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SalaryDefinition
The City of Palm Desert provides exemplary and sustainable services, amenities and programs for the benefit of the local and surrounding communities. When you interact with a City employee, you will find our collaborative, driven and efficient staff working together to provide strategic solutions for the community and each other. We are a city focused on external and internal customer service and try to find a way to say “yes,” while not compromising the City’s or our own integrity.
Our efforts are guided by our core values:
- Integrity
- Stewardship
- Service
- Community
- Innovation
- Teamwork
THE OPPORTUNITY
The City of Palm Desert is currently seeking a highly skilled professional with exceptional analytical and administrative abilities to join their team as a Management Aide I/II. In this role, the successful candidate will manage significant IT projects, administer regular administrative tasks, and execute complex and specialized projects for both the Information Systems Division and the Finance Department. If you possess the necessary skills and experience and are interested in this exciting opportunity, we encourage you to apply
Under general supervision, performs a variety of routine professional administrative, analytical, technical, and programmatic duties in support of various administrative and programmatic operations and activities; provides administrative and analytical support to departments and divisions; coordinates assigned activities with other divisions, outside agencies, and the general public; and performs related work as required.
SUPERVISION RECEIVED AND EXERCISED
Receives supervision from assigned supervisory or management staff. Does not directly or indirectly supervise other professional staff but may supervise or provide work direction and training to employees.
Class Characteristics
Management Aide I: This is the entry-level classification in the Management Analyst series. Incumbents perform para-professional administrative and programmatic support and routine entry-level professional analysis duties while learning City policies, procedures, and specific techniques related to the area of assignment. Work progress is frequently reviewed, parameters of the work are well defined, and the methods and procedures necessary to complete the work are predetermined. As experience is gained, assignments gradually diversify, and incumbents work more independently. Job assignments are in specific departments and programs, where incumbents are expected to assist the department head, division manager, and higher-level analysts with program, operational, and administrative functions. This position is distinguished from Management Aide II in that this position usually exercises less independent discretion and judgment in work procedures and methods. Work is usually supervised while progressing and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise.
Management Aide II: This is the journey-level classification in the Management Analyst series. Incumbents are responsible for supporting specialized studies, research and provide support on various projects. 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. Management Aide II is distinguished from Management Aide I by the level of responsibility assumed and the complexity of duties assigned.
Positions in the Management Aide I/II class series are flexibly staffed and positions at the Management Aide II level may be filled by advancement from the Management Aide I level; progression to the Management Aide II level is subject to management approval and is dependent on the incumbent (i) performing the full range of duties assigned to the II level, and (ii) acquiring the knowledge, skill, and experience necessary to meet the minimum qualifications for the II level of the series.
Management Aide II positions are distinguished from Management Analyst I/II and Senior Management Analyst in that the latter serves as a technical expert in multiple disciplinary and programmatic areas and/or manages the most complex, politically sensitive, and/or City-wide projects, programs, and initiatives that require advanced expertise to support management and City Council priorities and directives.
Examples of Typical Job Functions
- Performs a variety of routine professional administrative, analytical and technical duties requiring analysis and the application of specific program knowledge and administrative skills in support of a City department, division, program, or function; provides assistance in administrative and operating programs as assigned.
- Conducts research; collects and compiles information from various sources; analyzes data; prepares written and/or oral reports; assists in the preparation of grants; develops and revises forms and report formats.
- Assists in the preparation of the annual budget and monitors budget expenditures; prepares reviews (e.g., Requests for Proposals, Requests for Quotes, Scopes of Work, and Construction Specifications); manages bid processes and administers contracts and agreements; plans and recommends project budgets; prepares cost projections; monitors expenditures and ensures adherence to budgetary allowances; ensures compliance with City accounting and reporting requirements as well as applicable laws, regulations, and statutes.
- Participates in planning, coordinating, implementing, and promoting assigned programs, projects, and initiatives; participates in the development and implementation of program goals, objectives, policies, procedures, and priorities.
- Provides assistance in resolving operational and administration problems; identifies problem areas and issues and researches to find alternative solutions, makes recommendations, and assists in implementation of recommendations; conducts assessments of new and existing programs and special projects.
- Compile data and prepare reports in accordance with general guidelines.
- Participate in the preparation and revision of manuals and other administrative materials; provide administrative assistance in the implementation of new administrative procedures.
- Respond to inquiries and provide technical and administrative assistance to resolve complaints or refer to appropriate authority.
- Assists in monitoring and reporting on new and pending state and federal legislation and regulatory actions that may affect the City.
- Writes or assists in the preparation of comprehensive reports with detailed findings and recommendations; prepares written correspondence, including information materials, staff reports, and other regular or special reports.
- Plans and assists with public meetings and events.
- Attends and participates in professional group meetings; stays abreast of new trends, technologies, and innovations in area(s) of assignment; research emerging products and enhancements and their applicability to City needs.
- Foster and maintain strong relationships with colleagues, residents, local businesses, community organizations, and stakeholders.
- May provide training, advisement, and instruction in assigned areas and projects.
- May represent the department and City to local businesses, the public, media, various regulatory agencies, community groups, and other agencies.
- Performs other duties as assigned.
Qualifications
Knowledge of:
- Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
- Theories, principles, and practices of public and business administration as applied to assigned operations, programs, and projects.
- Administrative principles and practices, including goal setting, program development, implementation, and evaluation, project management, budget development and administration, and contract administration.
- Organizational and management practices as applied to the analysis, evaluation, development, and implementation of programs, policies, and procedures.
- Principles and techniques of conducting analytical studies, evaluating alternatives, making sound recommendations, and preparing and presenting effective and technical reports.
- Public relations techniques.
- Recent and on-going developments, current literature, and sources of information related to assigned programs, projects, and services.
- Basic principles and practices of employee leadership, including work planning, assignment, and monitoring, and the training of staff in work procedures.
- 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 City 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 City staff.
Ability to:
- Interpret, apply, explain, and ensure compliance with applicable federal, state, and local policies, procedures, laws, and regulations.
- Develop, implement, and manage assigned programs, projects, and activities in an independent and cooperative manner, evaluate alternatives, make sound recommendations, and prepare effective technical and administrative reports.
- Assist in the development of goals, objectives, policies, procedures, and work standards.
- Coordinate and oversee departmental administrative, budgeting, and fiscal reporting activities.
- Plan and conduct effective management, administrative, and operational studies.
- Plan, organize, and carry out assignments from management staff with minimal direction.
- 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.
- Plan, organize, schedule, assign, train, review, and evaluate the work of staff.
- Make accurate arithmetic and statistical computations.
- Effectively represent the department and the City in meetings with the media, governmental agencies, community groups, and various businesses, professional, and regulatory organizations, and in meetings with individuals.
- Establish and maintain accurate databases, records, and files.
- Organize own work, set priorities, and meet critical time deadlines.
- Effectively use computer systems, software, and modern business equipment to perform a variety of work tasks.
- Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
- Communicate effectively in English, both orally and in writing.
- 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:
Management Aide I/II: Equivalent to the completion of 60 semester (or equivalent quarter) units from an accredited college or university, with at least 15 units in business administration, accounting, public administration, or a related field. Bachelor’s degree in public administration, business administration, or a related field and municipal experience is preferred.
Management Aide I: Two (2) years high level administrative, project, finance, or analytical experience. Prior professional Management Aide experience preferred.
Management Aide II: Four (4) years of Management Aide or equivalent experience. high level administrative, project, finance, or analytical experience. Prior professional Management Aide experience.
Licenses and Certifications:
- Possession of, or ability to obtain, a valid California driver’s license by the time of appointment may be required for certain assignments.
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 City and meeting sites (if required of the assignment); vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, 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 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 10 pounds with the use of proper equipment. Reasonable accommodation will be made for individuals on a case-by-case basis.
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 occasionally work in the field and may be exposed to loud noise levels, cold and hot temperatures, inclement weather conditions, road hazards, vibration, mechanical and/or electrical hazards, and hazardous physical substances and fumes Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.
The City of Palm Desert offers a competitive benefits package to all employees. These benefits include:
- Competitive salary (Salary Schedule)
- Medical, dental and vision coverage for employee and dependents (up to 100% paid by employer)
- 12 paid holidays annually
- 12 paid sick days annually
- Two weeks of annual paid vacation, additional vacation available for Management positions
- The City does not participate in the Social Security program, except for the mandatory 1.45% Medicare contribution.
- 2% @ 62 CalPERS retirement, 2% @ 55 for Classic Members
- IRC 125 Cafeteria Plan (flexible spending plans)
- Life insurance (equal to annual salary)
- Longterm Disability Plan
- Accidental Death & Dismemberment Coverage
- Retiree Health Savings Plan: 1% Employee Contribution, 1% Employer Match
- Voluntary Deferred Compensation Program
- Tuition Reimbursement Program
- Employee Assistance Program
- Rideshare Incentive Program
- Qualified employer for PSLF Program eligibility
