Program Specialist (Engineering Administration)

THE POSITION

With supervisor approval, incumbents may be eligible for intermittent remote work; however, they must physically reside within the Sacramento region or have the ability to regularly report to a City of Sacramento physical worksite with little notice.
The Department of Utilities' Engineering & Water Resources Division is seeking a Program Specialist to lead and coordinate administrative and business operations that support the delivery of the City's water, wastewater, storm drainage, and capital improvement programs. This position oversees a team of three administrative professionals responsible for contracts, procurement coordination, invoicing, budget tracking, records management, Council reports, and other operational support functions for the Division. The Program Specialist works closely with engineering managers, project managers, consultants, contractors, and City departments to ensure administrative processes are efficient, compliant, and responsive to business needs. In addition, the position leads complex non-engineering initiatives and special projects. For example, the Program Specialist will manage updates to development impact fees, including coordinating nexus report updates, preparing materials for City Council consideration, presenting recommendations, and responding to stakeholder and Council questions. 

IDEAL CANDIDATE STATEMENT

• Highly organized, detail oriented, and able to pivot effectively in a dynamic work environment.
• Strong communicator with solid leadership and team support skills.
• Skilled in fostering collaborative relationships with a variety of internal and external stakeholders.
• Able to serve as a non-technical lead on projects by collaborating with technical subject matter experts, understanding project goals, and helping guide efforts to achieve successful outcomes. 

Under general direction the Program Specialist plans, directs, and supervises all of the activities of a major department or Citywide program or project with moderate visibility and impact; conducts studies and makes recommendations; monitors program compliance; represents the department in contacts with media, internal and external agencies, and organizations.

DISTINGUISHING CHARACTERISTICS

This advanced journey level class in the professional series is populated with multiple incumbents. The Program Specialist is distinguished from the next lower class of Program Analyst in that the Program Specialist manages multiple programs or moderately visible programs with greater department or Citywide impact. This class is distinguished from the next higher classification of Program Manager in that the Manager is responsible for administration and management of programs and projects with high visibility and substantial Citywide impact.

This class is distinguished from the class of Administrative Officer in that the latter is responsible for all internal administrative functions for a department.

SUPERVISION RECEIVED AND EXERCISED

General direction is provided by a department or division head. Some assignments require responsibility for direct or indirect supervision of lower level professional, technical, and clerical personnel. Some positions function as internal consultants and require coordination among multiple divisions in a department.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Plans, coordinates, and administers, a project or program with department or Citywide impact; supervises, trains and evaluates the work of professional, technical and clerical staff.
   
• Confers with department heads, division managers, members of professional staff, and other officials concerning the administrative needs and requirements related to the program or project; represents the program in contacts with news media, business and civic organizations, other City departments, and various outside public and private agencies.
   
• Interprets new policies, procedures, and regulations, and develops new or amended programs or projects as need dictates, monitors program objectives to assure compliance with State and administrative regulations and program guidelines.
   
• Conducts studies and surveys, performs research and analysis and prepares recommendations for department management; monitors and evaluates program effectiveness and outcomes; creates and implements program policies and procedures; develops guidelines, forms and related documents.
   
• Reviews grant opportunities; compiles and analyzes information for preparation of grants, contracts and agreements; negotiates terms; implements, monitors and prepares reports on conduct and performance of grants.
   
• Identifies program, project or system enhancements; selects and coordinates installation of new and revised programs and systems.
   
• Provides exceptional customer service to those contacted in the course of work.
   
• Other related duties may also be performed; not all duties listed are necessarily performed by each individual holding this classification.

THE SELECTION PROCEDURE

Please note, the City of Sacramento's preferred method of communication with applicants is via e-mail. As such, please ensure you verify the e-mail address on your application, and check your e-mail frequently, including your spam and junk folders. All e-mail notifications can also be accessed through the governmentjobs.com applicant inbox. 
  
1. Application: (Pass/Fail) – All applicants must complete and submit online a City of Sacramento employment application by the final filing deadline; 

• Employment applications must be submitted online; paper applications will not be accepted. 
• Employment applications will be considered incomplete and will be disqualified: 
  • If applicants do not list current and past job-related experience in the duties area of the "Work Experience" section. Note: Qualifying experience is based on full-time experience (40 hours per week). Qualifying experience is calculated to the full-time equivalent (pro-rated if less than 40 hours/week). 
  • If "see resume" is noted in the "Work Experience" section; a resume will not substitute for the information required in the "Work Experience" section. 
• Position/job titles will not be considered in determining eligibility for meeting the minimum qualifications for this position.  
• Proof of education such as, but not limited to, university/college transcripts and degrees should be submitted online with your application. Proof of education will be required at time of appointment. 

   
2. Supplemental Questionnaire: (Pass/Fail) – In addition to the City of Sacramento employment application, all applicants must complete and submit online responses to the supplemental questionnaire to the City of Sacramento Employment Office by the final filing deadline; 

• Responses to the supplemental questionnaire must be submitted online; paper questionnaire will not be accepted.  
• Incomplete supplemental questionnaire will not pass the review process; omitted information cannot be considered or assumed.  
• A resume will not substitute for the information required in the supplemental questionnaire.  
• Possession of the minimum qualifications is not necessarily a guarantee for further advancement in the selection process.  

 
3. Screening Committee: (Pass/Fail) -All applications received by the final filing deadline will be forwarded to the hiring department for review. The hiring department will select the most competitive applications for further consideration. Human Resources will only evaluate employment applications for the minimum qualifications, as stated on the job announcement, for applications selected by the hiring department. 
  
4. Interview Process: Human Resources will forward applications to the hiring department. Those determined to be the most qualified candidates will be invited to participate in an interview process.  
  
5. Conditional Hire: Upon receipt of a conditional offer, the selected candidate must complete and pass Live Scan/fingerprinting. If applicable, candidates may also need to pass a pre-employment medical exam, controlled substance and/or alcohol test, and possess any required licensure or certification prior to receiving a start date from the Department. Failure to meet these prerequisites will be grounds for withdrawal of your conditional offer of employment.   

QUESTIONS: 
For questions concerning this job announcement and the application process:

• Please visitfor a comprehensive, step-by-step guide to the application process.  
• For technical support between 6 AM - 5 PM PT, contact Live Application Support at.  
• Visit the City of Sacramento Human Resources Department website;  
• Send an email to; or  
• Call the Human Resources Department at  

Qualifications

QUALIFICATIONS:

• Knowledge of: Principles and practices of public administration and governmental finance, budgeting, and accounting
• Procurement methods
• Research techniques, methods and procedures
• Methods and practices of modern office management
• Principles and practices of program management and administration
• Technical report writing
• Methods of analysis
• Principles and practices of supervision
• Skill in: Managing multiple tasks and deadlines
• Customer service, including dealing with people under stress, and problem solving
• Use of computers, computer applications, and software
• Ability to: Effectively plan, develop, and implement a comprehensive program with a broad scope and high degree of complexity
• Supervise and direct professional, technical, and clerical staff
• Analyze fiscal problems and make sound policy and procedural recommendations
• Make effective presentations to public officials, committees, and outside agencies
• Establish and maintain effective working relationships with employees and the general public
• Prepare technical and analytic reports
• Communicate effectively, orally and in writing
• Make program or project changes based on analysis of results, new legislation, or departmental changes
• Meet multiple deadlines
• EXPERIENCE AND EDUCATION Experience: Four years of progressively responsible professional-level administrative experience. -AND- Education: A Bachelor's Degree from an accredited four-year college or university with major coursework in business or public administration or a closely related field
• Note: It is highly desirable the required years of professional-level experience be attained in a governmental jurisdiction
• Substitution: Additional qualifying experience may substitute for the required education on a year for year basis
• PROOF OF EDUCATION Should education be used to qualify for this position, then proof of education such as, but not limited to, university/college transcripts and degrees should be submitted with your application and will be required at the time of appointment . Unofficial documents and/or copies are acceptable
• An applicant with a college degree obtained outside the United States must have education records evaluated by a credential's evaluation service
• Evaluation of education records will be due at time of appointment

Work for Warriors is a no-cost employment program of the California Military Department for Service Members, Veterans, and military family members. The Veteran Staffing Consultant for The City of Sacramento is Tracey Huerta.