Under general supervision from a Director or a Division Manager, assumes responsibility for day-to-day operational management of all activities and functions in a designated program area within a line or staff department, including developing, implementing and evaluating program policies, procedures and standards; determining program service levels and enhancements; developing and monitoring program budgets; providing technical advice and/or supervision to staff, other departments, the public and other agencies, and performs related work as required.
This is the third level of the administrative classification series. Incumbents may be assigned to manage either a specific operational unit or program within a larger line department such as Public Services or Parks and Community Services or a City-wide or regional program within a smaller line department such as Transportation Services and Economic Development. Program Manager is distinguished from the next lower level of Administrative Analyst in that the former generally supervises clerical, technical and/or professional staff or exercises expert professional direction of a complex and sensitive program with City-wide internal or external impact, while the latter is assigned professional-level staff work within a line department where direct line supervision is on a project or lead direction basis.
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 where applicable for the assigned program; interprets and complies with all applicable federal and state regulations.
- Monitors and directs or performs day-to-day operations of the assigned program to ensure that policies and procedures are being followed, that goals and objectives are met, and that services and projects are being accomplished efficiently and effectively; takes corrective action as necessary and, where subordinates are present, may relieve them of the most difficult, sensitive or controversial projects within the program.
- Develops and monitors the program’s budget; oversees financial well-being of the program by analyzing cost effectiveness and exercising cost controls; prepares, submits and justifies budget enhancement requests to the Division Manager or Director.
- Plans, organizes, administers, reviews and evaluates the work of subordinate professional, technical, support and operational staff where present, through subordinate supervisors and lead workers.
- Provides for the selection, training, professional development and work evaluation of subordinate staff and makes recommendations on hiring, termination, promotion and discipline as required.
- Monitors and stays abreast of technological, legal and operational changes that affect the activities and work processes of the program; makes recommendations for and develops and carries out improvements to the program to meet changing mission parameters and requirements.
- Confers with and represents the program and the department in meetings with other City departments and divisions; serves as the City representative with a variety of public, business and community groups and organizations; fosters collaborative working relationships to the benefit of the program and the department.
- Prioritizes and allocates available program resources; reviews and evaluates program and service delivery, makes recommendation for and executes changes in operations to ensure maximum effective service provision; assists in developing new program function elements, including researching, compiling and analyzing supporting data.
- Performs complex administrative duties requiring oversight, attention to detail and analysis; performs strategic planning and financial analysis, including assisting in preparation of specialized program and project budgets to include staffing and operational needs.
- May provide staff support to commissions, committees and task forces.
- Negotiates, develops, monitors and administers a variety of contracts and agreements.
- Develops systems and maintains records that provide for the proper evaluation, control and documentation of assigned activities; prepares a variety of written correspondence, reports, procedures, directives and other materials.
- May act for the Division Manager or 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 three years of experience within or related to the program 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 or 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 30 pounds; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. If assigned to the Recreation and Community Services Department, must be able to pass a background review.
Knowledge of: (at entry)
- Principles and practices of management and supervision;
- Public sector budgeting principles and practices;
- 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 program activities, goals and objectives; creating program evaluation tools and evaluating the effectiveness of the program;
- Applying theories, principles and procedures in the area of assignment;
- Supervising and evaluating staff, directly and through subordinates;
- 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, subordinates, superiors, the general public, representatives of public and private organizations and others sufficient to exchange or convey information.