Under general direction of a Director of a department, performs administrative duties and policy interpretation related to the management within a division of a City Department or of related operational units or program areas. Key responsibilities include developing division goals and objectives, managing staff through direct and subordinate managers and supervisors, developing policies and procedures related to division activities, developing and administering division budgets, conducting short and long range planning, and performing related work as required.
This is the second highest managerial classification in the City’s administrative classification series. It is distinguished from the next lower level of Program Manager by either its oversight of multiple areas in large operational departments, such as Parks and Community Services and Public Services; or the management of professional services with City-wide internal or external impact as, for example, within the central Administrative Services Department in such areas as Human Resources, Information Services or Finance or within the Engineering Department in such areas as serving as the City Engineer or the manager of coordinated services with special districts and joint powers authorities. Division Manager is distinguished from the Director class by the latter’s full managerial responsibility for a City department.
Examples of Key Duties: (Duties are illustrative and not inclusive and may vary with individual assignment.)
- Develops and directs the implementation of goals, objectives, policies, procedures and work standards for assigned division; interprets and complies with all applicable federal and state regulations.
- Monitors and directs daily operations to ensure that policies and procedures are being followed, that goals and objectives are met, and that services are being provided efficiently and effectively; takes corrective action as necessary; personally handles the most difficult, sensitive or controversial projects for the division.
- Develops and monitors the division’s budget; oversees financial well-being of the division by analyzing cost effectiveness and directing cost control activities; prepares, submits and justifies budget enhancement requests to the Director.
- Plans, organizes, administers, reviews and evaluates the work of subordinate professional, technical, office support and operational staff through subordinate levels of supervision.
- Provides for the selection, training, professional development and work evaluation of subordinate staff; makes recommendations on hiring, termination, promotion and discipline as required.
- Confers with and represents the division and the department in meetings with other City departments and divisions; serves as the City representative with a variety of public, business and community organizations; fosters collaborative relationships to the benefit of the division, department and the City.
- Prioritizes and allocates available division resources; reviews and evaluates program and service delivery, makes recommendations for improvement and ensures maximum effective service provision.
- Develops systems and maintains records that provide for the proper evaluation, control and documentation of assigned activities; prepares and directs the preparation of a variety of written correspondence, reports, procedures, directives and other materials.
- May act for and serve as the Department Director, as assigned.
- Performs other duties of a similar nature or level.
Education and Experience:
Equivalent to graduation from a four-year college or university with major coursework related to the area of assignment and four years of supervisory or managerial experience within or related to the area of assignment; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job as listed above.
At the option of the appointing authority or the City, persons hired into this class may be required to either possess at entry or obtain within specified time limits designated licenses, professional registration, certification or specialized education and training relevant to the area of assignment. Must possess and maintain a valid California class C driver’s license and a satisfactory driving record.
Physical Requirements and Working Conditions:
Must possess mobility to work in a standard office setting and to use standard office equipment, including a computer, and to attend meetings at various sites within and away from the City; strength to lift and carry materials weighing up to 10 pounds; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone.
Knowledge of: (at entry)
- Principles and practices of management and supervision;
- Public sector budgeting principles and practices;
- Principles of effective leadership;
- Applicable laws, rules, ordinances and regulations;
- Theories, principles and operational practices applicable to the area of assignment;
- Computer applications related to the work; and
- Techniques for effectively representing the City, including making effective public presentations and dealing with a variety of individuals from various socio-economic, cultural and ethnic backgrounds, in person and over the telephone.
Skill in: (at entry)
- Developing division activities, goals and objectives, creating program evaluation tools and evaluating the effectiveness of the division;
- Applying theories, principles and procedures in the area of assignment;
- Supervising and evaluating staff, directly and through multiple levels of supervision;
- Managing multiple tasks, often with competing deadlines;
- Providing leadership and motivating staff;
- Making effective presentations to individuals and groups;
- Developing, implementing, Interpreting and explaining applicable laws and regulations;
- Preparing clear, concise and informative reports, correspondence and other written materials;
- Handling difficult and sensitive situations using sound, independent judgment within general policy and legal guidelines; and
- Communicating effectively with co-workers, supervisors, the general public, representatives of public and private organizations and others sufficient to exchange or convey information.