Principal Management Analyst

About the role

Love bringing people, projects, and big-picture plans together? As a Principal Management Analyst for the City of Santa Cruz, you’ll turn complex challenges into practical solutions, connect the dots between people and priorities, and help keep City operations running smoothly. From budgets and process improvements to programs that make a difference in the community, you’ll have the opportunity to put your analytical skills, sound judgment, and resourcefulness to work where they matter most.

Current vacancies

Office of Economic Development – City Manager’s Office

The Principal Management Analyst in the Office of Economic Development in the City Manager's Office will manage the division’s administration and Citywide Graffiti Abatement Program, support property management and grants, and act as division’s safety representative. This position will supervise the administrative team and provide guidance and oversight on departmental processes and procedures. In addition, the Principal Management Analyst responsibilities will include: financial analysis, budget preparation, and design of administrative, financial and grant process improvements.

Community Development Department

This is the role where the budget, the people, and the plans all come together. You will manage the departmental budget, oversee personnel and labor relations, support seven divisions and four advisory bodies, run public front counter operations, lead complex research and administrative projects, and serve as the department’s go-to liaison for HR, Safety, Budget, and the Emergency Operations Center. The ideal candidate works independently, uses sound strategic judgment, and thrives on cross-departmental teamwork to advance both departmental goals and citywide initiatives.

Basic function

Under direction, provides executive level assistance to the Director of a large department and other divisions in the department; manages the budget and personnel functions; researches and develops administrative policies, advises division managers on administrative and operational issues and plans and coordinates major research, administrative projects or programs.

Distinguishing characteristics

Principal Management Analyst positions are distinguished from the Management Analyst level by the complexity and scope of the duties assigned as well as by the level of independence at which the positions function. Incumbents participate in long term planning and exercise judgment in making decisions which require interpretation and analysis, and assume significant responsibility for the development and implementation of department policies and programs.

Responsibilities

• Manages the administration division or duties of a large department.
• Coordinates preparation of division budgets with division managers; may prepare program budgets including capital investments; and prepares final department budget for department head approval.
• Identifies revenue and financing strategies.
• Prepares monthly budget analysis, including financial reports and projections.
• Monitors monthly expense reports and assists with necessary adjustments.
• Manages the control of purchase orders by reviewing requisitions for proper accounting, fund balance and appropriation.
• Acts as department wide advisor and keeps track of personnel and employee relations issues including recruitment, safety training, disciplinary action and grievance resolution.
• Coordinates the implementation of City programs, such as the safety program and emergency preparation and disaster response, at the departmental level.
• Develops and writes procedures for departmental personnel rules, standards and procedures. Provides interpretation, guidance and advice to divisional supervisors and the director in personnel practices and implementation of programs.
• Monitors department's administrative procedures and regulations and makes recommendations for new procedures and changes in existing procedures.
• Performs research and analysis of administrative or operational issues by gathering data; conducting feasibility studies; preparing reports and making recommendations.
• Prepares revenue and expense projections and analyses of revenue sources (e.g., rate studies); establishes utility rates.
• Develops reports and studies by maintaining, compiling, analyzing and projecting statistical data; coordinating material from various sources; and writing and/or editing narratives.
• Identifies, develops and tracks grant proposals and claims.
• Develops methods to measure or report department performance.
• Assists divisions in establishing programs and objectives, analyzes alternatives.
• May review documents and reports prepared by other staff and advise/assist with edits, appropriate format and language.
• Develops, implements, maintains and reports on special administrative programs within the department (e.g., energy conservation, safety, disaster response).
• May draft requests for proposals; coordinates contractor selection processes; administers and supervises consultants, assists with or negotiates contracts and agreements; and monitors and reports on progress of assigned projects.
• Liaison with other city departments, public agencies and the public assigned.
• Coordinates public relations efforts as assigned by preparing press releases, public information material and newsletters; meeting with citizens and community groups and responding to certain complaints received by the department.
• Participates on and/or serves as staff to commissions and committees as assigned; provides administrative and logistical support; prepares agendas and minutes; drafts related reports and correspondence; and coordinates with other city staff and the public.
• May write/author agenda reports for City Council or Commission action.
• May manage various contracts and projects.
• Responds to correspondence, requests for information and questionnaires.
• Assigns, trains, supervises and evaluates the work of other administrative positions in the departments as needed.
• When applicable for emergency and disasters, follows up with federal and state agencies for reimbursements and other necessary steps for recovery processes.
• Performs other related duties that may be reasonably expected as part of this classification.

Emergency Management assignment – Fire Department (additional duties)

• Plans, coordinates and implements programs for emergency preparedness for the City of Santa Cruz.
• Researches, develops and maintains written comprehensive emergency plans; coordinates the development of departmental response plans.
• Conducts technical studies in disaster planning and analyzes potential disasters within the City.
• Assists department heads, city officials, government agencies, volunteer organizations, and the public in emergency preparedness activities.
• Administers, coordinates and presents emergency preparedness training, education and public information programs for city employees, volunteer groups and local civic organizations.
• Performs emergency management tasks requiring government action during disasters and major emergencies and acts as liaison with volunteer, state, and federal agencies.
• Prepares, conducts and evaluates emergency exercises to test the effectiveness of emergency plans and equipment.
• Maintains administrative records and inventory of disaster equipment.

Working conditions

Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in using a computer keyboard. Additionally, the position requires far and near vision when reading and using a computer. Acute hearing is required when providing phone and personal service. The need to lift, drag and push files, paper and documents weighing up to 25 pounds is also required. Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.

Qualifications

Education and experience

• Bachelor's degree from an accredited college or university in business, accounting, public administration, Emergency Management or a related field depending on area of assignment; and
• Three (3) years professional experience in public or business administration, public affairs, or a related field; and
• Two (2) years supervisory experience.

An additional two (2) years of the above referenced professional experience and a high school diploma or equivalent may be substituted for the Bachelor’s degree.

Knowledge

• Principles and practices of public administration.
• Principles and practices of complex operational and programmatic research and analysis.
• Research methodology, report writing, and basic statistics.
• Principles of city budgeting and administrative procedures.
• Principles and practices of supervision and training.
• Principles and practices of project management.
• Principles and practices of public purchasing and contracting.
• Computer proficiency with word processing, spreadsheets and database software applications.
• Grant writing and methods of securing grants depending on area of assignment.
• Financial statement preparation and reporting.

Abilities

• Prepare clear and concise reports and correspondence.
• Make oral presentations at public meetings or forums or at department meetings.
• Research, locate and compile appropriate data, information and material.
• Accurately analyze, interpret and evaluate statistical data and/or information and make recommendations based on findings.
• Plan, coordinate and manage complex administrative projects and programs.