Job Description

MANAGEMENT ASSISTANT III

JOB CODE 05330

Effective Date:	12/92A

DISTINGUISHING FEATURES OF THE CLASS:

The fundamental reason this classification exists is to resolve highly complex and difficult administrative problems and to perform responsible administrative work involving the study and application of administrative systems, policies and practices, or Federal City programs. A Management Assistant III receives only nominal supervision and handles more complex and difficult operations and services than a Management Assistant II and must be qualified to give leadership and direction to specialists performing research work. A Management Assistant III has very substantial responsibilities in working with heads of other departments or divisions in coordinating, assembling, and preparing requests for obtaining grants from the Federal government for new and ongoing problems. Working only under the most general supervision, work is evaluated primarily on the basis of results achieved.

ESSENTIAL FUNCTIONS:

• Conducts complex organizational and procedural analyses, evaluates recommended organizational changes and reports on the merit of the recommendations;
• Conducts financial studies to determine the availability of resources for funding current or new programs;
• Assists in the administration of the City's capital improvement programs;
• Develops cost estimates and makes budget projections;
• Assists department and division heads in writing and assembling departmental memos, City Council Reports, requests for grant funding, and other administrative reports;
• Assists department and division heads in developing policy alternatives;
• Assists in coordinating and installing management improvements that address new or ongoing problems;
• Works with the Mayor and City Council members to provide information, coordinate department responses to questions, provide mid-manager staff support to City Council Subcommittees, or represent the department/division before citizen boards and commissions;
• 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 government organization.
• Research techniques, methods, and procedures.
• The principles, methods, and practices of municipal budgeting and finance.
• Modern office management principles, practices, and equipment.
• Electronic spread sheet, database, and word processing computer applications.

Ability to:

• Gather pertinent facts, make thorough analyses, and arrive at sound conclusions.
• Comprehend and make inferences from written material in the English language.
• Review or check the work products of others for conformance with standards.
• Enter data or information into a terminal, PC, or other keyboard device.
• Work cooperatively with other City employees and the public.
• Produce written documents with clearly organized thoughts using proper English sentence construction, punctuation, and grammar.
• 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.
• Remain in a sitting position for long periods of time.
• Observe, compare or monitor data included in management reports to determine compliance with procedures.
• Explain technical budgetary problems in simple, nontechnical language.
• Resolve customer or citizen complaints in accordance with established policies and regulations.
• 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, assignment, or shift.
• Some positions require the use of personal or City vehicles on City business. Individuals must be physically capable of operating the vehicles safely, possess a valid driver's license and have an acceptable driving record. Use of a personal vehicle for City business will be prohibited if the employee is not authorized to drive a City vehicle or if the employee does not have personal insurance coverage.

ACCEPTABLE EXPERIENCE AND TRAINING:
Five years of responsible experience in public administration, research, and finance, including one year of supervisory experience and a master's degree in public or business administration, government management, industrial engineering, or a related field. Other combinations of experience and education that meet the minimum requirements may be substituted.