Hybrid Senior Management Analyst at City of DeKalb, IL

About the Department

The Senior Management Analyst provides a variety of professional, technical, management, and administrative support to the City Manager, Public Works Director, City Engineer, and Transit Division. This position assists with overall departmental workflow and process improvement including handling of confidential materials, analysis of data, generation and presentation of reports, budget, contract administration, standard operating procedures, composing of correspondence, and maintaining positive public relations with the general public and within the organization. The Senior Management Analyst will perform skilled research and analysis tasks as well as complete special projects and other related duties as assigned. This position requires a high level of discretion and the ability to work under minimal supervision.  

The position of Senior Management Analyst is assigned to the City Manager’s Office. The Senior Management Analyst is a full-time exempt position under the direct supervision of the City Manager. The position is required to work a minimum of forty hours per week. This position routinely handles highly sensitive and/or confidential information. This position will experience contact with the City Manager, Director of Financial Services, other internal staff members, outside agencies, and the community at-large.

Initial Review of Applications to begin Tuesday, September 2nd. The position will remain open until filled.

Position Duties

• Performs detailed analytical studies of the finances (including payables and budget allocations), billing and receivable processes, workflow, and contractor relations of the Engineering and Transportation divisions. Utilizes various digital research tools to complete analyses and report findings.
• Monitors segments of large public works projects undertaken by the City, such as those executed by the Illinois Department of Transportation (IDOT) or Transit, ensuring that the City’s budgetary constraints and administrative goals based on Council direction are met.
• Assists with departmental budget processes as assigned including compilation and analysis of data, forecasting impact of budgetary decisions, budget narratives and reporting. Assists management staff with monitoring of divisional budgets as well as project-specific budgets. 
• Assists in preparing and managing project budgets and cost estimates. Ensures compliance with financial policies and funding requirements. 
• Monitors project status and milestones, identifies delays or budget variances. 
• Collaborates with the Finance Department to ensure proper fund allocation and reporting. 
• Monitors consultant cost estimates, verifies consultant invoices, and recommends payment. 
• Develops financial forecasts for engineering projects based on scope, timeline, and funding sources. 
• Plans, coordinates, and evaluates activities associated with contracts. Participates in research and evaluation of proposed contractual obligations and agreements. Monitors compliance with applicable contractual agreements and Council actions.
• Prepares requests for proposals for hiring outside consultants, vendors, and contractors. Distributes requests, evaluates proposals, conducts reference checks, and makes recommendations. 
• Coordinates and interacts with various contractors/vendors to ensure desired performance and proper accounting of services. 
• Oversees and maintains contracts; works collaboratively with the various City divisions on contracts, bids, and quotes, collects data and prepares related reports. 
• Reads, understands, and implements project contracts and agreements and creates a detailed project schedule of deliverables. 
• Participates in setting departmental goals and objectives. Coordinates and compiles departmental or divisional performance measures, researches best practices and benchmarks, performs trend analyses of operational and financial data, and generates monthly and other statistical progress reports.
• Assists in composing, editing, and presenting business analyses, City Council memos, confidential reports, correspondence, and other materials as requested.
• Assists with the development, maintenance, and oversight of the Capital Improvement Plan and asset management system.
• Collects, analyzes, prepares, and disseminates departmental information to departments, public, outside agencies, media, and citizens. Collects and submits statistical information to required agencies or those requesting such information.
• Coordinates the request for reports from internal departments and outside agencies. Assists in the research, analysis, and preparation of departmental reports. Disseminates information as requested.
• Responds to and resolves difficult and sensitive inquiries and citizen concerns.
• Composes correspondence and documents that may contain sensitive personnel information.  
• Assists administrative staff in the preparation and coordination of agenda materials for City Council and various department related boards and committee meetings. Takes minutes at various department and/or inter-agency meetings.
• Prepares correspondence in response to written inquiries. Composes and/or disseminates press releases and announcements to media as requested.
• Assists with Freedom of Information (FOIA) requests. Coordinates, retrieves, and compiles records for processing within required timeframes.
• Maintains records of public infrastructure projects and updates asset management information system. 

• Prepares reports and pertinent documentation as requested.
• Opens, sorts, reviews, and routes mail. Composes and responds to routine correspondence as requested.
• Maintains required departmental documentation, filing system, and public informational materials. 
• Responds to telephone and walk-in inquiries. Refers to appropriate staff as needed. 
• Completes special projects and other duties as assigned.  

• Knowledge of budget development, principles, and implementation.
• Ability to analyze financial, budgetary, administrative, operational and organizational data. 
• Ability to work independently with minimal supervision while exercising good judgment and initiative.
• Ability to conduct research including gathering data, analyzing information, preparing reports, and making formal presentations.
• Excellent oral and written communication skills. 
• Ability to develop and maintain collaborative working relationships with all levels of staff, management, agencies, and general public.
• Ability to work effectively as a team player, take the initiative, and make constructive recommendations to improve overall departmental efficiency.
• Knowledge of the principles, practices, and methods of governmental organizational analysis and management, and the ability to make routine decisions in accordance with laws, ordinances, regulations, and departmental/organizational policies.
• Ability to manage projects and project teams that include a variety of stakeholders. 
• Ability to multi-task and work under pressure with interruptions and within short timeframes.
• Ability to handle confidential/sensitive materials in a professional manner.
• Must have strong organizational and time management skills.
• Knowledge of research and analysis methods and techniques.
• Knowledge of statistical analysis and forecasting techniques.
• Knowledge of modern office procedures, methods, and computer equipment.
• Must have the ability to maintain professional composure and take reasonable action when confronted with difficult situations.

Minimum Qualifications

Education:

• High School Diploma or equivalent required. Associate's degree from an accredited community college in Public Administration, Business Administration, Accounting, Finance, or a related field preferred.
• Valid driver’s license required.  

• A minimum of three years of experience in areas such as project administration, data and research analysis, policy administration, budgeting, financial reporting, or closely related field required.
• Experience within municipal government administration strongly preferred.
• Prior experience with construction-in-progress (CIP) accounting and/or grant administration and reporting preferred. 
• Familiarity with engineering principles and terminology a plus. 
• Strong working knowledge of MS Office (Word, Excel, Access and PowerPoint), Adobe Acrobat Pro, customer relations management, and database management experience required. Enterprise systems experience preferred. 

Other Qualifications

WORKING CONDITIONS/PHYSICAL REQUIREMENTS: 

• Duties are performed primarily in an office setting with prolonged periods of sitting. The person in this position needs to occasionally move about inside the office to access file cabinets, office equipment, etc.  
• This position will have frequent contact with others. 
• At times, workloads can be extensive with limited time for response/and or action. Position requires prolonged periods of concentration and the ability to cope with numerous interruptions and changing priorities.
• This position will require frequent travel to various municipal buildings during the day and may be exposed to weather elements.

• General office equipment including computer, printer, scanner, copier, and multi-line telephone.

• This position may serve as staff liaison to boards, committees, and commissions as assigned. 
• This position will require the ability to work outside of normal business hours including evenings and weekends as necessary.