Management Analyst/Associate Management Analyst

About the role

The Position The cities of Del Mar and Solana Beach are recruiting for a versatile and driven Management Analyst/Associate Management Analyst assigned to the Fire Department. Although the Management Analyst will be an employee of the City of Del Mar, this position serves both Del Mar and Solana Beach under a joint fire management agreement.

Responsibilities

• Develops, monitors, and analyzes departmental budgets; prepares financial reports and ensures adherence to established budgetary guidelines.
• Oversees cost recovery activities, including tracking, reconciliation, and reporting of reimbursable program expenditures.
• Participate in the development of goals, objectives, policies and priorities for the organization and or department to which assigned.
• Prepares, submits, and administers grants; monitors compliance requirements and maintains documentation.
• Conducts data collection and analysis to support decision-making, performance tracking, and program evaluation.
• Manages, develops, and implements department programs and special projects.
• Reviews existing policies and assists in the development of new policies, procedures, and administrative guidelines.
• Prepares agenda reports, presentations, and supporting documents for internal and external meetings; presents to City Council, City committees, and community groups.
• Manages procurement and purchasing activities including contract management, development, review, and processing of contracts, agreements, preparation of Requests for Proposals/Qualifications; aids in analysis, negotiation, and vendor selection; and administers contracts; invoice processing, purchase orders, Cal Card reconciliation, and ordering of office supply inventory.
• Plans and coordinates departmental events, meetings, and public-facing activities.
• Processes training/certificate reimbursements, travel expense claims, and other personnel-related administrative documents.
• Prepares and compiles information for the department’s Annual Report, routine reports, and specialized reporting as requested by Fire Command Staff, City Management, and the City Council; ensure state, federal and local regulations are met.
• Oversees records management functions, ensuring compliance with retention requirements.
• Captures and coordinates public education event scheduling and supports community outreach activities.
• Provides administrative and analytical support to Fire Command staff.
• Supports National Incident Management System (NIMS) compliance efforts, City emergency management activities, and mitigation planning.
• Conduct surveys, perform research and statistical analysis on administrative, fiscal, and operational problems, and issue recommendations as appropriate.
• Responds to citizen complaints and requests for information.
• Coordinates, support and manage programs and projects, as assigned.
• Aids in or leads the coordination of activities with other City departments and divisions and with outside agencies; may represent the City has local and regional meetings with outside agencies.

Requirements

• The equivalent of a Bachelor's degree from an accredited college or university with major work in public administration or related field, plus a minimum of one year of related work experience.
• A master’s degree is highly desirable and may be substituted for one year of experience.

Qualifications

• Strong written and verbal communication skills.
• Well-developed analytical and critical thinking skills.
• Customer service focused.
• A desire to learn and grow in the role.
• An understanding of fire department operations and emergency management with the ability to exercise initiative and independent judgment within established guidelines while providing professional support in a variety of areas.

Skills

• Strong analytical and problem-solving skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple tasks and projects simultaneously.
• Experience with budget development, financial reporting, and grant administration.
• Knowledge of fire department operations and emergency management.
• Ability to conduct data analysis and prepare reports and presentations.
• Experience with records management and public education.
• Strong organizational and project management skills.

Benefits

What Del Mar Has To Offer
Cafeteria Allotment - $1,737 (maximum)/month which also allows employees to cash out unused cafeteria excess or receive $400 monthly opt-out provision.
Vacation Cash Out - eligible employees may cash out up to 80 hours of vacation time annually.
104 hours of paid management leave per fiscal year in addition to vacation leave.
Voluntary retirement savings/deferred compensation: 457(b) plan and 457(b) Roth plan.
12 recognized holidays and an additional 2 floating holidays per calendar year.
The City provides tuition reimbursement of up to $1,000 per fiscal year.
Sick Leave Conversion – eligible employees can convert up to 72 hours of sick leave to vacation hours at a rate of 2 sick leave hours for 1 vacation hour.
CalPERS Retirement Formula: Classic Tier 2 - 2% at 60. PEPRA - 2% at 62.

Desired Minimum Qualifications

• To perform a job in this classification, an individual must be able to perform the essential duties as generally described in the specification.

Supplemental Information

What Del Mar Has To Offer
Cafeteria Allotment - $1,737 (maximum)/month which also allows employees to cash out unused cafeteria excess or receive $400 monthly opt-out provision.
Vacation Cash Out - eligible employees may cash out up to 80 hours of vacation time annually.
104 hours of paid management leave per fiscal year in addition to vacation leave.
Voluntary retirement savings/deferred compensation: 457(b) plan and 457(b) Roth plan.
12 recognized holidays and an additional 2 floating holidays per calendar year.
The City provides tuition reimbursement of up to $1,000 per fiscal year.
Sick Leave Conversion – eligible employees can convert up to 72 hours of sick leave to vacation hours at a rate of 2 sick leave hours for 1 vacation hour.
CalPERS Retirement Formula: Classic Tier 2 - 2% at 60. PEPRA - 2% at 62.

Job Duties

The following are examples of the types of job duties that may be found in the Management Analyst/Associate Management Analyst role:

• Develops, monitors, and analyzes departmental budgets; prepares financial reports and ensures adherence to established budgetary guidelines.
• Oversees cost recovery activities, including tracking, reconciliation, and reporting of reimbursable program expenditures.
• Participate in the development of goals, objectives, policies and priorities for the organization and or department to which assigned.
• Prepares, submits, and administers grants; monitors compliance requirements and maintains documentation.
• Conducts data collection and analysis to support decision-making, performance tracking, and program evaluation.
• Manages, develops, and implements department programs and special projects.
• Reviews existing policies and assists in the development of new policies, procedures, and administrative guidelines.
• Prepares agenda reports, presentations, and supporting documents for internal and external meetings; presents to City Council, City committees, and community groups.
• Manages procurement and purchasing activities including contract management, development, review, and processing of contracts, agreements, preparation of Requests for Proposals/Qualifications; aids in analysis, negotiation, and vendor selection; and administers contracts; invoice processing, purchase orders, Cal Card reconciliation, and ordering of office supply inventory.
• Plans and coordinates departmental events, meetings, and public-facing activities.
• Processes training/certificate reimbursements, travel expense claims, and other personnel-related administrative documents.
• Prepares and compiles information for the department’s Annual Report, routine reports, and specialized reporting as requested by Fire Command Staff, City Management, and the City Council; ensure state, federal and local regulations are met.
• Oversees records management functions, ensuring compliance with retention requirements.
• Captures and coordinates public education event scheduling and supports community outreach activities.
• Provides administrative and analytical support to Fire Command staff.
• Supports National Incident Management System (NIMS) compliance efforts, City emergency management activities, and mitigation planning.
• Conduct surveys, perform research and statistical analysis on administrative, fiscal, and operational problems, and issue recommendations as appropriate.
• Responds to citizen complaints and requests for information.
• Coordinates, support and manage programs and projects, as assigned.
• Aids in or leads the coordination of activities with other City departments and divisions and with outside agencies; may represent the City has local and regional meetings with outside agencies.

Desired Minimum Qualifications

• The equivalent of a Bachelor's degree from an accredited college or university with major work in public administration or related field, plus a minimum of one year of related work experience.
• A master’s degree is highly desirable and may be substituted for one year of experience.