Program Manager (Administrative Support)

THE POSITION

The City of Sacramento requires all newly appointed employees to be fully vaccinated against COVID-19 as a condition of employment. Candidates seeking an accommodation from this requirement will be considered on a case-by-case basis.

With supervisor approval, incumbents may be eligible for intermittent remote work; however, they must physically reside within the State of California with the ability to report to Sacramento-based physical worksites daily if required.

IDEAL CANDIDATE STATEMENT

The Community Development Department seeks to hire a Program Manager to provide administrative support to the Code Compliance Division. This position is not involved in enforcement processes, inspections, or investigations. The core functions of this position are to manage administrative duties including mailings, complaints from property owners, appeals, and the issuance of permits and licenses for business activities including tobacco retailing, rental property, entertainment activity, vacant undeveloped land, parking lots, and more. The position leads a team of 20+ employees and holds an essential senior-level leadership role responsible for various programs that impact staff across the city.

The ideal candidate shall possess experience in providing administrative support to an executive management team and the ability to work collaboratively with internal and external stakeholders. The ideal candidate shall possess skills in organization, planning, program development, writing staff reports, and administering budgets and contract management.

The Ideal Candidate Will

• Be a team player focused on working collaboratively with all personnel.
• Demonstrate strong competency in analytical work and report writing.
• Efficiently provide administrative duties for the division.
• Able to present complex material effectively and efficiently to various groups including residents, property owners, elected officials, and more.

Under limited direction, a Program Manager organizes and manages major programs or projects with a high degree of visibility and substantial citywide impact; supervises professional, technical, and clerical staff; coordinates administrative functions; and develops procedures, programs and methodologies.

DISTINGUISHING CHARACTERISTICS

This management level classification may be populated with multiple incumbents who exercise a broad range of authority over complex programs critical to a department's mission. Responsibilities require work beyond typical program or project management work. Incumbents must exercise substantial innovation and leadership in developing and managing programs or projects. The Program Manager is distinguished from the lower classification of Program Specialist in that the Program Manager is responsible for administration and management of major complex programs and projects with high visibility and substantial citywide impact.

This class is distinguished from that of Support Services Manager in that the latter class manages all internal support functions for a department and supports a board or commission.

SUPERVISION RECEIVED AND EXERCISED

Limited direction is provided by a department head or division manager. Supervision, on a regular basis, of three or more assigned staff positions is required to hold this classification.

Essential Duties And Responsibilities

• Provides exceptional customer service to those contacted in the course of work.
• Serves as principal contact for the program/project; confers with department heads, division chiefs, members of professional staff, and other officials concerning programs, regulations, procedures, policies, etc.; represents the department in a variety of meetings involving program coordination or regulatory requirements; may serve on commissions or non-profit boards as part of program service delivery.
• Organizes, coordinates, and manages one or more major programs or projects with high visability and citywide impact; coordinates administrative functions including budget preparation, financial management, contract administration, and personnel administration for the program.
• Works with vendors and suppliers; writes RFP/RFQs, contracts, and grant applications; negotiates terms, conditions and performance standards.
• Develops and maintains informational and statistical reports regarding program performance, goal attainment, and service levels; conducts customer service audits and delivers customer service training.
• Other related duties may also be perfomed; not all duties listed are necessarily performed by each individual holding this classification.
• Develops procedures and methodologies within compliance requirements; interprets and applies existing policies to actual situations; coordinates development of work plans, selects and supervises staff; meets with staff to identify and resolve problems, assigns work activities, and evaluates work products.

QUALIFICATIONS

Knowledge Of

• Methods and practices of modern office management.
• Advanced principles and practices of project/program development, management and administration.
• Principles and practices of supervision.
• Functions and missions of publicly appointed Boards or Commissions.
• Advanced principles and practices of research, analysis, and technical report writing.
• Principles and practices of supervision and training.
• Principles and practices of public administration, including governmental finance, budgeting, personnel administration, procurement methods.

Skill In

• Supervising and motivating employees and generating department-wide cooperation in support of strategic goals and plans.
• Use of computers, computer applications, and software.
• Collecting and analyzing large volumes of data and reaching a conclusion supported by the research.
• Building a consensus among parties with competing or conflicting interests.

Ability To

• Meet deadlines in a highly political environment.
• Exercise administrative supervision and direction over professional, technical, and clerical staff.
• Manage highly complex subject matter.
• Interpret and apply regulatory practices, rules, and policies to actual situations.
• Establish and maintain effective working relationships with people of diverse backgrounds.
• Make program or project changes based on analysis of results, new legislation, or departmental changes.
• Effectively plan, develop, and implement a comprehensive program with a broad scope and high degree of complexity.
• Prepare technical or analytical reports.
• Present ideas effectively, orally and in writing.

EXPERIENCE AND EDUCATION

Experience

Six years of professional level administrative and analytical experience including two years of which must be in the program area.

-AND-

Education

Graduation from an accredited four-year college or university with major coursework in business or public administration or a closely related field.

Note: It is highly desirable the required years of professional-level experience be attained in a governmental jurisdiction.

Substitution

A post-graduate degree may substitute for one year of the required professional level governmental administrative and analytical experience.

PROOF OF EDUCATION

Proof of education such as, but not limited to, university/college transcripts anddegrees should be submitted with your application and will be required at the time of appointment. Unofficial documents and/or copies are acceptable.

An applicant with a college degree obtained outside the United States must have education records evaluated by a credentials evaluation service. Evaluation of education records will be due at time of appointment.

Special Qualifications

Driver License:

Possession of a valid California Class C Driver License at the time of appointment. Individuals who do not meet this requirement due to physical disability will be reviewed on a case-by-case basis.

THE SELECTION PROCEDURE

Please note, the City of Sacramento's preferred method of communication with applicants is via e-mail. As such, please ensure you verify the e-mail address on your application, and check your e-mail frequently, including your spam and junk folders. All e-mail notifications can also be accessed through the applicant inbox. 2. Supplemental Questionnaire: . click apply for full job details

• If applicants do not list current and past job-related experience in the duties area of the "Work Experience" section. Note: Qualifying experience is based on full-time experience (40 hours per week). Qualifying experience is calculated to the full-time equivalent (pro-rated if less than 40 hours/week).
• Application: (Pass/Fail) - All applicants must complete and submit online a City of Sacramento employment application by the final filing deadline;
• Employment applications must be submitted online; paper applications will not be accepted.
• If "see resume" is noted in the "Work Experience" section; a resume will not substitute for the information required in the "Work Experience" section.
• Employment applications will be considered incomplete and will be disqualified:
• Proof of education such as, but not limited to, university/college transcripts and degrees should be submitted online with your application. Proof of education will be required at time of appointment.
• Position/job titles will not be considered in determining eligibility for meeting the minimum qualifications for this position.