Management Analyst or Management Aide

Monrovia, CA, United States

TITLE:                        Management Analyst or Management Aide

SALARY:                    $70,062 – 92,666 or $60,627 – 80,187

DIVISION:                 Regional Planning

POSTING DATES:    April 19, 2024 – open until filled

ABOUT SGVCOG

The San Gabriel Valley Council of Governments (SGVCOG) is a regional government planning agency that aims to maximize the quality of life in the San Gabriel Valley. We are a joint powers authority consisting of 31 incorporated cities, and unincorporated communities in Los Angeles County Supervisorial Districts 1 and 5, and three San Gabriel Municipal Water Districts. This position will work in the Regional Planning department supporting the areas of Sustainability, Local Programs, and/or Affordable Housing.

THE POSITIONS

The SGVCOG is seeking to fill four FTEs of Management Analysts or Management Aides in the Regional Planning department. Assigned areas include GoSGV, Sustainability, Regional Housing, and Contracts administration. The determination of the position filled will depend on the selected candidate’s qualifications. Both part-time and full-time positions may be created to fill the open roles depending on the applicant pool and the top candidates’ availability.

THE PROGRAMS

GoSGV Management Analyst or Aide

The GoSGV bike share program allows San Gabriel Valley residents to reserve a pedal-assist e-bike for monthly use. Participants can choose from two types of e-bicycles: a commuter-style “city” pedal-assist e-bike or a cargo pedal-assist e-bike designed to carry larger loads and/or small children. With an inventory of 840 e-bikes, GoSGV is one of the first and largest regional bike share subscription programs in the United States. The GoSGV Analyst/Aide is responsible for overseeing the contract for the operator of GoSGV and increasing the number of participants subscribed to the program by conducting innovative marketing and outreach efforts. The incumbent in the GoSGV Analyst/Aide role should have a passion for increasing active, healthy transportation options, an appreciation for the importance of equitable access to clean mobility, and a strong marketing and outreach background. It is desired that the incumbent also have experience with and/or knowledge of e-bikes.

Sustainability Management Analyst or Aide

The Regional Planning and Programs department hosts several projects and programs related to sustainability.  The incumbent in the Sustainability Analyst/Aide role will be responsible for supporting the SGV FRESH Regional Food Recovery Program, Fire Prep SGV wildfire outreach and education program, and the SoCalREN energy efficiency program, but may be assigned other sustainability project support activities as necessary and appropriate. A passion for sustainability and experience or interest in community outreach and engagement is essential for the individual in this position.

Regional Housing (SGVRHT) Management Analyst or Aide

The SGVCOG provides staffing support for the San Gabriel Valley Regional Housing Trust (SGVRHT). The SGVRHT funds and finances the planning and construction of affordable housing projects in the San Gabriel Valley. The SGVRHT provides financing for affordable housing projects during the predevelopment, construction, and permanent financing phases. Under the general direction of the SGVRHT Manager, the SGVRHT Analyst/Aide is responsible for assisting with administrative and project management support tasks to support daily operations, with the opportunity to learn the loan closing and draw processes. The incumbent in this role should have a strong interest in affordable housing and finance. The SGVRHT recently launched an affiliated nonprofit, and experience in the nonprofit sector would be an additional asset for this role.

Contracts  Management Analyst or Aide

The SGVCOG’s Regional Planning and Programs department works on a variety of programs in the areas of homelessness, sustainability, and transportation. A critical component of the Regional Planning department is managing day-to-day contract administration tasks related to the department’s assigned projects and programs. Tasks include preparing and conducting requests for proposals, executing agreements and amendments, and maintaining contract project files. The incumbent in this role should be knowledgeable in contract management and proficient in managing multiple tasks and projects at a time.

Duties may include, but are not limited to, the following:

GoSGV, Sustainability, and Regional Housing

Project Management: Overseeing the success and implementation of agency projects and programs in the assigned area(s). Providing guidance to the public, agency staff, and stakeholders. Duties will be dynamic and high demand as unplanned tasks occur outside of regular daily work. Responsibilities include report writing, meeting coordination, external communications, budget tracking, preparing, and submitting invoices, and community and stakeholder engagement.

Committee Coordination:  Provide technical and administrative support in committee meeting preparation including agendas, presentations, scheduling meetings, speaker scripts, and minutes and records per the Brown Act and ensure maintenance of committee records and dissemination of formal actions. Track the status of action items and see that required deadlines are met; ensure timely, accurate, and updated committee information on appropriate SGVCOG web pages.

Community Engagement: Facilitate and implement community workshops, meetings, and town halls; develop and maintain relationships with various public and private service agencies, and community groups; assess program needs and identify short-term and long-term priorities; identify and provide recommendations of support services to meet project needs.

Contracts

Contract Administration:  Ensures contract files are complete and following department standards to ensure audit compliance. Ensures contracts protect the SGVCOG’s interests and upholds policies and procedures.  Analyzes, compiles, and prepares comprehensive summaries of procurement processes and results for the presentation of awards, amendments, and other contract changes to the agency’s oversight committees. Prepares complex contract amendments, revisions, terminations, and close-outs.  Negotiates settlement of contract disputes.

Competitive Procurements:  Coordinates procurements with agency staff and solicits qualified bidders. Develop  scopes of work, Request for Proposals (RFP), and Request for Quotes (RFQ).  Issue RFPs and RFQs.  Ensures that competitive solicitations are advertised as required by state law. Evaluate bids, proposals, and quotations; conduct cost analysis; conduct vendor interviews; determine consultant/contractor selection recommendations. Prepares and reviews scoring summaries for the award of competitive bids and proposals for various procurements.

General Expectations:  Interprets and applies contracting principles, applicable laws, regulations, and policies and procedures. Maintains department project calendar and tracking list as projects arise. Maintains expertise in assigned procurement areas. Maintains department policies and procedures and updates accordingly.

Knowledge of:

Principles and practices of administrative, policy, procedural, and legislative/regulatory analysis.

Principles of grant proposal writing and/or administration.

City government and intergovernmental relationships. Structure and organization of public sector agencies.

Qualitative and statistical research and analysis techniques relevant to the regional planning process.

Practices, techniques, and methods of marketing, public relations, and customer service.

Applicable local, state, and federal laws, rules, and regulations governing the area of assignment.

Modern office practices, procedures, and equipment including computers and software applications relevant to work performed.

Principles and practices of sound business communications.

Safety policies and safe work practices applicable to the work.

Practices and procedures for budgeting, purchasing, and maintaining public records.

Related to Contracts : Theories, principles, and practices of public sector procurement and contracts. Types of procurement processes and their effective use, depending on types of services required. Methods and techniques of developing bid packages and content including project or product specifications. Methods and techniques of negotiating contracts and services. Market trends and pricing conditions of various commodities, products, and services.

Ability to:

Communicate professionally and effectively with diverse stakeholders.

Effectively analyze, interpret, summarize, and present a variety of fiscal, statistical, and administrative reports.

Prepare comprehensive staff reports, legislative analyses, administrative reports, and correspondence.

Identify and respond to community and organizational issues, concerns, and needs.

Apply critical thinking to identify the impacts of legislation and regulations and the potential consequences for the region and the agency.

Identify funding sources for SGVCOG projects and programs.

Define issues, analyze problems, evaluate alternatives, and develop sound, independent conclusions, and recommendations following laws, regulations, rules, and policies.

Develop and administer a budget and perform routine financial analyses.

Present proposals and recommendations, logically, and persuasively often in a public forum.

Understand, interpret, explain, and apply applicable laws, codes, and ordinances.

Exercise tact and diplomacy in dealing with complex issues and situations.

Operate a computer and use standard business and engineering software programs and databases related to the area of assignment.

Establish and maintain effective working relationships with all those encountered in the course of work.

Related to Contracts:  Provide professional-level support within a complex procurement contract environment. Prepare specifications for IFBs, RFPs, RFQs, and contracts. Source goods and materials used in the SGVCOG operations. Define issues, analyze problems, evaluate alternatives, and develop sound, independent conclusions, and recommendations per laws, regulations, rules, and policies. Prepare comprehensive reports, correspondence, and clear, well-defined contracts and agreements that comply with all applicable legal requirements.

Education & Experience

Management Analyst

A bachelor’s degree in public administration, business administration, economics, finance, operations management, or a related field; and

At least one year of full-time, professional experience in administrative analysis and research, policy development, and/or fiscal administration, including budget responsibilities. Related to Contracts: At least one year of progressively responsible experience in procurement and contract administration, preferably with a public agency.

Or

An associate degree program with major coursework in public administration, business administration, economics, or a related field; and

At least three years of professional experience in administrative analysis and research, policy development, and/or fiscal administration, including budget or management responsibilities. Related to Contracts: At least three years of professional experience in procurement and contract administration, preferably with a public agency.

Management Aide

A bachelor’s degree in public administration, social science, business administration, economics, or a related field.

THE IDEAL CANDIDATE

The ideal candidate for this position will be adept in managing multiple priorities and bringing a high level of organization to the department. This individual will be an excellent writer and communicator, a strong collaborator, and able and willing to take initiative where necessary. Additionally, the ideal candidate will be customer service oriented and welcomes challenging work. The competencies desired for a successful incumbent are someone who displays initiative, critical thinking, ownership, accountability, learning agility, political and organizational savvy, professional integrity and ethics, and strategic thinking.

POSITION LOCATION REQUIREMENTS

The SGVCOG is in the San Gabriel Valley of Southern California. Applicants considered for this role must currently live in Southern California or be willing to relocate. The agency does not contribute to relocation or commuting costs. The SGVCOG operates on a hybrid in-office and telework schedule, with a requirement for full-time in-office work for the first two months of employment.

LICENSES

A valid California Class C driver’s license and the ability to maintain insurability under the agency’s vehicle insurance program.

PHYSICAL & MENTAL DEMANDS

While performing the duties of this job, the employee is regularly required to sit, walk, and stand; talk and hear; use hands to finger, handle, feel, or operate objects, tools, or controls; reach with hands and arms; perform repetitive movements of hands or wrists. The employee is frequently required to lift 25 pounds unaided. Specific vision abilities required for this job include close vision, distance vision, use of both eyes, depth perception, color vision, and the ability to adjust focus. While performing the duties of this class, the employee uses written and oral communication skills; reads and interprets data, information, and documents; analyzes and solves problems; uses math and mathematical reasoning; observes and interprets people and situations; learns and applies new information and skills; performs highly detailed work; deals with changing deadlines, constant interruptions, and multiple concurrent tasks; and interacts with others encountered in the course of work, including frequent contact with customers and/or the public.

RECRUITMENT TIMELINE

The SGVCOG is seeking to fill four positions in this recruitment. This position will remain open until filled. The first screening of applications will begin in late April and the first interviews in mid-May.  Those selected for the first interview will be contacted by a representative from SGVCOG Human Resources via email. Those selected for a second interview may be requested to provide professional references. Employment at the SGVCOG is contingent upon a successful background check.

SALARY:

The starting salary will be within the following ranges and will not exceed the midpoint. Salary offers are determined by years of applicable experience, education, and training.

Management Analyst: $70,062 – 92,666

Management Aide: $60,627 – 80,187

The San Gabriel Valley Council of Governments is an Equal Opportunity Employer. Per the Federal Americans with Disabilities Act (ADA) and the California Fair Employment & Housing Act (FEHA), if accommodations are necessary to perform the essential functions of the position, or to participate in any portion of the selection process, please contact Human Resources at (626) 214-1313.

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