Management Analyst II – Solid Waste Department

***$2,500 Hiring Bonus After 6 Months Continuous Employment 

*** Hybrid Telecommuting Schedule***

DEFINITION

Under general direction, provides administrative, budgetary, human resources, information technology, grant, and/or work-flow support to assigned projects and programs; analyzes programmatic practices and procedures and makes recommendations for organizational, operational, policy, and procedural improvements; conducts needs analyses, feasibility studies, and evaluations for assigned projects and programs; develops, summarizes, and maintains administrative, human resources, and/or fiscal records; fosters cooperative working relationships among District functional areas and acts as liaison with various community, public, and regulatory agencies; and performs related work as required.

CLASS CHARACTERISTICS

This is the full journey-level class in the Management Analyst series.   Incumbents develop and implement policies and procedures for a variety of projects and programs within an assigned function, including budget administration, human resources, information technology, contract administration, management analysis, and/or program evaluation.  Incumbents support the work of assigned management staff by conducting day-to-day administrative support activities and by providing a professional-level resource for organizational, managerial, and operational analyses and studies.  The work has technical and programmatic aspects requiring the interpretation and application of policies, procedures, and regulations and may involve frequent contact with the public.  Positions at this level are distinguished from the I level by exercising a higher level of judgment and initiative in selecting methods and techniques for obtaining solutions; and/or serving as a professional-level resource for operational, financial, budgetary, human resources, information technology, regulatory, political, and/or management analyses and studies which are complex in nature and diverse in scope.  Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of assigned projects and programs.  Assignments are given with general guidelines and incumbents are responsible for establishing objectives, timelines, and work methods to deliver work products.  Work is typically reviewed upon completion for soundness, appropriateness, and conformity to policy and requirements, and the methodology used in arriving at the end results are not reviewed in detail.  This class is distinguished from Senior Management Analyst in that the latter is responsible for the direct supervision of other professional-level support staff and is capable of performing the most complex duties assigned that require a high level of expertise in support of management and/or Board priorities, strategic initiatives, and directives, and are of high visibility and sensitivity to the District in areas of its core business initiatives.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision or direction from assigned supervisory or management personnel. May exercise direct supervision over assigned professional, technical, and office support staff or provide technical and functional direction to lower-level staff.

EXAMPLES OF TYPICAL JOB FUNCTIONS

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Assists in developing goals, objectives, policies, procedures, work standards, and administrative control systems for the function to which assigned.
• Participates in and oversees the development and administration of assigned budgets; monitors revenues and expenditures; identifies and recommends resolutions for budgetary problems.
• Coordinates and performs professional-level administrative and programmatic work in such areas as budget development, financial administration an
• d reporting, human resources, information technology, grants, purchasing, database management, contract administration, management analysis, public information, and program evaluation.
• Plans, oversees, and administers highly complex function-specific programs and projects; develops and manages program budgets, including revenue projections, multi-year cash flow analysis, cost containment, and grant funds disbursement; directs all aspects of assigned programs, including legal and regulatory compliance to avoid substantial fines; receives, reviews, and organizes program applications; ensures that awards stay within funding limits; participates on various committees and may present committee recommendations to the Board of Directors; sends award letters to program applicants; represents the District to applicants.
• Performs complex and varied technical, professional, and confidential work required to administer human resources programs, including recruitment, job analysis and classification, compensation, training and development, benefits administration, safety and health, risk management, and employee and labor relations.
• Participates in the development and implementation of new or revised programs, systems, procedures, and methods of operation; compiles and analyzes data and makes recommendations regarding staffing, equipment, and facility needs.
• Conducts a variety of analytical and operational studies regarding programmatic activities, including complex financial, budget, human resources, information technology, operational, or administrative issues or questions; evaluates alternatives, makes recommendations, and assists with the implementation of procedural, administrative, and/or operational changes after approval; prepares comprehensive technical records and reports, identifies alternatives, and makes and justifies recommendations.
• Researches and analyzes pertinent legislative bills and provides detailed analysis on how legislation will influence the District’s activities, programs, and services; prepares letters of support or opposition for legislative bills on behalf of the District.
• Oversees the District’s information technology function, including managing related contracts, analyzing and reviewing hardware and software needs, monitoring computer updates and network connectivity, developing, designing, and managing the content of the District’s website, and updating the District’s social media.
• Participates in the development and reporting of alternate funding sources and ensures compliance with Federal, State, District, and funding agency and District accounting and reporting requirements and applicable laws, regulations, and professional accounting practices.
• Participates in the development of public bids and RFP agreements, in establishing new contracts and creating new procedures and guidelines to existing contracts that need improvement or that are up for potential renewal; develops and administers complex contracts including maintenance, goods, or service contracts and agreements; monitors contract expenditures and identifies budget transfers as needed.
• Prepares and submits Board of Directors agenda reports and various other commission, committee, and staff reports, resolutions, ordinances, and correspondence regarding assigned activities.
• Confers with other management staff regarding provision of administrative and support services, including contracts, agreements, and grant reporting.
• Maintains accurate records and files; develops storage of records and retention schedules.
• Prepares District promotional materials including designing and procuring flyers, brochures, advertisements, videos, signage, and other related materials; writes press releases, newsletters, and various documents for public distribution.
• Coordinates and organizes District events and District participation in community events; represents the District to residents in explaining District services, programs, and policies; provides outreach and assists in providing public education programs to the community.
• Conducts training and educational presentations for District employees on assigned topics related to emergency management and disaster preparedness; coordinates, schedules and prepares materials for training courses; serves as a liaison to the City of Costa Mesa’s Disaster Preparedness Committee, and coordinates assigned activities with the City of Costa Mesa and Water Emergency Response Organization of Orange County (WEROC), along with other outside agencies; purchases Emergency Operations Center (EOC) supplies and updates Emergency Operations Plans as necessary.
• Performs a variety of administrative support duties; sets up for meetings; prepares meeting minutes, records meetings, and posts meeting information.
• Participates on a variety of interdisciplinary committees and commissions and represents the District to a variety of community and stakeholder groups.
• Communicates orally, in writing, or through graphic representations and statistical summaries with colleagues, managers, employees, the public, employee groups and representatives of various organizations.
• Performs other duties as assigned.

QUALIFICATIONS

Knowledge of: 

• Principles and practices of municipal management and government.
• Principles, practices, and procedures of funding sources and grant funds disbursement.
• Project and/or program management, analytical processes, and report preparation techniques; municipal programs such as, but not limited to, purchasing, finance, budgeting, and other related governmental programs.
• Organizational and management practices as applied to the analysis, evaluation, development, and implementation of programs, policies, and procedures.
• Principles and practices of public administration as applied to operational unit and program administration.
• Research and reporting methods, techniques, and procedures.
• Sources of information related to a broad range of municipal programs, services, and administration.
• Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
• Public relations, public outreach, and marketing strategies.
• Principles and practices of contract administration and evaluation; and public agency budget development and administration, and sound financial management policies and procedures.
• Principles, practices, and techniques of human resources in a public agency setting, including recruitment and selection, equal employment opportunity, and affirmative action; job analysis and classification; compensation analysis and administration; training and development; employee and labor relations; benefits administration; safety and health, and risk management.
• Recent and on-going developments, current literature, and sources of information related to the operations of the assigned division.
• Record keeping principles and procedures.
• Modern office practices, methods, and computer equipment and applications related to the work.
• English usage, grammar, spelling, vocabulary, and punctuation.
• Techniques for effectively representing the District in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and District staff.

Ability to:

• Assist in the development of goals, objectives, policies, procedures, and work standards for the assigned function(s).
• Coordinate and oversee programmatic administrative, budgeting, fiscal reporting, human resources and/or information technology activities.
• Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative.
• Plan and conduct effective management, administrative, human resources, information technology, and operational studies.
• Plan, organize, and carry out assignments from management staff with minimal direction.
• Conduct research on a wide variety of administrative topics including grant funding, contract feasibility, budget and staffing proposals, and other human resources and/or operational alternatives.
• Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner.
• Evaluate and develop improvements in operations, procedures, policies, or methods.
• Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
• Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
• Interpret, apply, explain, and ensure compliance with applicable Federal, State, and local policies, procedures, laws, and regulations.
• Effectively represent the assigned function(s) and the District in meetings with governmental agencies, community groups, and various businesses, professional, and regulatory organizations, and in meetings with individuals.
• Establish and maintain a variety of filing, record keeping, and tracking systems.
• Maintain inventories related to area of assignment.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
• Operate and maintain modern office equipment, including computer equipment and specialized software applications programs.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education and Experience:

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

A Bachelor’s degree from an accredited college or university with major coursework in business or public administration, finance, human resources, or a related field and three (3) years of professional administrative experience in municipal government.  A pertinent graduate (Master’s) degree can substitute for one (1) year of the required experience.

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various District and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone.  This is primarily a sedentary office classification although standing and walking between work areas may be required.  Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment.  Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information.  Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

ENVIRONMENTAL ELEMENTS

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.  Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing District policies and procedures.