CITY OF OVERLAND PARK - POSITION DESCRIPTION
JOB SUMMARY STATEMENT: Assists in providing administrative, managerial and technical support to the Mayor, City Council, City Manager and City Manager's staff. Assists in the areas of budget development and analysis, strategic planning, performance measurement, policy review and communications. Serves as a principal contact for other departments, governing body members and outside agencies for information inquiries. Prepares, coordinates and maintains records and documentation for the City Manager's office. Coordinates the following activities: agendas and preparation of staff comments for City Council, Committee-of-the-Whole, standing Council-Committee and Environmental Advisory Council. This position is also responsible for research, developing reports, spreadsheets, recommendations and other critical management documentation.
DUTIES AND RESPONSIBILITIES:
Assists in the development and implementation of the Mayor and Governing Body and City Manager's Office operating budgets. Develops and prepares end-of-year operating budget strategies including encumbrance of funds, evaluation and closure of open purchase orders, and reprioritization of department funds. Collects data and prepares quarterly and year-end forecasts of expenditures and operating costs.
Coordinates the biannual performance measurement program and may assist in identifying methods to improve departmental performance and performance measurement metrics.
Oversees the Teen Council program.
Coordinates preparation and distribution of agenda for the Environmental Advisory Council meetings, prepares and reviews staff comments, agenda order and oversees final preparation of agendas with sustainability and City Manager's staff, and presenting items as needed. Prepares the staff reports and agenda items for Council, Committee-of-the-Whole (COW) and standing Council-Committee meetings, and assist with planning and coordinating special meetings.
Maintains personnel handbook/manuals, city operating procedures and policies, and administrative policies.
Assists the Communications Manager with the citizen survey and internal employee survey. May assist with writing and editing reports, articles, newsletters and other written documents to inform and educate internal and external audiences, develop website content, create informational displays and materials prepared by others for dissemination.
Investigates and responds to citizen complaints. Contacts citizens or complainants to comprehend the situation. Contacts appropriate staff members as necessary. Seeks and coordinates corrective action and keeps City Manager's staff and departments informed as appropriate.
Distributes information to the management team and Council regarding problems and solutions when appropriate. Follows up to assure issues are resolved.
Conducts research, comprehensive analysis and prepares reports on a range of municipal policies, procedures, and services.
Attends meetings, seminars, webinars, and provides summary reports of information and discussion.
Serves as a backup to Executive Assistant.
Provides support in the City's Emergency Operations Center (EOC) during incident response and represents the City Manager's office on the City's Emergency Management Committee when required.
The employee must work the days and hours necessary to perform all assigned responsibilities and tasks. Must be available (especially during regular business hours or shifts) to communicate with subordinates, supervisors, customers, vendors and any other persons or organization with whom interaction is required to accomplish work and employer goals.
The employee must be punctual and timely in meeting all requirements of performance, including, but not limited to, attendance standards and work deadlines; beginning and ending assignments on time; and scheduled work breaks, where applicable.
EDUCATION & SPECIAL LICENSE(S)/CERTIFICATIONS:
Bachelor's degree in public administration, business, or related fields applicable to working in City management. Enrollment in a Master of Public Administration degree program or graduation from a Master of Public Administration degree program is preferred.
Must have a valid driver's license and maintain an insurable driving record.
Two years related experience and/or training, or equivalent combination of education and experience.
Demonstrated experience in planning and management of projects, strong organizational and communication skills, ability handling sensitive projects and processes. Operates with considerable latitude for the exercise of independent judgment and action.
Excellent oral and written communication skills.
Analytical skills, including research skills, ability to interpret data, conceptualize and analyze information.
Budget-related skills, including advanced accounting, math, and statistics skills.
Strong customer service ethic.
Strong knowledge of personal computers and ability to work with a variety of software programs, such as spreadsheets, databases, word processing, webpage, desktop publishing, and presentation software applications.
Strong organizational skills.
Strong public speaking/presentation skills.
Must have excellent facilitation skills.
Must have strong time/project management skills.
Ability to learn and adapt to new computer technologies and software programs.
Attention to detail.
Ability to analyze complex issues, define problems, collect data, establish facts, and draw valid conclusions.
Ability to work on multiple projects simultaneously.
Ability to respond to common inquiries from citizens, regulatory agencies, other units of government, and members of the business community.
Ability to make effective presentations to top management and citizen groups.
Diplomacy and judgement.
Ability to recognize and protect confidential information.
Ability to work independently.
Ability to train and guide others.
Ability to read and comprehend federal, state, and local policies and regulations.
Hand and eye coordination adequate to input computer.
Visual stamina and acuity adequate to review data daily and to spend long periods looking at computer screens.
Ability to work in inclement weather.
Ability to make and receive phone calls.
Travel locally and outside of the state.
Ability to sit and be attentive for extended periods of time.
Ability to speak clearly and distinctly.
Ability to lift 20 pounds and carry 10 feet.
SUPERVISORY RESPONSIBILITY (Direct & Indirect):
Indirect: Other departmental personnel as required on a project basis.
The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.