Administration and Project Manager

City of Buckeye, AZ
November 16, 2023
Buckeye, AZ
Job Type


Position Scope


Under limited supervision, directs, coordinates, supervises and evaluates the work of staff in the Administration Division of the Community Services Department, which includes administrative, financial, professional and technical activities to achieve project management goals and objectives of the assigned department.

Primary Duties and Responsibilities

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

  • Manages the activities and staff of the assigned division, which includes planning, coordinating, and administering projects, processes, procedures, systems, standards, and/or service offerings.
  • Exercises direct, technical, and functional supervision over administrative personnel by directing and evaluating assigned staff, processing employee concerns and problems, directing work, counseling, coaching, and completing employee performance reviews. Interviews and selects new employees within the assigned division.
  • Performs special and ongoing projects for department leadership, including oversight of accreditation policy, and procedure studies to include conducting research, performing comprehensive analysis, interpreting data, identifying and/or addressing pertinent issues, summarizing findings, and presenting results and recommendations.
  • Demonstrates continuous effort to improve operations and service delivery, streamline work processes, and work cooperatively and jointly to provide quality and seamless customer service.
  • Composes correspondence and other documents on a wide variety of subjects requiring knowledge of programs, services, and policies of the assigned department. Creates, develops, and processes technical documents and other communications.
  • Prepares long range plans and short-term operational planning with department leadership and assists with developing master plans and other strategic documents for the assigned department.
  • Coordinates with department leadership on setting organizational performance goals and tracks implementation of plans, key performance indicators, and results.
  • Develops contract scopes for service providers (i.e., consultants, contractors, vendors, etc.) and works with procurement to develop formal solicitations.
  • Prepares and monitors annual department operating budgets and revenues, reviews and proposes fee structures for programs and services.
  • Performs research for grants and other funding opportunities to assess potential for enhancing the City's resources and communicates information to divisions. Writes and administers grants. Ensures compliance with funding stipulations.
  • Leads, facilitates and/or participates in meetings, proceedings, and committees. Represents department and City at meetings, proceedings, and conferences. Serves as a liaison between departments, department divisions, external organizations, the public and other agencies.
  • Resolves problems and customer service inquiries within scope of authority. Provides advice and assistance to customers and external agencies.
  • Assists with the coordination and activities of capital projects for parks, facilities, and amenities from inception to completion, to include scoping, budgets, timelines, schedules, planning, design, construction, publicizing, budget, and compliance.
  • Meets with contractors, consultants, and staff members to discuss progress of capital projects, reviews construction documents, and monitors and inspects projects to ensure compliance with contract specifications.
  • Performs other duties as assigned or required.

Minimum Qualifications & Position Requirements

Education and Experience:

Bachelor's degree in project management, Business Administration/Management, Outdoor Recreational Planning, or related field, and four (4) years experience in project management and administration; OR an equivalent combination of education and experience.

Necessary Knowledge, Skills, and Abilities:

Knowledge of:

  • City organization, operations, goals, policies, and procedures.
  • Project management principles and techniques.
  • Principles and practices of administrative management, including financial management, personnel rules, accounting, budgeting, statistical analysis, records management, and strategic planning.
  • Supervisory principles and practices.
  • Accreditation processes and procedures.

Skill in:

  • Assessing and prioritizing multiple tasks, projects and demands.
  • Ability to effectively plan, organize and conduct community/citizen outreach.
  • Ability to develop, plan, and organize a large budget.
  • Analyzing problems and complex data, identifying solutions, recommending, and implementing methods, procedures, and techniques for resolutions.
  • Preparing complex, comprehensive, and accurate documents and reports.
  • Making complex decisions and interpretation in accordance with established rules, policies, and procedures.
  • Working independently and as a team member, maintaining composure and working effectively in a high-pressure environment with changing priorities.
  • Establishing cooperative working relationships with employees and City staff.
  • Assessing community needs.
  • Effective oral and written communication.
  • Operating personal computer utilizing various business software.

Ability to:

  • Understand, interpret, and apply relevant federal, state laws and city rules and regulations.
  • Prepare annual budgets that are detailed in scope across multiple divisions.
  • Perform and coordinate projects for parks, amenities, and facilities including analysis, design, construction documentation and cost estimates.
  • Meet project deadlines.
  • Develop short- and long-term planning objectives for parks, open space, and facilities.
  • Analyze and interpret construction documents and make recommendations for improvements.
  • Collect, correlate, and analyze data; prepare summaries, recommendations, and reports.
  • Present information clearly and concisely to various audiences.
  • Calculate figures and amounts such as discounts, interest, proportions, percentages, add subtract, multiply, and divide all units of measure using whole numbers, fractions, and decimals.
  • Establish and maintain positive, effective work relationships with those contracted in the performance of work.

Additional Information

Special Requirements: Possession of a valid Arizona Driver's License

Physical Demands/Work Environment: Standard office environment with some time spent outdoors

Reports To: Community Services Deputy Director

FLSA Status: Exempt

Work Schedule: Generally, Monday - Thursday, 7:00am - 6:00pm; evenings and weekends may be required based on department needs

EQUAL EMPLOYMENT OPPORTUNITY: It is the policy of the city to provide employment opportunities to all persons based solely on ability, regardless of race, color, religion, sex, national origin, age, sexual orientation, gender identity or disability.

Employee Benefits & Wellness

The City offers a comprehensive benefits package to full-time classified and management employees. Part-time classified employees may be eligible for select benefits where defined.

For complete Benefit Plan & Wellness Information, please visit the City website at:
Benefits & Wellness

City benefit plans are subject to change at any time.
Closing Date/Time: 11/28/2023 6:00 PM Mountain

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