City of San Rafael job class specification

Summary

Under the direction of the Public Works Director, the Deputy Public Works Administrative Director plans, organizes and administers the day-to-day operations of the administrative division of the Department of Public Works; leads, directs, and implements cross departmental programs and projects; and provides highly complex staff assistance to the Public Works Director.

Essential duties and responsibilities include the following:

• Provides strategic direction and leadership in the development and implementation of administrative policies, procedures, and best practices.
• Supervises and mentors administrative staff, fostering a culture of professionalism, collaboration, and continuous improvement.
• Collaborates with departmental leadership to establish goals, priorities, and performance metrics for the department.
• Assists in the development and management of departmental budgets, including the preparation of the Capital Improvement Program, budget proposals, revenue forecasts, and expenditure analysis.
• Monitors budgetary performance, identifies variances, and recommends corrective actions as needed to ensure fiscal responsibility.
• Coordinates with finance staff to ensure compliance with accounting principles, procurement regulations and internal controls.
• Oversees human resources functions within the department.
• Interprets and enforces personnel policies, labor agreements and regulatory requirements related to employment practices.
• Addresses employee relations issues, grievances, and disciplinary matters in accordance with established policies and procedures.
• Manages the procurement, negotiations and administration of contracts for goods and services essential to departmental operations.
• Reviews contract terms and conditions, assesses risks and ensures compliance with legal and regulatory requirements.
• Collaborates with legal counsel and procurement staff to resolve contract disputes and mitigate liabilities.
• Oversees the maintenance, organization, and security of departmental records, documents, and databases.
• Ensures compliance with records retention policies, public records requests, and data privacy regulations.
• Serves as a primary liaison between the Public Works department and internal/external stakeholders, including city officials, governmental agencies, community groups, and the public.
• Facilitates communication, collaboration, and coordination of administrative activities with other city departments and external partners.
• Represents the department in meetings, presentation, and public forums to address administrative matters and promote departmental initiatives.
• Performs related duties as required.

Knowledge of:

• Administrative principles and practices; including program development, departmental budget and financial management, implementation and evaluation, and the management of staff.
• Grant management and compliance requirements for State and federal grants.
• Budget and financial systems management.