Management Analyst

Position

This posiiton oversees grants, contracts, and office procedures. The incumbent will also help write and review reports for the City Council and organize special projects. They will support housing programs and help carry out Vista’s Strategic Plan to Address Homelessness. This includes day-to-day tasks such as managing programs like CDBG (Community Development Block Grant) and other local, state, or federal grants. The goal of this division is to provide direct services for Vista residents who are experiencing homeless.

The City's mission is to provide outstanding services to low-income residents and Improve the quality of life of all Vista residents and to enhance the uniqueness of our community; reflecting our core values: respect, fairness, teamwork, integrity, compassion and stewardship.

Examples of Essential Functions

Provides overall administrative support to the City Manager's Office Housing and Homeless Services Division; evaluates administrative procedures; composes a variety of technical and city council agenda reports; compiles and analyzes data and makes recommendations on the formulation of policy and procedures; confers with representatives of other governmental agencies, businesses, professional and citizens' groups, vendors, and the public; conducts research on staffing and requirements for new programs and projects; conducts research and analysis in a variety of areas including housing and homeless legislation, fair housing practices, financial planning and financial operations; writes reports and provides presentations for council action; coordination of community workshops/meetings, researches and resolves problems and complaints; may participate in the selection of program personnel and supervise the work of professional, technical and administrative support staff; performs other duties as assigned. Coordinates finance and budgeting activities with those of other departments and outside agencies and organizations; provides related information and assistance regarding finance and budgeting programs and services; develops, evaluates, and monitors assigned department budgets; reconciles expenditures, processes budget adjustments, journal entries; prepares monthly financial reports; coordinates with City Manager’s office; analyzes current and historical trends, determining variances and improving cost effectiveness; tracks expenses and revenue, makes financial and budget forecasts; creates accounting systems to track expenses for budgets, grants, contracts, and programs; participates in the development and implementation of new and revised finance and accounting programs, policies, procedures, and methods of operation; monitor and evaluate various financial systems and processes; recommend and implement enhancements to ensure effective systems and services are in place; may perform batch review and posting for accounts receivable, cash receipts, and related journal entries; maintains accurate financial reports and sub-ledgers. Researches grant opportunities and coordinates grant solicitations; assists subject matter experts regarding specific program responses; develops and/or reviews justification narrative and budget; and assists the department with grant management once awarded; determines if grant reimbursement requests are eligible, processes the request; assist project managers with tracking and adjusting grant awards, maintaining complete documentation for grant requirements/compliance and reimbursement requests; prepares for and participates in grant audits and monitoring visits; may coordinate with other City Department Management Analysts and review and oversee financial and accounting functions for agency grant and pass-through programs, including the Single Audit performed by an independent auditing firm. Prepares, processes and advertises RFP’s and RFQ’s; assists in developing bid specifications and reviewing proposals; drafts and processes contracts and agreements; monitors expenses and deliverables to ensure contract compliance. Oversees assigned City and/or departmental programs; develops policies and regulations and ensures compliance; conducts analysis of programs; reviews program effectiveness and evaluates problems; resolves problems and complaints; makes recommendations for program modifications or development of new programs; communicates with funding agencies and acts as City liaison.

Minimum Qualifications

Any combination of training, education and experience which demonstrates an ability to perform the duties of the position.

EDUCATION/EXPERIENCE:
A typical qualifying background is a Bachelor's Degree from an accredited college or university in Business or Public Administration, or a closely related field and three (3) years of progressively responsible experience performing program and project analysis and administrative support.

KNOWLEDGE OF:

• Basic principles and practices of municipal program and project administration.
• Administrative research, planning, design, methodology and analysis.
• Pertinent federal, state, and local laws, codes, and regulations.
• Principles and practices of fiscal, statistical, and administrative research and report preparation.
• Methods for analyzing and reporting budget and financial data.
• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, databases and presentational software.
• English usage, spelling, grammar, punctuation and report writing.

• Collect, compile, analyze and interpret statistical data, and prepare and present clear, concise reports utilizing information obtained; prepare comprehensive program and project analyses and reports.
• Understand, interpret, explain, and apply applicable federal, state, and local policies, laws, and regulations.
• Apply conventional and original techniques in research methodology.
• Write comprehensive technical reports and display information and data in its most meaningful and understandable form.
• Gather, organize and analyze information and arrive at sound conclusions.
• Use practical judgment, creativity and resourcefulness in planning and developing assigned administrative projects.
• Prepare clear, concise and comprehensive financial and budgetary analyses, reports and written materials.
• Work on multiple concurrent projects with strict deadlines and with frequent interruptions.
• Understand and follow oral and written instructions.
• Communicate clearly and concisely, both orally and in writing.
• Operate a vehicle observing legal and defensive driving practices.
• Establish and maintain effective relationships with those contacted in the course of work.

Other Information

PHYSICAL DEMANDS AND WORKING CONDITIONS:
Positions in this class perform work which is primarily sedentary and may involve prolonged periods of time at a computer. Willingness to use a personal vehicle in the course of employment may be required. Incumbent is required to attend periodic evening meetings. Incumbent is required to travel within and out of the city to attend meetings.

VACATION
125 Hrs. - 1-5 years of continuous service
160 Hrs. - 6-9 years
180 Hrs. - 10-20 years
200Hrs. - 21

ADMIN. LEAVE
70 Hours annually (Management)

SICK LEAVE
96 hours per year

HOLIDAYS
Employees working the 9/80 flex schedule are entitled to 99 hours of holiday leave per fiscal year.

INSURANCE
Excellent benefits package including medical, dental, vision, and life insurance programs. A portion of the employee's and dependent's premiums are paid by the City.

WELLNESS PROGRAMMING
The City offers comprehensive wellness programming to its employees including onsite wellness facilities and onsite wellness sessions.

TUITION REIMBURSEMENT
The City's Tuition Reimbursement Plan may assist employees in paying the cost of approved books and tuition for classes which relate to their job.

RETIREMENT
Depending on eligibility, based on CalPERS criteria, new employees will be provided the 3% @ 60 Plan or newly established 2% @ 62 Plan. Employees currently contribute the entire employee contribution amount of 8%.

The City does not participate in Social Security, but employees must be enrolled in the Medicare portion.