SPECIAL PROJECTS ASSOCIATE

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.

SUMMARY DESCRIPTION

Under general direction, performs a variety of complex administrative and analytical duties in support of assigned City programs and operations; designs, develops, implements, and monitors assigned programs and projects; designs and conducts complex investigative research, compiles and analyzes data, and makes appropriate recommendations based on analysis; prepares various reports to improve the efficiency and effectiveness of operations; and performs a variety of highly complex and responsible professional tasks relative to assigned area of responsibility.

REPRESENTATIVE DUTIES

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

• Performs a variety of complex professional level research, administrative, operational, financial, and analytical duties in support of assigned City programs and operations; designs and conducts complex studies, research projects, and analysis by selecting, adapting, and applying appropriate analytical, research, and statistical techniques.
• Participates in the development and implementation of goals, objectives, policies, and priorities for assigned functions and program areas; researches, implements, and administers policies, procedures, and changing business practices and processes for assigned area.
• Designs, develops, implements, and monitors assigned programs and special projects; researches and analyzes organization structure, technical data and fiscal impact to determine feasibility, resolve problems, and increase efficiency; consults with all levels of City personnel and outside agencies; develops recommendations including policies and procedures and new management and business practices.
• Provides professional assistance in resolving complex operational and administrative problems; identifies problem areas and issues; conducts research to find alternative solutions; makes recommendations; assists in implementation of recommendations.
• Prepares complex administrative, operational, and financial reports including the preparation of conclusions, recommendations, and forecasts based on data summaries and other findings; consults with City staff, outside agencies, and associations to obtain information.
• Assists with the budget process; provides assistance in the development of assigned budget; collects and analyzes financial data; reviews and analyzes budget requests and requests for changes in budget allocations throughout the fiscal year; makes recommendations and obtains final approval for changes; creates data tracking and reporting systems; monitors monthly status.
• Provides complex staff assistance to management staff; participates on and provides staff support to a variety of committees and boards; prepares and presents staff reports and other correspondence as appropriate and necessary.
• Coordinates assigned services and project activities with all levels of City staff, committees, and task forces as well as external organizations and agencies and the general public; organizes and directs inter-departmental, cross-functional project teams; represents assigned projects, programs and functions on committees and task forces to develop, schedule, implement, and monitor programs and projects; responds to and resolves inquiries and complaints.
• Performs administrative duties such as developing staff reports, evaluating existing and proposed policies and procedures, and participating in the development and measurement of industry benchmarks; consults with and advise department personnel; makes recommendations and reviews and evaluates the implementation of changes.
• Develops, coordinates, and prepares scopes of work for assigned programs and projects; consults, researches, negotiates, and monitors assigned contracts and agreements with outside suppliers, service providers, and others; ensures work is performed in compliance with contracts and agreements.
• Attends and participates in professional group meetings; stay abreast of new trends and innovations in the fields of business and public administration and issues related to field of expertise.
• Performs related duties as required.

When assigned to Public Works Building Maintenance:

• Inspects and evaluates City facilities and City-owned property to determine preventative maintenance issues; conduct studies and prepares report for current and long-range maintenance projects; coordinates with other work groups and outside agencies on public works projects, preventative maintenance issues, building permits, and code enforcement issues.
• Prepares public works bid specifications for assigned public works projects; prepares Quick Bids and Public Service Agreements for small projects; serves as project inspector; coordinates and tracks accounts payable for assigned projects; reviews prevailing wage documents; coordinates agreement through departments for approvals and permit process.
• Prepares Public Service Agreements for contract sweeping; monitors contract and inspects sweeping program; notifies supervisor of monthly schedules and notifies contractor for additional sweeping if needed.
• Serves as Public Works Department’s Maintenance Division representative to the Downtown Business Association; meets with DBA staff in regard to maintenance issues, Farmers Market traffic control, and business owners’ complaints; coordinates accounts payable for annual agreement payment per the City/DBA agreement.

QUALIFICATIONS

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

• Operational characteristics, services, and activities of assigned program area.
• Principles and practices of program development, implementation, and administration.
• Pertinent federal, state, and local laws, codes, and regulations.
• Principles and practices specific to area of assignment.
• Terminology used in area of assignment.
• Recent developments, research methods, current literature, and sources of information related to assigned programs and service areas.
• Organization and operation of municipal government.
• Principles and practices of program development and administration.
• Principles and practices of organization, management, and supervision.
• Methods of analyzing, evaluating, and modifying administrative procedures.
• Methods and techniques of data collection, research, and report preparation.
• Principles and applications of critical thinking and analysis.
• Principles and practices of budget preparation and administration.
• Principles of business letter writing.
• Modern office procedures, methods, and equipment including computers and supporting applications.
• Principles and practices of record keeping and records management.
• Principles and practices of contract negotiation, preparation, and monitoring.
• English usage, spelling, grammar, and punctuation.

Ability to:

• Plan, organize, direct, coordinate, administer, and evaluate assigned programs or projects.
• Perform a full range of responsible advanced professional level analytical, programmatic, and administrative duties in support of assigned programs, functions, and/or department involving the use of independent judgment and personal initiative.
• Recommend and implement goals, objectives, policies, and procedures for providing assigned program services and activities.
• Conduct accurate and thorough research and prepare clear, complete, accurate, and concise analysis, reports, and recommendations.
• Understand, interpret, and apply general and specific administrative and departmental policies and procedures as well as applicable federal, state, and local policies, laws, and regulations.
• Analyze, assess, and address community and organizational needs related to the assigned program area and recommend plans for modifying or extending services, programs, and activities to meet community and/or organizational needs and requirements.
• Establish and maintain various data collection, record keeping, tracking, filing, and reporting systems. Organize and prioritize multiple assignments.
• Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.
• Participate in the preparation and administration of assigned budgets.
• Understand the organization and operation of the assigned department, other City departments, and outside agencies as necessary to assume assigned responsibilities.
• Operate and use modern office equipment including a computer and various software packages.
• Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
• Develop and maintain effective interdepartmental coordination.
• Facilitate, develop, and work with teams and groups on various programs and projects and to create partnerships and coalitions.
• Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, City staff, or other agencies on sensitive issues in area of responsibility.
• Represent the City in a professional manner when working with boards, community groups, and the general public.
• Exercise independent judgment within established policy guidelines.
• Demonstrate an awareness and appreciation of the cultural diversity of the community.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training: Equivalent to the completion of the twelfth grade supplemented by specialized training and/or college level course work related to area of assignment.

Experience: Four years of experience directly related to area of assignment that includes two years of administrative experience.

License or Certificate - Possession of an appropriate, valid driver’s license.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Office setting with some travel to City work sites. Exposure to dust from paperwork and environment, temperature swings from air conditioning to outdoors. Work schedule is 9/80 with alternating Fridays off in a biweekly period with unscheduled breaks. Overtime may be required to attend night and weekend meetings. Work environment is both formal and informal, both team- and autonomy-oriented, having variable tasks, pace, and pressure.

Physical: Primary functions require sufficient physical ability to work in an office and field setting and operate office equipment. CONTINUOUS sitting and upward and downward flexion of neck; fine finger dexterity; light to moderate finger pressure to manipulate keyboard, equipment controls, and office equipment; pinch grasp to manipulate writing utensils. FREQUENT side-to-side turning of neck, walking, standing, bending, stooping, pushing/pulling, and twisting at waist; moderate wrist torque to twist equipment knobs and dials; lifting objects weighing up to 20 lbs. from below waist to above shoulders and transporting distances up to 50 yards. OCCASIONAL squatting, kneeling, and reaching above and at shoulder height; moderate grasp to manipulate reference books and manuals; lifting objects weighing 20-35 lbs. from below waist to above shoulders and transporting distances up to 50 feet.

Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents.

Hearing: Hear in the normal audio range with or without correction.

Date: April 2003
Johnson & Associates