FUNCTIONS:

• Develops and conducts surveys, collects information on operational and administrative problems, analyzes research findings, and recommends practical solutions;
• Assists with the preparation and administration of the City's annual budget;
• Compiles and analyzes data in order to write monthly, annual, and special reports;
• Writes operational procedures to improve methods and systems;
• Staffs a variety of citizen committees and/or City Council subcommittees;
• Talks to people requesting service or making complaints;
• Prepares and distributes agendas and summary meeting minutes;
• Evaluates recommended changes in organization, policy, and procedures and reports on the merits of the recommendations;
• Writes and revises general administrative regulations and operational manuals;
• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.

Required Knowledge, Skills and Abilities:

Knowledge of:

• The principles and practices of public administration and management.
• Research methods and techniques and methods of reports preparation.
• The principles of customer service and public relations.
• Electronic spread sheet, graphics, data base, and word processing computer applications.
• The principles, methods, and practices of municipal budgeting and finance.
• Cost accounting procedures and practices.
• Program budgeting.
• The principles and techniques of systems and procedures analysis.

Ability to:

• Gather pertinent facts, make thorough analyses, and arrive at sound conclusions.
• Make significant decisions and exercise resourcefulness in resolving new problems.
• Work cooperatively with other City employees, elected officials, and the public.
• Produce written documents with clearly organized thoughts using proper English sentence construction, punctuation, and grammar.
• Analyze, interpret, and report research findings.
• Make decisions in accordance with laws, regulations and policies.
• Organize data gathered in clear, understandable formats including graphs, charts, and memos.
• Communicate orally with other City employees, customers and the public in face-to-face one-on-one settings, in group settings, or using a telephone.
• Enter data or information into a terminal, PC, or other keyboard device.
• Review or check the work products of others for conformance with standards.
• Comprehend and make inferences from written material in the English language.
• Incorporate comments from others into final reports and memos.
• Explain technical budgetary problems in simple, non-technical language.
• Work safely without presenting a direct threat to self or others.

Additional Requirements:

• Some positions will require the performance of other essential and marginal functions depending upon work location, ,or shift.

ACCEPTABLE EXPERIENCE AND TRAINING:
One year of experience in governmental research, finance or public administration, a bachelor's degree in public or business administration, and completion of required course work for a master's degree in public administration, political science, or a related field. Other combinations of experience and education that meet the minimum requirements may be substituted.