Job Description

Come Join Our Te am!
THE CITY OF NOVATO IS RECRUITING
FOR

PUBLIC WORKS ADMINISTRATIVE MANAGER

Application Deadline: 11:59 p.m. on Sunday, January 12, 2025

The City of Novato is seeking a dynamic and dedicated professional to oversee administrative operations within our Public Works Department. This role offers the opportunity to lead a talented team, manage key projects, and contribute to the efficient and professional delivery of city services. If you have a passion for public service, a commitment to innovation, and expertise in administration, budgeting, and property management, we encourage you to apply!

Additional Benefits

• Flexible work hours with potential for scheduled telecommute days
• 9/80 work schedule, every other Friday off
• Accrue vacation at a rate of 80 hours per year to start
• Provided with 40 hours of sick leave upon hire
• 14 paid holidays per year
• 90 hours of Executive Leave, with the ability to earn an additional 90 hours, per year
• Qualified Public Service Loan Forgiveness (PSLF) Agency
• Free parking on site
• Office is within walking distance of terrific restaurants and shopping

THE CITY OF NOVATO
Novato residents enjoy a thriving and family-oriented community with abundant educational, recreational, retail, and business opportunities. Residents are actively involved in important local quality of life decisions and the future direction of their City. The City Council encourages a high level of interaction between its citizenry and city government so that important issues are collaboratively explored and ideas are shared to develop the best possible outcomes. With a population of nearly 56,000, the community continues to foster a small-town atmosphere due to its low population density, large open space areas and parks, vibrant downtown, and inclusive community. With an abundance of natural beauty, a rich history, comfortable neighborhoods, a diversified economy, a promising life sciences industry, and passage of Measure M, the City is well-positioned to continue to thrive into the 21st century!

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

DEFINITION

To plan, organize, direct and coordinate the activities of key administrative, analytical and technological functions within the Public Works Department; to direct, coordinate, and participate in designated administrative services such as personnel, administration, property maintenance, purchasing and bid processes, and/or other specialized projects/programs; to participate in the formulation and implementation of administrative policies and procedures; to serve as a member of the department’s management team; to work on special projects as assigned by the Public Works Director or City Manager; and to provide highly complex staff assistance to the Director of Public Works.

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from the Director of Public Works. Exercises direct supervision over assigned management, supervisory, professional, technical and administrative support personnel.

ESSENTIAL AND MARGINAL FUNCTION STATEMENTS -  Essential and other important responsibilities and duties may include, but are not limited to, the following:

Essential Functions:

• Recommend the appointment of personnel; provide or coordinate staff training; conduct performance evaluations; implement discipline procedures as required; maintain discipline and high standards necessary for the efficient and professional operation of the Department.
• Direct, coordinate, and/or participate in the performance of operating and capital budget preparation and monitoring for assigned department/division; prepare final budget presentation with justifications; coordinate on-going budget monitoring process.
• Direct, coordinate, and/or participate in the performance of designated administrative services for assigned department/division, which may include grant management, contract coordination, purchasing and bid processes, information systems management, facilities management, personnel services support, and/or office management.
• Assist with administration of assessment districts and coordination of property maintenance plans.
• Consult with department director and other management staff in the formulation of administrative policies; develop, implement, and maintain policies and procedures related to area(s) of responsibility; participate in the development and maintenance of operating procedures/manuals.
• Negotiate contracts with outside vendors; consultants or funding sources; verify and approve payments; monitor fiscal and legal liabilities of assigned contracts.
• Coordinate fiscal activities with the appropriate state and federal agencies/funding sources, the State Controller’s Office, the County Executive Office, and other County departments/divisions as necessary and as appropriate.
• Represent Public Works Department on personnel matters such as staffing, recruitment, selection, classification, and/or employee relations as assigned, work with Human Resources Division in collaborative fashion.
• Plan, prioritize, assign, supervise, and review the work of assigned professional, clerical and technical staff; provide and/or coordinate staff training; provide recommendations on hiring, demotion, and employee discipline.
• Maintain data, records, and documentation on manual and electronic information systems; analyze possible software applications to a variety of fiscal and administrative processes.
• Drive technology improvements within the department; serves as the point of contact for end users on proposed process and application changes; articulate and outline current business processes; drive organizational change and manage issues relating to change from new technology and re-engineered system and processes; keep abreast of technology advancements within the Public Works arena; work closely with IT staff and other Public Works staff to review, research and implement new equipment, software, program upgrades, and other technological enhancements.
• Design and recommend systems, procedures, forms and instructions for internal departmental/divisional use.
• Review and improve the department administrative systems and record keeping; formalize systemic approaches for retaining and organizing department information in an efficient and effective manner; implement a best practice records management system for paper and electronic files; implement current imaging and file management system to easy retention and retrieval.
• Conduct research and prepare correspondence, reports, studies, and other documentation as necessary and upon request.
• Answer questions and provide information to the public; investigate complaints and recommend corrective action as necessary.
• Represent the division and department to outside agencies and organizations; participate in outside community and professional groups and committees; provide technical assistance as necessary.
• Research and prepare technical and administrative reports; prepare written correspondence.
• Build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service.
• Perform related duties as assigned.

QUALIFICATIONS:

Knowledge of :

• Principles and modern methods of public and business administration with special reference to organization, fiscal budget, and personnel management.
• Principles of financial administration, including public budgeting, financial forecasting, cost accounting and financial analysis.
• Advanced principles and practices of organizational analysis, management and human resource planning.
• Computer systems and software including word processing, spreadsheet and database applications.
• Advanced principles of project management.
• Formulate, design, implement process and product improvements and streamlining measures.
• Pertinent local, state, and federal laws, guidelines, regulations, and statutes.
• Standard and accepted modern research techniques, including the use of surveys and questionnaires.
• Standard and accepted principles and practices of motivation, team building, and conflict resolution.
• Principles and practices of supervision, training and performance evaluation.
• Standard and accepted office practices, procedures, and equipment.
• Standard and accepted English usage, spelling, punctuation and grammar.

Ability to :

• Direct and participate in advanced administrative, fiscal, property management, and operational activities.
• On a continuous basis, analyze budget and technical reports; interpret and evaluate staff reports; know laws, regulations and codes; observe performance and evaluate staff; problem solve department related issues; remember various rules and procedures; and explain and interpret policy. 
• Advocate on behalf of the department for change and process improvement; identify new technological solutions to manage the workload of departments; monitor the effectiveness of existing systems and procedures and make and implement recommendations for change.
• On a continuous basis, analyze budget and technical reports; interpret and evaluate staff reports; know laws; regulations and codes; observe performance and evaluate staff; problem solve department related issues; remember various rules and interpret policy.
• Develop and administer policies, guidelines and procedures.
• Negotiate agreement between differing individuals and groups.
• Manage outside contracts; protect the City’s interest with well-written contracts and performance standards; communicate effectively and clearly with contractors and tenants in a respect and courteous manner.
• Perform complex mathematical and statistical calculations accurately.
• Plan, supervise and evaluate work activities of professional, technical, and clerical staff.
• Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.
• Gain cooperation through discussion and persuasion.
• Read, analyze, evaluate and summarize written materials and statistical data including reports, financial reports and budgets.
• Act as a positive and effective team member.
• Determine effective methods of research; and compile data and present in form most likely to enhance understanding; utilize computerized complex spreadsheets for analysis and research.
• Prepare reports, statistical data, forms, questionnaires and surveys.
• Interpret and apply pertinent local, state and federal laws, guidelines, and regulations.
• Work with various cultural and ethnic groups in a tactful and effective manner.
• Gain cooperation through discussion and persuasion.
• Interpret and apply City and department policies, procedures, rules and regulations.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective, tactful and positive working relationships with those contacted in the course of work including various cultural and ethnic groups.
• Foster and contribute to a work environment that supports and exhibits honesty, diversity, integrity, trust and respect.
• Demonstrate teamwork by contributing to the overall success of the organization with flexibility, cooperation, and communication.
• Provide high quality and fiscally responsible services to the Novato community, while delivering responsive customer service.
• Demonstrate an entrepreneurial spirit by generating new, innovative ideas and developing better methods to accomplish tasks and complete projects.
• Use principles of effective office safety including use of equipment in a proper and safe manner, use of preventative personal ergonomic techniques, and maintaining safe personal and common workspaces.

Experience and Training - Any combination of experience and training that would provide the required knowledge, skills, and abilities would be qualifying. A typical way to obtain the knowledge, skills, and abilities would be:

Experience: Five years of increasingly responsible administrative work experience in budgeting, accounting, finance, public administration, or a comparable field, preferably two years of which are in assigned or related area, and two years of which must have been in a supervisory capacity.

Training: Equivalent to a Bachelor's degree from an accredited college or university with major course work in public or business administration, government, accounting or a related field. Master’s degree is highly desirable.

Working Conditions and Environmental Conditions:

Work in a typical office environment utilizing computers. Occasional attendance at night and weekend meetings and events is required. Duties require positions to, on a continuous basis, sit at a desk for long periods of time; intermittently twist to reach equipment surrounding desk; perform simple grasping and fine manipulation; use telephone, write or use a keyboard to communicate through written means; and lift or carry weight of 10 pounds or less.

SELECTION PROCESS

It is important to complete all required application materials, including the supplemental questionnaire and any required additional documents. All applications will be screened for completeness and possession of minimum qualifications. Qualified applications will be reviewed in detail to identify the most qualified candidates to continue in the selection process which may consist solely of an application screening, or may include a written examination, skills assessment, oral appraisal interview, assessment center, or other activity selected by the Human Resources Department and the hiring department. As a result of the selection process an eligibility list of qualified candidates will be established to fill current and future vacancies as long as the eligibility list remains active. Candidates who score the highest in the selection process will be required to pass a reference and background exam prior to receiving a conditional job offer. Candidates receiving a conditional offer of employment will be required to pass a pre-employment medical and drug screen examination prior to receiving a final job offer.

APPLICATION PROCEDURE

Only Online Applications will be accepted. To be considered for this exciting opportunity, candidates must complete an online application and the required supplemental questionnaire. The supplemental questionnaire is part of the application; please provide sufficient detail to enable your answers to be rated. 

APPLICATION DEADLINE: 11:59PM on Sunday, January 12, 2025

Accommodation: Applicants who may require special assistance in any step of the selection process should advise Human Resources by emailing [email protected] upon submittal of application. 

The City of Novato is an Equal Opportunity Employer

Job Tags

Holiday work, Full time, Contract work, For contractors, Work experience placement, Local area, Remote job, Flexible hours, Night shift, Weekend work, Sunday,

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