CLASS TITLE: EXECUTIVE SERVICES MANAGER PAGE: 1

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1 CLASS TITLE: EXECUTIVE SERVICES MANAGER PAGE: 1 Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job. SUMMARY DESCRIPTION Under the direction of the Assistant General Manager, directs, manages, supervises, and coordinates the activities and operations for the full complement of executive services provided by the General Manager s Office including, but not limited to, Board Services, Records Management, Legislative and Public Affairs, Leadership Program Development Team, and the Administrative Support function that include day-to-day active communication with federal, state and local elected officials and their efforts to advocate the District s interest in legislative issues. The incumbent is expected to demonstrate a high level of professional/administrative expertise and initiative in establishing and maintaining efficient and effective departmental operations consistent with Board policies and procedures established by the General Manager. The incumbent must also function as a member of the District's management team and participate actively in addressing issues of concern to the District which at times may not have a direct impact on the incumbent's area of specialization. Provides highly responsible and complex administrative support to the General Manager, Assistant General Manager, Executive Management Team, and Board of Directors. REPRESENTATIVE DUTIES The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices. 1. Assume full management responsibility for executive services including, but not limited to, Board Services, Records Management, Legislative and Public Affairs, Leadership Program Development Team, and the Administrative Support function; manage the development and implementation of goals, objectives, and priorities for each assigned area; recommend and administer policies and procedures. 2. Manage and participate in the development and implementation of goals, objectives, policies, and priorities for assigned programs; recommend and administer policies and procedures. 3. Monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; recommend, within departmental policy, appropriate service and staffing levels. 4. Plan, direct, coordinate, and review the work plan for assigned staff; assign work activities, projects, and programs; review and evaluate work products, methods, and procedures; meet with staff to identify and resolve problems. 5. Select, train, motivate, and evaluate assigned personnel; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline and termination procedures. 6. Assess and monitor workload, administrative and support systems, and internal reporting relationships for assigned areas of responsibility; identify opportunities for improvement; direct and implement changes. 7. Oversee and participate in the development and administration of the Division s annual budget; participate in the forecast of funds needed for staffing, equipment, materials, and supplies; monitor and

2 CLASS TITLE: EXECUTIVE SERVICES MANAGER PAGE: 2 approve expenditures; implement adjustments. 8. Direct administrative duties and administer directives of the Board of Directors and management staff in accordance with established District policies and procedures, rules, and applicable statutes. 9. Oversee the implementation of administrative policies, procedures, rules, and regulations in accordance with sound organizational practices; and office forms and report formats for assigned areas. 10. Administer a variety of studies and research for assigned areas; collect, compile, and review information from various sources on a variety of specialized topics related to directly assigned programs or programs administered by staff. 11. Manage the development of legislative and advocacy strategies and operational plans to enhance the District s visibility at the state and federal level on information and testimony before legislative committees, regulatory agencies, and other appropriate bodies; promote and provide information to and cooperate with members of the Legislature and U.S. Congress, their staffs, and other lobbyists on matters of interest to the District. 12. Maintain and provide continual review of all pending and current legislation before the Legislature of the State of California and U.S. Congress deemed to be relevant to the District; keep the District fully informed at appropriate intervals to those matters that may affect areas of interest to the District. 13. Establish rapport, build coalitions, and coordinate with similar agencies, either directly or through leadership positions in membership associations and committees, in order to support, oppose, or amend pending legislative proposals. 14. Provide a cohesive and comprehensive perspective of the District in developing a proactive legislative affairs program to anticipate pending legislation before laws are passed or shortly after laws are passed; influence the development of legislation, policies, and guidance documents supporting promulgation of technically and scientifically sound and cost effective legislation and opposing changing legislation that fails to meet these criteria; work directly with senior staff members from other agencies in developing legislation and policies. 15. Represent the District in developing and maintaining relationships with the legislative community at the federal as well as the state and local level; coordinate projects; draft and present appropriate reports and discussion papers. 16. Represent the agency alone, or in association with other organizations, in administering, reviewing, recommending, and managing specialty legislation as it relates to District interests. 17. Direct and support a vital records management program and disaster recovery program. 18. Participate in the records management programs and functions on committees and task forces to develop, schedule, implement, and monitor programs and projects that impact various District departments; provide support in inquiries and complaints. 19. Oversee internal communication efforts between management staff including the publishing of newsletters and special publications.

3 CLASS TITLE: EXECUTIVE SERVICES MANAGER PAGE: Oversee the development and production of graphic-related materials including written, video, computer supported graphics, and web-based communication. 21. Manage external communication programs including community outreach regarding the District s capital improvement program, water reclamation, water conservation, land, air, and energy related issues, and environmental stewardship. 22. Serve as the point of contact for all media relations, maintain relationships with the media, and provide continuous information as the primary spokesperson for the District. 23. Serve as staff on a variety of boards, commissions, and committees; prepare and present staff reports and other necessary correspondence. 24. Conduct a variety of organizational studies, investigations, and operational studies; recommend modifications to legislative/communication programs, policies, and procedures as appropriate. 25. Attend and participate in professional group meetings; stay abreast of new trends and innovations in the assigned areas. 26. Responsible for overseeing and evaluating the performance of Board Services, Records Management, Legislative and Public Affairs, and the Administrative Support function in setting goals and performance measures to conduct performance reviews of direct reports at least twice annually. 27. Respond to and resolve difficult and sensitive citizen inquiries and complaints. 28. Perform related duties as required. REPORTING RELATIONSHIPS Report to the Assistant General Manager Supervise the following positions: Principal Public Affairs Specialist Senior Public Affairs Specialist Senior Staff Analyst Public Affairs Specialist Records Management Specialist Clerk of the Board Administrative Assistant Graphics Coordinator Office Assistant QUALIFICATIONS The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties. Knowledge of: Advanced principles and practices of public administration including the organization, functions, and

4 CLASS TITLE: EXECUTIVE SERVICES MANAGER PAGE: 4 challenges of sanitation districts. Advanced principles and practices of program development and administration. Advanced principles and applications of critical thinking and analysis. Work organization and office management principles and practices. Government, governing body, and legislative processes. Public sector organizational practices. Principles and procedures of record keeping. Principles and practices of budget preparation and administration. Principles and practices of public and media relations. Principles and practices used in establishing and maintaining files and information retrieval systems. Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility. Operational characteristics, services, and activities of a modern records and information management program. Computer network and operating systems as well as applicable software applications used in records management including database software programs. Current social, political, and economic trends and operating problems of sanitation districts. Advanced principles and practices of organization, management and supervision. Methods of analyzing, evaluating, and modifying administrative procedures. Decision making techniques. Pertinent federal, state, and local laws, codes and regulations. Principles of effective public relations and interrelationships with community groups and agencies, private businesses and firms, and other levels of government. Advanced interpersonal skills. Principles and practices of program development and administration. Federal and state legislative processes including legislative development, tracking, comment, and testimony. Methods and techniques of environmental planning. Methods and techniques of public speaking. Principles and practices of community outreach as related to major construction projects. Principles of business letter writing and basic report preparation. Principles and practices of budget preparation and administration. Principles of supervision, training, and performance evaluation. Methods and techniques of research, statistical analysis, and report preparation and presentation. Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases. Ability to: Oversee and participate in the management of assigned programs. Oversee, direct, and coordinate the work of lower level staff. Oversee programs and/or projects and by example promote the individual professional growth

5 CLASS TITLE: EXECUTIVE SERVICES MANAGER PAGE: 5 and development of less experienced staff. Select, supervise, train, and evaluate staff. Participate in the development and administration of division goals, objectives, and procedures. Resolve conflict through workable solutions and alternative approaches. Inspect the work of others and maintain established quality control standards. Prepare and administer large program budgets. Prepare clear and concise administrative and financial reports. Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines. Develop and maintain relationships with the legislative community at all levels of government. Relate complex concepts related to legislative activities to legislative committees, legislative staff, lobbyists, and regulatory agencies. Think critically and strategically. Demonstrate safe work practices and procedures in the workplace. Be persuasive and professional in verbal and written communications with multiple constituencies. Properly interpret and make decisions in accordance with laws, regulations, and policies. Effectively apply legislative knowledge and principles. Research, analyze, and apply principles, facts, and precedents to legislative issues. Make effective oral and written presentations to groups within and outside the District including legislative bodies. Oversee the development and production of graphic-related materials including written, video, and computer supported graphics. Work cooperatively with other departments, District officials, and outside agencies. Effectively represent the District to outside individuals and agencies to accomplish the goals and objectives of the unit. Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, press, or other agencies on sensitive issues in area of responsibility. Respond to requests and inquiries from the general public. Respond to emergency and problem situations in an effective manner. Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals. Learn and implement new technologies related to assigned programs and areas. Research, analyze, and evaluate new service delivery methods and techniques. Interpret and apply federal, state, and local policies, laws, and regulations. Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines. Operate a variety of office equipment including a computer and standard office applications. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work. Education and Experience Guidelines Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

6 CLASS TITLE: EXECUTIVE SERVICES MANAGER PAGE: 6 Education/Training: Equivalent to a Bachelor s degree from an accredited college or university with major course work in public administration, business administration, or a related field. Experience: Eight years of increasingly responsible experience in program coordination and administration, including two years of supervisory responsibility. PHYSICAL DEMANDS AND WORKING ENVIRONMENT The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. Environment: Work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. May interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures. Physical: Primary functions require sufficient physical ability to work in an office setting; stand or sit for prolonged periods of time; operate office equipment including use of a computer keyboard; push, pull, lift, and/or carry light amounts of weight; verbally communicate to exchange information. Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents; and to operate assigned equipment. Hearing: Hear in the normal audio range with or without correction.

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