Description

Position Summary:
The City Manager is an executive management level classification, under the general policy and guidance from the City Council and directly accountable to the City Council. The City Manager plans, organizes, integrates, directs, administers, fiscally controls, reviews and evaluates the activities, operations, programs and services of the City of Hamtramck; serves as the top appointed executive in the city, responsible for carrying out policies and programs determined by the elected City Council; ensures development and execution of the city 's annual budget, goals and work plans; represents the City's interests with other levels and agencies of government; effectively serves the needs of the community at large and business interests, while complying with applicable laws and regulations; serves as the City grant coordinator; and performs related duties as assigned by the City Council. The City Manager assumes a variety of administrative functions including personnel, budget, purchasing, risk management, finance and zoning.

Essential Job Functions:
An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all of the duties which the employee may be expected to perform. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

1.    Serves as the Chief Administrative Officer for the city, ensuring the proper enforcement of all laws and ordinances and the efficient administration of all departments of city government. Oversees city services and makes related recommendations to City Council and other boards and commissions.

2.    Keeps informed of and reports to City Council on the activities, status and performance of various city departments and projects.

3.    Develops the annual budget in cooperation with the various department heads. Monitors revenues and expenditures throughout the fiscal year to ensure sufficient revenues to meet planned expenditures. Makes budget adjustments as needed. Prepares financial reports for the Council as requested.

4.    Plans, organizes, controls, integrates and evaluates the work of all city departments to ensure the operations and services comply with the policies and direction set by the City Council, and with all applicable laws and regulations.

5.    Leads and guides city staff through day-to-day duties and makes sure such duties are in line with supporting the city’s overarching goals.

6.    Plans and evaluates management staff performance, establishes performance requirements, regularly monitors performance and provides coaching for performance improvements.

7.    Provides leadership and works with the executive team concerning administrative and operational problems to develop and retain highly competent public service-oriented staff through selection, compensation, training, and day-to-day management practices that support the City's mission and operational plans and objectives.

8.     Maintains an employee handbook for the City Council approval to define the benefits and responsibilities of various departments and offices. Prepares related rules and procedures to ensure consistent and effective performances.

9.    Assesses community and citizen needs and ensures objectives and priorities are focused on meeting those needs effectively, efficiently, and with high quality municipal services; directs development and implementation of initiatives for service quality improvement; provides day-to-day leadership and works with the executive team to ensure a high performance, service-oriented work environment consistent with sound management principles. Maintain good working relationships with key community constituencies.

10.  Works closely with the City Council, other governmental agencies, a variety of private and community organizations and business and citizen groups in developing and implementing programs to achieve City priorities and solve community problems; directs and coordinates preparation of reports and recommendations on public policy issues and on long range plans for City services; develops and coordinates proposals for action on current and future City needs; represents the City and works closely with appointed boards, committees, public and private officials, and citizens to achieve planned action and results.

11.  Prepares the monthly newsletter to be mailed with utility bills.

12.  Attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of City Management and Administration.

13.  Respond to media inquiries, City council concerns and issues, and community needs.

14.  Respond to and resolve difficult and sensitive citizen inquiries and complaints

15.  Directs and oversees the preparation of a wide variety of reports and presentations for the City Council, citizen committees and outside agencies; oversees the preparation of press releases and materials for dissemination to the media and the public, maintains effective relationship with the media.

16.  Directs and oversees the creation and maintenance of comprehensive effective human resources management programs policies and systems; directs and monitors the City's labor relations negotiations and labor relations programs; directs the improvement of management systems to improve the City operations and effectiveness.

17.  Participates in regional and state meetings, and professional and community organizations on behalf of the city to stay abreast of trends related to municipal programs.

18.  Serves as a voting member on numerous boards including MMDC, HAEDCO, MAC TV, Local Rural Task Force, Chamber of Commerce, Clare County’s LEPC, Hazard Mitigation, Land Bank, and Brownfield boards.

19.  Administers the major human resources functions for the City including overseeing benefits administration, personnel records management and personnel policy implementation. Manages employee insurance programs as well as the City's property and liability insurance. Works with department heads to address employee performance problems and improve public services.

20.  Serves as the City's accountant. Implements the chart of accounts and allocates expenditures to the proper account. Assists with the annual audit of City financial records. Oversees utility billings and accounts payable. Supervises the activities of the Finance Clerk and the City Treasurer.

21.  Oversees payroll processing. Ensures accuracy of time sheet reporting and paychecks and coordinates the distribution of payroll.

22.  Schedules applicants to meet with the City's governing boards.

23.  Responds to citizen inquiries Council or board meeting issues, administrative policies. Serves as the contact person for vendors, contractors, auditors and regulators.

24.  Oversees and manages the requisition, purchasing and disposal of City property. Authorizes purchases within the authority delegated by City Council.

25.  Negotiates, approves and oversees contracts within delegated authority. Supervises contracted services such as assessing, police and attorney services. Ensures adherence to contract provisions.

26.  Keeps abreast of modern developments in city administration, and new administrative techniques, technological advances, and current issues through continued education and professional growth. Attends conferences, workshops, and seminars as appropriate.

27.  Ability to work and communicate with elected and appointed officials and the public with appropriate etiquette and diplomacy.

28.  Attend meetings of the Planning Commission, Downtown Development Authority (DDA), Zoning Board of Appeal (ZBA), and City Council. Serve on the Election Commission and Building Authority boards.

29.  Prepare the agenda items and packets for all boards, ie. City Council, Planning Commission, DDA, ZBA.

30.   Knowledge of Michigan statutes pertaining to city zoning, planning, and development.

31.  Assist the Zoning Administrator/Code Enforcement Officer with the public in dealing with zoning and land use questions, procedures, and application forms.

32.  Maintain zoning map updates, land division/combinations, and office records by recording all amendments and proper filing/retention of official documents.

33.  Identify, monitor, and control nonconforming uses.

34.  Process applications for special use permits and preliminary applications for site plan review.

35.  Assist the Planning Commission, as needed, with agendas and the site plan review

process.

36.  Process petitions to the Zoning Board of Appeals, including written reviews/opinions, supportive documents, legal notices, and defend decisions of the office before the Zoning Board of Appeals.

37.  Testify as necessary at public and judicial hearings.

38.  Propose solutions to any problems encountered in administering the ordinance.

39.  As grant coordinator responsible for doing the planning and preparation of grant proposals for one or more departments; provides guidance and assistance to investigators in the interpretation of funding agency regulations and requirements.

40.  Prepares and compiles all components of each grant submission, ensuring that the proposal is formatted, packaged, and submitted in accordance with granting agency requirements.

41.  Advises and/or assists as appropriate in the design, formatting, and preparation of grant documentations, to include creation of computerized statistical summaries and/or graphics.

42.  Provides advice and guidance on the application of grant funding policies, regulations, and procedures; facilitates and supports the research and identification of funding opportunities on behalf of the City, as appropriate.

43.  Monitors and coordinates the administration of post-award grants to ensure that budgeting and administrative policies, procedures, and agency requirements are being followed; manages administrative problems and/ or budget changes occurring during the awarded granting period.

44.  Maintains knowledge of grant funding policies, regulations, and procedures; disseminates and/or presents changes to departments and advises on the implementation of changes, and on the impact of changes on funded operations.

45.  Serves as Downtown Development Authority (DDA) Director. Prepares agendas and packets, administers DDA affairs, prepares budget and coordinates construction and project activities.

46.  Coordinates the activities of the DDA ensuring that communication among committees is well establishes and assist committee volunteers with implementation of work plan items. Must work effectively with volunteers and others involved in DDA projects.

47.  Assess the management capacity of major DDA District organizations and encourage improvements in the district’s ability to carry out joint activities such as marketing, promotional events, advertising, appropriate store hours, special events, business assistance, business recruitment, parking, etc.

48.  Ensure that the DDA abides by all applicable federal, state, and local laws and regulations, while maintaining associated records and reporting procedures.

49.  Responsible for maintaining Redevelopment Ready Communities (RRC) certification requirements including updating plans at scheduled times.

50.  Aids in the development of short and long term economic and community development plans, as well as the gathering of information and preparation of studies, reports, and recommendations to achieve such goals. This will involve the preparation and maintenance of information on utilities, taxes, zoning, community services, financing tools, and incentives, to respond to requests for information for economic development purposes, and the coordination with other departments and agencies as needed.

51.  Is the Chief of Police for administrative purposes.

52.  Performs related work as required.

Requirements

Desired Qualifications:

Knowledge of: Theory, principals, practices and techniques of organizational design and development, long range planning, public administration, public finance, municipal budgeting, financial administration, program and policy formulation, purchasing, maintenance of public records, and applicable state and federal laws and regulations governing the operations and administration of a municipal agency; City functions and associated management, financial and public policy issues, principals and practice of public personnel management and labor management relations, principles and practices of effective leadership and management, principles and practices of sound business communications and effective public relations with community groups and agencies, private businesses and other levels of government.

Ability to:

1.  Provide effective leadership and coordinate the activities of the City operations.

2.  Plan, integrate and direct a broad range of complex municipal services and programs that will meet the changing needs of the community.

3.  Perform complex analyses and research, evaluate alternatives, and develop sound conclusions and recommendations in an understandable and effective manner, present proposals and recommendations clearly and logically at public meetings.

4.  Understand, interpret, explain and apply city, state and federal laws and regulations governing the performance of City operations.

5.  Evaluate, develop and implement management systems, policies and controls.

6.  Establish and maintain effective working relationships with the Council and all City departments and other governmental officials, community and civic organizations.

7.  Plan, organize, select, supervise and evaluate assigned employees, and build a    high-performance workforce.

8.  Exercise tact and diplomacy in dealing with highly sensitive political, public policy, community and employee issues and situations.

Work Environment:
Time is spent in government offices and in meetings with other planning and City officials. Must be able to attend frequent meetings after hours and on the weekends.