Management Analyst II at City of Tualatin in Tualatin, Oregon

Job Description:

The City of Tualatin, located in Washington County, Oregon, is a thriving community that blends urban amenities with a small-town charm. As a City that values sustainability, innovation, and community engagement, we are committed to enhancing the quality of life for our residents through effective management of public resources. The City is seeking a Management Analyst to oversee the planning, maintenance, and optimization of public infrastructure and assets to support the needs of our growing community.

As an Management Analyst in the Public Works Department, you will play a key role in guiding the maintenance and replacement of the City’s diverse public assets, including roads, buildings, vehicles, parks, and water, sewer and stormwater systems. You will ensure that these assets are maintained and replaced efficiently, contributing to the sustainability and development of Tualatin’s infrastructure. The City has recently completed the Strategic Asset Management Plan (2021) and is considering a replacement of our existing asset management software to better meet our long-term goals. This role will build upon this work and help lead the next phase of asset management in Tualatin. This is a unique opportunity to help shape a program from the ground up.

The position is responsible for ongoing development and implementation of asset management principles and practices in all divisions of the Public Works Department by developing, recommending and implementing asset management policy and strategy. The position oversees the means and methods for collecting, analyzing, and reporting on data used to support complex risk-based decision making using accepted asset management principles and practices; developing and coordinating data collection programs related to Public Works business operations; supporting strategic planning and prioritization, and overseeing use of specialized software for data collection and reporting. This position will work closely with Geographic Information Systems (GIS) staff to manage data and support integration between the two work groups. This role supports documenting business processes and the adoption, and use of continuous improvement processes throughout the department to make data-driven decisions and ensure proper maintenance and replacement of the City's most valuable infrastructure.

This is a unique opportunity to serve the public by improving the value and longevity of the City’s assets.

Provides training and technical guidance in asset management principles and decision making processes; assists department leadership in business process documentation and improvement.

 

Develops or oversees the development of recommendations on prioritized strategic maintenance and capital project programs for City infrastructure using historical, current use, condition, replacement costs, maintenance costs and other data consistent with asset management principles and best practices.

 

Coordinates asset management activities and communications; collaborates with Engineering, Public Works, and Parks Maintenance divisions, and other City Departments as needed regarding the preventative maintenance, rehabilitation, repair, or replacement of municipal assets.

 

Coordinates with Risk Management regarding insurance coverage and asset inventory. 

 

Coordinates with Finance, reporting on asset values and assisting with annual budgeting. 

 

Coordinates with Public Works management staff and staff in other City Departments to identify, develop, and implement customer service goals, levels of service, and performance measures.

 

Develops and recommends asset management policy and strategy to minimize total cost of ownership, increase reliability, and meet performance standards throughout the organization

 

Analyzes program data; recognizes issues and trends; identifies options, consequences and develops conclusions and recommendations; prepares complex statistical reports and makes presentations.

Performs day-to-day development, operation, and maintenance related to the asset management software.  This may include, but is not limited to, formatting of data collection for accuracy of information, develop and prepare data queries using a variety of reporting interfaces, tools and applications.

Works with vendor(s) to resolve technical issues and develop program improvements and implement upgrades.

Coordinates with GIS to maintain a comprehensive GIS database. Creates and updates graphs, spreadsheets, charts, and other related technical documents to track, manage, maintain, and replace City assets. 

Coordinates with Information Services staff on asset management software administration.

Evaluates and monitors the integrity of the Public Works technical systems. Coordinates with the IS department to resolve problems with the system applications and works with the software providers to accomplish specific maintenance and modifications.

Establishes and maintains data and pertinent records; prepares statistical and narrative report to assist all utilities in asset grouping, routine and preventative maintenance scheduling, replacement schedules, activity based costing, task management, historical trend analysis of works orders, and other reports as needed; tracks and closes out service requests and work orders as needed.

Trains and assists other staff in the utilizing these computer systems and keeps them apprised of changes and upgrades to asset database.

May work outdoors to inspect and gather data related to various infrastructure assets.

Analyzes computer software needs of public works and makes recommendations in conjunction with Information Services department.

Monitors system effectiveness, evaluate and recommend improvements in operations, systems, procedures, policies and methods pertaining to digitizing workflow information. 

Attends project demonstrations, seminar, workshops, and other professional opportunities to maintain the necessary level of asset management expertise.

Assists with complex analytical work in such areas as budget and finance, risk, public information, and program evaluation using data generated from asset management program.

Conducts a variety of analytical and operations studies regarding departmental and programmatic activities; evaluates alternatives, makes recommendations and assists with the implementation of procedural, administrative and/or operations changes after approval.

Researches, develops, and writes a variety of reports.

Conducts research, analyses findings, and presents recommendations.

Conducts research and performs studies and prepares reports containing proposed or recommended solutions or courses of action.
 
Responds to issues raised by members of the public, coordinating responses with other staff or outside agencies as appropriate. Provides information, explains processes, and gives advice; makes recommendations for resolution.
 
Manages assigned contracts and projects to achieve goals within available resources. Reviews progress of contracts and grants and holds contractors accountable for terms of contracts.
 
Represents the City at various local, regional and statewide meetings, serves on committees.  Gathers, synthesizes and filters information obtained at these meetings for use by a department director, City Manager and/or City Council.
 
Makes presentations to City Council, advisory committees, citizen involvement organizations, civic groups and the general public as assigned.  Prepares and delivers speeches, presentations, resolutions, ordinances, contracts, administrative policies.  
 
Advises department director on projects. Prepares recommendations for implementation of new systems, procedures or organizational changes. 
 
Prepares grant applications from a variety of sources including regional, state, federal or private sources.  Administers grant projects.
 
Exercises independent judgment and initiative and applies knowledge of organizational programs and procedures in meeting a wide variety of problems involving public, intergovernmental and interdepartmental relations. Independently assesses and prioritizes daily workload.
 
Provides public information for the City;   Prepares news releases and official statements; Coordinates and edits newsletters or articles; Designs displays, visual arts and web page information.
 
Administers and monitors program/project budgets. Assures that assigned projects are performed within budget; monitors contracts to ensure accountability for quality work products, service delivery and cost controls.
Assists in the development of short and long range plans; gathers, interprets and prepares data for studies, reports and recommendations; coordinates activities with other departments, agencies and contractors as necessary.
 
Composes correspondence, reports, ordinances, resolutions and other informational material as assigned. Creates, tracks, and maintains records in an efficient and functional manner.
 
May exercise limited supervision in special instances.
 
Drives to city facilities, vendors, training programs, and meetings, as necessary.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Considerable knowledge of the principles, practices and techniques of business and public administration. General understanding of the procedures the assigned department, including an understanding as to how these relate to the City organization as a whole. Possession of additional specialized knowledge, skills and abilities pertinent to the assignment, specifically: knowledge of grant procedures; ability to facilitate public input processes and public meetings; ability to draft, negotiate and oversee contracts for special projects and studies; ability to coordinate and resolve conflicting points of view to obtain successful outcomes; ability to research legal issues, draft and present recommendations to the department team. Ability to provide effective leadership and coordination in developing solutions and recommending new techniques. Ability to establish and maintain effective working relationships with employees, officials and the general public. Ability to exercise resourcefulness, tact and perspective in developing solutions and new techniques. Ability to assemble, organize and present statistical, financial and factual information derived from a variety of original and secondary sources utilizing a variety of media. Advanced skill in data base preparation and manipulation, designing spreadsheets, Power Point presentations, word processing and financial software.  

Analytical Skills: Collect and synthesize complex information. Provide analyzed and logical recommendations to management. Ability to analyze data and summarize results in a presentable and understandable format for City staff and elected officials.

Computer Skills: The following skills listed in the Management Analyst II classification description are an important component of the position to assist the preparation of the emergency management training and tracking, annual IMS budgets, franchise evaluation, project financial support, presentation development and other tasks.

Ability to assemble, organize and present statistical, financial and factual information derived from a variety of original and secondary sources utilizing a variety of media. Skill in data base preparation and manipulation, designing spreadsheets, digital presentations, word processing and financial software.

In addition, possession of advanced application skills are needed. These include the ability to:

• Edit Drupal webpages
• Develop and solve mathematical and financial formulas in Excel;
• Create and edit tables, charts and graphs, conditional formulas, and conditional formatting in Excel;
• Import and export data to and from other software;
• Perform advanced formatting of cells and spreadsheets to improve readability in Excel.

Writing Skills: Able to clearly and concisely create written content. Communications with internal and external audiences will be well-researched, contain accurate content, spelling, and understanding of grammar. EDUCATION and/or EXPERIENCEGraduation from an accredited college or university with a Bachelor's Degree in computer science, information system management, geographic information systems (GIS), business administration, or public administration, and at least three (3) years of experience closely-related to the position. GIS experience is preferred. Any satisfactory equivalent combination of experience and training which ensures the ability to perform the essential functions of the position may substitute for the above. CERTIFICATES, LICENSES, REGISTRATIONSPossession of, or the ability to secure possession of, a valid Oregon driver's license issued prior to hire. GIS certification is desirable.
SUPERVISORY RESPONSIBILITIES: Supervision is not a normal responsibility of this position. May exercise some limited supervision in special instances.
 PHYSICAL DEMANDS AND WORK ENVIRONMENT:  The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to talk or hear. The employee is frequently required to sit and use hands to finger, handle, or feel. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl and taste or smell. The employee must occasionally lift and/or move up to 25 pounds.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. The noise level in the work environment is usually moderate. The employee is occasionally exposed to outdoor weather conditions.

PI259231204

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