Job Description

Assistant To The City Manager

The Assistant to the City Manager supports the City Manager and the City Manager's Office on matters of general municipal government operations. This is a senior-level administrative and policy position requiring the exercise of independent judgment, discretion, and confidentiality. The Assistant to the City Manager conducts research and analysis on policy and operational matters and formulates recommendations for consideration by the City Manager and City Council. The position prepares internal and external correspondence; supports City Council activities; serves on the City's Economic Development Team; oversees City communications; assists with collective bargaining; responds to complaints referred to the City Manager's Office; and serves as the City's ombudsman for unresolved complaints within other City departments. The Assistant to the City Manager oversees and tracks grants and the City's grant writing consultant and manages the budgets of multiple divisions within the City Manager's Office. The Assistant to the City Manager is a supervisory position overseeing the Deputy City Clerk and the Communications and Events Coordinator. The Assistant to the City Manager works under the general direction of the City Manager and collaborates closely with the Assistant City Manager/Community Development Director on assigned matters.

Executive, Policy, and Council Support

• Conduct assigned research, procedures and administrative studies and prepare reports containing proposed and recommended solutions or courses of action.
• Prepare City Council agenda items as needed.
• Prepare reports and communications for the City Council at the direction of the City Manager, including making oral presentations of the materials to the City Council.
• Attend bi-weekly staff meetings and other departmental meetings.
• Attend community meetings as assigned by City Manager.

Office Management, Supervision, and Internal Operations

• Supervise the Deputy City Clerk, the Communications and Events Coordinator and temporary employees assigned to the City Manager's Office.
• Oversee and manage division budgets within the City Manager's Office department budget.
• Coordinate coverage of the City Manager's Office during office hours to ensure the office is staffed during business hours.
• Ensure ample in-person coverage of the City Manager's Office during regular office hours.
• Work collaboratively with other City Departments to address resident needs.
• Assist with identifying organization-wide process improvement efficiencies, software implementations, and advancing new administrative policies, as needed.

Economic Development and External Partnerships

• Participate on the City's Economic Development Team.
• Assist the City Manager's Office and Community Development Department with economic development activities as assigned.
• Coordinate and support the City's business incentive programs.
• Attend Chamber of Commerce events and other City-related activities, including outside of regular work hours.
• Serve as an Alternate Delegate to Meet Chicago Northwest and attend meetings on behalf of the City as assigned.
• Serve as an Alternate Delegate to the O'Hare Noise Compatibility Commission and attend meetings on behalf of the City as assigned.

Communication, Community Relations, and Special Events

• Oversee City communications and the City's communications consultant including print newsletters, e-news, social media, the website, and any other forms of City mass communications.
• Provide professional, effective and efficient customer service and promote and maintain responsive community relations on behalf of the City.
• Serve as the City's ombudsman for complaints from the public that are escalated to the City Manager's Office. Investigate complaints, coordinate with appropriate City departments, and provide a resolution or response.
• Coordinate quarterly reporting of the City's customer complaint log.
• Provide administrative assistance and schedule meetings and events, such as ribbon cuttings, for the Mayor.
• Participate in the planning of and attend City special events.

Grants, Contracts, and Financial Administration

• Manage City grant consultants, coordinate grant applications and reporting on behalf of the City Manager's Office.
• Provide quarterly summary reports to the City Manager and City Council on City grant activities.
• Prepare and deliver an annual presentation to the Mayor and City Council on annual City grant activity.
• Assist in preparation of budget documents as directed by the City Manager, such as budget narratives and strategic goals.
• Prepare and administer competitive purchasing documents, such as Requests for Proposals (RFPs) and Requests for Qualifications (RFQs).
• Manage and negotiate leases for City facilities and equipment.
• Manage City franchise agreements for electricity, natural gas, and cable.

Labor Relations and Legal Compliance

• Assist with preparation for and participate in collective bargaining negotiations as assigned by the City Manager.
• Obtain and maintain FOIA and OMA certification annually.
• Serve as a FOIA and OMA Officer in conjunction with Deputy City Clerk.

Other Duties

• Performs other special projects and duties as assigned.

Competencies

• Proficiency in the use of computers and office technology typically found in a local government setting.
• Familiarity with generative AI tools for research, drafting, and administrative efficiency, with an understanding of ethical and public-sector use considerations.
• Take individual action that fosters open and honest communication, teamwork, professional growth and development, and constant improvement in the efficiency and effectiveness of work results.
• Ability to communicate in writing and orally, in a concise and coherent fashion.
• Ability to establish and maintain effective and positive working relationships with other City employees, outside agencies, and established partnerships.
• Skilled in project management, time management, project planning, negotiation, and presentation.
• Ability to work independently; prioritize and resolve issues and problems; and complete tasks and duties while working in a fast-paced environment.

Minimum Qualifications

• A Bachelor's degree in public administration, business administration, urban planning, public policy, political science, or a related field is required. A Master's degree in public administration is preferred.
• Obtain and hold FEMA National Incident Management System and Incident Command System certifications for ICS-100, ICS-200, IS-700, and IS-800 (can be obtained after employment if certifications are not already held).
• A minimum of two years of full-time, progressively responsible professional experience in local government in a management analyst, Assistant to the City Manager, or comparable administrative role.
• Must maintain a valid driver's license and be able to provide own personal transportation.

Work is primarily conducted on-site at City Hall and various community locations. Requires occasional evening or weekend hours. This position carries a City-issued cell phone for City communications which may occasionally occur in evenings and on weekends. Position may involve standing for extended periods, moderate lifting of up to 30 pounds, and driving to locations throughout the State of Illinois. The position works primarily in an indoor working environment but may have to endure the elements of working outdoors. The position is required to perform activities, which may include standing, walking, reaching, stooping, crouching, twisting, bending, crawling, climbing and lifting as necessary, which may be in tight confined spaces. All of these conditions require that the incumbent of this position be reasonably ambulatory with or without adaptive equipment and possess normal hearing [or hearing corrected to within a normal audible range], vision [corrected to 20/20 standards], and manual dexterity. The work environment characteristics described here are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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