Administration Department

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The Administration Department includes the City Administrator, Mayor and Council, the Legal Department, Personnel DepartmentCommunications Division and the Municipal CourtKeep in mind these are job descriptions, not job openings.
 

 

 

 

City Administrator

Executive Management

 

PURPOSE OF POSITION: 

Under direction of the City Council, execute all administrative tasks of the Council.  Plan, organize and direct City operations, through subordinate department heads, including financial and personnel activities of the City.  Provide assistance to the Council regarding policy decisions and their implementation. Serves as General Manager of Electric Utility.

 

ESSENTIAL JOB FUNCTIONS: 

Plan, develop and implement City goals and objectives in conjunction with City Council, City departments and citizen groups, based on analysis of City needs, and economic, legislative and judicial influences to provide appropriate and effective services for the City. 

 

Subject to municipal code, State statutes and federal laws, provide administrative direction to all City employees, directly or through subordinate department heads.  Conduct performance appraisals and ensure supervisory personnel within the City conduct same.  Ensure satisfactory resolution of personnel issues.  Review and provide final approval on hiring, discipline and termination recommendations. 

 

Manage and coordinate projects and programs to accomplish goals and objectives of the City Council.  Confer with City Council, department heads and others on varied operating and administrative problems, review departmental plans, programs and procedures, and suggest new innovations or methods to improve the standard of services provided by the City.

 

Review and approve departmental needs and estimates; transmit budget document to City Council for review and approval.  Administer approved budget and monitor overall expenditures to ensure compliance with budget. Meet with the City Council at special and regular meetings.  Provide information and reports covering various aspects of the City's operations.  Advise Council members in their deliberations on policy and/or legislative matters.

 

Work with various citizen and business groups to encourage and develop economic opportunities.  Attend meetings and represent the City in various organizations and groups.  Explain City issues and projects and encourage citizen participation and support.  Respond to citizen inquiries and resolve complaints or refer to appropriate department when possible; follow through to ensure satisfactory resolution of citizen inquiry.

 

JOB QUALIFICATION REQUIREMENTS:

Mandatory Requirements: Broad knowledge of municipal government organization, powers and functions; inter- and intra-governmental relationships; principles and practices of public administration, budgeting, public relations, and general management.  Equivalent to a complete four year university education in public or business administration and ten years administrative/management experience, including previous experience as a chief administrative officer, or any satisfactory combination of experience and training which demonstrates the knowledge, skills and abilities to perform the above duties.

 

Special Requirements/Licenses: Possession of valid Oregon driver's license (or ability to obtain).

 

Desirable Qualifications: Previous experience in a municipal government of similar or larger size and services.  Graduate degree in public administration or business management.

 

SUPERVISORY RESPONSIBILITIES:  

Responsible for over 100, seldom over 200 FTE, through subordinate department heads.

 

SUPERVISION RECEIVED: 

Works under the general direction of the City Council.

 

Project Manager/Strategic Planning

Mid Level Supervisor

 

(temporary assignment)

 

PURPOSE OF POSITION: 

Under direction of the City Administrator, manages all phases of a multi-year Community-wide Strategic Planning process from inception to conclusion.  Assists project consultant in engaging the community in a strategic planning process through a variety of public involvement strategies and methods.  The Project Manager along with the project consultant will develop an economic development strategy that is coordinated with the community-based strategic plan.  At the end of the strategic planning process, the Project Manager will be responsible for implementing the economic development strategy.   

 

ESSENTIAL JOB FUNCTIONS: 

Works with the project consultant to plan, develop coordinate and manage the Community Strategic Planning Process while maintaining communication and buy-in with members of the City Council, City departments, City Boards and Commissions and various stakeholders in the community.

 

Performs detailed research and analytical studies of key issues; collects and analyzes new data; develops and implements a community outreach campaign associated with the project. 

 

Utilizes project management techniques, resources, leadership skills, and planning methods to achieve desired project goals.  Summarizes public involvement processes and outcomes in reports and presentations to individuals, small groups, and the City Council as necessary.  

 

Works with City officials and management to ensure support for economic development activities while encouraging compliance with city adopted policies and procedures.  Maintains positive, effective working relationships with local and regional partners, city departments and staff, property owners, merchants, outside contractors, regulatory agencies and stakeholder groups.

 

Implements economic development strategy action items developed in the strategic planning process.  Works with various citizen and business groups to encourage and develop business retention, expansion and attraction.  

 

Keeps immediate supervisor or designated others accurately informed concerning work progress, including present and potential work problems and suggestions for ways of addressing problems proactively.  Responds to citizensí questions and comments in a courteous and timely manner. 

 

JOB QUALIFICATION REQUIREMENTS:

MANDATORY REQUIREMENTS:  Bachelorís Degree from an accredited college or university in public administration, business, governmental relations, or related field; supplemented by two to four years of experience in general project support preferably in local government, or any equivalent combination of training and experience which provides the required knowledge, skills and abilities to perform the essential functions of the position.

 

Must be able to efficiently operate standard office equipment such as a personal computer and a variety of word processing and data-driven software applications;

 

Must have knowledge of the principles and practices of public involvement;

 

Must be able to communicate effectively orally and in writing;

 

Must have a working knowledge of the principles and practices of economic development, planning and administration. 

 

SPECIAL REQUIREMENTS/LICENSES: Possession of valid Oregon driver's license and insurable driving record.

 

DESIRABLE REQUIREMENTS: Knowledge of City policies, practices, objectives, and operations within the municipal structure; principles and practices of program development and administration.   Masterís Degree in related field and previous governmental relations experience highly desirable.

 

PHYSICAL DEMANDS AND WORKING CONDITIONS: 

Work is principally sedentary in nature preformed primarily in an office environment with frequent requirement for extended hours or attendance at night meetings.  While performing the duties of this position, the employee is frequently required to read, stand, sit, and communicate.  Work involves the normal risks and discomforts associated with an office environment including the use of computers and other office equipment.  Duties involve moving materials weighing up to 10 pounds on a regular basis such as files, books, office equipment, etc., and may weigh up to 40 pounds infrequently.  Manual dexterity and coordination are required over 50% of the work period while operating equipment such as computer keyboard, motorized vehicle. Commuting to locations other than the normal office is regularly required. 

 

SUPERVISORY RESPONSIBILITIES:  

Supervision is not a normal function of this position. 

 

SUPERVISION RECEIVED: 

Works under the general supervision of the City Administrator.

 

 

Executive Secretary

Confidential

 

 

PURPOSE OF POSITION: 

Perform a variety of secretary duties in support of the City Administrator, Mayor and City Council. Perform reception duties within the Department.  Maintain departmental files. 

ESSENTIAL JOB FUNCTIONS: 

Answer the telephone, determine nature of calls, route to appropriate person or department or take messages as necessary. Greet visitors to the Department in professional, business-like manner, screening requests and referring to other persons or departments as appropriate. Respond to general questions, concerns and complaints received from the public, both in person and over the telephone. As necessary refer to appropriate department or staff.

 

Prepare and/or type a variety of documents, e.g. letters, forms, proclamations, notices, memos, agendas, reports, statistical information, etc., from rough drafts and verbal instruction. Prepare, compile and distribute materials for Council packets to appropriate individuals. Ensure publication of appropriate notices in newspaper. Update and post information on the cityís website.

 

Plan, organize and arrange logistics for receptions for dignitaries and other official visitors to the City.  Select and purchase appropriate gifts within limitations established by others. Arrange for necessary transportation, etc.

 

JOB QUALIFICATION REQUIREMENTS:

Mandatory Requirements: Knowledge of general office practices and procedures, rules of effective English, spelling, usage and grammar; word processing software, general municipal functions, and operation of standard office equipment. General knowledge of City-wide policies. Equivalent to high school plus additional specialized training in office practices and word processing software, and over four years experience, or any satisfactory combination of experience and training which demonstrates the knowledge, skills and abilities to perform the above duties.

 

Special Requirements/Licenses: Possession of valid Oregon driverís license (or ability to obtain) and acceptable driving record.

 

Desirable Qualifications: Knowledge of specific word processing software utilized within the Department.  Knowledge of general record keeping requirements and public notification requirements.

 

SUPERVISORY RESPONSIBILITIES:  

Supervision is not a typical function assigned to this position. May provide training and orientation to newly assigned personnel on department policies and practices.

 

SUPERVISION RECEIVED: 

Works under the direction of the City Administrator.

 

 

 

 

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