Special Projects and Administrative Manager

Under the general direction of a Department Director or designee, the incumbent is responsible for performing a variety of highly responsible technical, professional and administrative duties including, but not limited to, project management, grants management, maintaining accreditation, budget management, supervision of administrative staff and creation of customer relationship management tools. Responsibilities also include assistance in meeting the overall goals of the department, including strategic and financial planning, budget preparation and analysis, management analysis, and policy / legislative analysis. The incumbent may also do public presentations. Work is reviewed through conferences and written reports for results obtained.    

• In coordination with the Assistant Director and other designated staff, plans, prepares and oversees the coordination of the department’s annual budget for Director’s review and compilation of final budget reports.
• Manages and supervises administrative staff.
• May serve as the Software Administrator providing departmental management software solutions to update information for customers, facilities, programs and fee schedules; Handles troubleshooting and training.
• May be responsible for the efficiency, maintenance, equipment and functionality of departmental management software solutions. 
• May serve as a liaison to the City’s Information Technology Department, computer hardware manufacturer(s) and software developer; Verifies corrective action is taken as needed.
• May organize and schedule maintenance, upgrades, back-ups and restoration of data with minimum disruption to operations.
• Compiles department’s annual reports, strategic plan, master plan and department financial projections.
• Implements and administers the department’s special projects, land and resource management plans; master plan, strategic plan, operations plans, accreditation, administrative policies and others as required; manages  annual rehabilitation projects on  City-owned property, facilities, right-of-ways and others as determined. 
• Manages the department’s contracts.
• Presents department and project information at community association and public meetings.
• Coordinates and secures cooperative efforts from other agencies and community organizations.
• Conducts research of available government and other agency grants; disseminates and tracks grant information; leads with writing grant applications; monitors grant records for compliance with grant contracts; ensures compliance with applicable policies and procedures. Establishes and maintains a resources library of grants, legislative initiatives, annual compilations, strategic and land management plans.   
• Prepares performance reports for annual evaluation; prepares and submits contracts, management plans and progress reports as required.
• Attends joint venture meetings, proposal meetings and community forums or other initiatives.
• Effectively and positively represents the City in delivering and performing work with colleagues and clients, irrespective of gender, race, religion, age, disability, political affiliation or belief, or sexual orientation.
• Establish and maintain effective and professional relationships with work colleagues, supervisors and managers.
• Performs related work as required for this position description only.

Required:
Bachelor’s Degree in Public Administration, Business, English, or related field from an accredited four year college or university, supplemented by at least three (3) years experience involving technical level work in project management to include preparing, administering and managing grants and/or special projects.

Preferred:

• Master’s Degree in Public Administration, Business, English, or related field from an accredited four year college or university.
• Five (5) years experience in preparing, administering and managing grants and/or special projects.
• National Grants Professional Certification (GPC)
• Project Management Professional Certification (PMP)

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements.

CERTIFICATES, LICENSES, REGISTRATIONS: 

• Valid Driver’s License: With proof of automobile insurance
• Background Check: Must have an acceptable background record
• Driving Abstract: Must have an acceptable driving record

KNOWLEDGE, SKILLS, ABILITIES: 

• Ability to establish and maintain effective and professional relationships with work colleagues, supervisors, managers, and the public.

PHYSICAL DEMANDS:

The physical abilities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  While performing the duties of this job, the employee is regularly required to walk, sit, write, hear, speak and be required to exert up to 50 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. May require the use of fingers or hands to manipulate objects such as picking, gripping, or pressing. Specific vision abilities required by this job include close and distance vision, peripheral, and depth perception.  Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT:

Work is performed primarily in an office environment that requires the employee to be sensitive to change and responsive to changing goals, priorities, and needs. 

Required Education and Background Information: Look over the announcement carefully to determine your eligibility. Please note minimum education and experience requirements. Closed competitive positions are open only to employees while open competitive positions are open to anyone who meets the minimum qualifications for the position. Evidence of a GED test score is required if submitted for high school diploma. Applicants are responsible for clearly documenting work experience and/or providing all relevant information at the time of application. Additional information will not be accepted after the announcement closing date.
 
Examination: Depending on the number of applicants and the quality of their education and experience, the examination may consist of one or more of the following tests: written examination, performance examination, education and experience evaluation, oral examination and/or other job related examinations.
 
You will be notified of the time and place of your examination by email. A passing grade is required on each part of the process. Repeated participation in any examination for which the same test is used is limited to once every 6 months. Your examination results will be sent by email as soon as possible after the grading is completed.
 
Final passing grades are used to determine a candidate's position on the eligibility list of successful candidates. Departments fill vacancies from this list. The top ten names are considered for each vacancy unless otherwise modified. Those not appointed are returned to the eligibility list for further consideration in accordance with the Civil Service Ordinance. Your name will remain on a register for one year for open competitive examinations and two years for closed competitive except where labor contract conflicts.
 
Your name may be removed from an eligibility list prior to one year according to Hollywood's Civil Service Ordinance or labor contracts. Your eligibility may be canceled if you refuse a position or if you are not available for work. You are responsible for notifying the Employment Office, in writing, of any change in your address or telephone number.
 
Special Accommodation and Communication Needs: The City of Hollywood provides necessary reasonable accommodation in the examination process upon request to persons with disabilities. Such requests must be made PRIOR to any scheduled examination.
 
Veteran's Preference:   The City values the service that veterans and their family members have given to our country, and as such, proactively recruits and hires veterans and qualified spouses to the greatest extent possible.  Certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority, and certain servicemembers may be eligible to receive waivers for postsecondary educational requirements.  To obtain veteran's preference, candidates MUST submit a copy of separation papers (DD214) and meet eligibility requirements as stipulated by the Florida Statutes.

All successful applicants will be required to pass an extensive background which may include criminal history searches, driving history checks, credit report, courthouse searches, education verification, employment verification, professional license verification, or other search methods as deemed necessary for the position. In addition, the applicant will be required to undergo a medical examination, which may include a drug screening, prior to appointment.
 
EMPLOYMENT OF RELATIVES:  The City of Hollywood has an Ordinance which regulates the employment of relatives of City employees.   Effective January 28, 2008, a relative may only be hired under the following additional conditions:
  

• The relative must have competed in an appropriate examination process as determined by Human Resources and be placed on a civil service eligibility list;
• The relative must be among the top three ranked candidates available on the certified eligibility list unless expanded by the Civil Service Board;
• The Department or Office Director and the Director, Human Resources must demonstrate that it is in the best interests of the City of Hollywood to hire the relative of a public officer or employee.

As of 12/15/2005 the City will require all newly hired employees to sign an affidavit affirming non-usage of tobacco or tobacco products within the last year prior to submission of application and will continue to be a non-user of tobacco products throughout employment with the City of Hollywood.
 
REASONABLE ACCOMMODATION: The Employment Office will make reasonable efforts in the examination and workplace to accommodate persons with disabilities. Please advise Human Resources of special needs by calling (954) 921-3216.
 
All applicants receive consideration for employment regardless of race, color, religion, gender, national origin, age, abilities, marital status, political affiliation, familial status, sexual orientation, pregnancy, or gender identity and expression (except as limited by law, Personnel Rules, Collective Bargaining Agreements, or bona fide occupational disqualifications).  
 
The City of Hollywood is an Equal Opportunity / Equal Access Employer.

Salary : $72,524 - $116,039