Deputy City Manager/ Chief of Staff

Start Date: October 04, 2024 | End Date: December 31, 2025
County: Hancock County
Job Type: Manager

Job Title: Deputy City Manager/ Chief of Staff

Salary Range: $80,000-$115,000

The City of Ellsworth, Maine, is seeking a mission driven and dynamic Deputy City Manager to join our leadership team. Working in close partnership with the City Manager to oversee the operations of a complex and vibrant organization, this role offers a unique blend of strategic leadership, public service, and community impact. It’s a chance to make a significant difference in a rapidly growing city, working with a dedicated team of professionals committed to excellence and continuous improvement.

With a $35 million operating budget, over 100 full-time and 20 part-time employees across 19 departments, including Human Resources, Finance, Economic Development, Code Enforcement, Police, Fire, Legal, Planning, Schools, Library, Clerk’s Office, Social Services, Assessing, Communications, and Information Technology, the Deputy City Manager will be instrumental in driving organizational success and enhancing service delivery to meet the needs of our growing community. Municipal experience is a plus but not required. The ideal candidate is a results-oriented team builder and systems level thinker; a dynamic project manager with an exceptional ability to identify and tackle priorities.

Position Purpose:

In partnership with the City Manager, the Deputy City Manager will help support and coordinate the operations of all City departments, ensuring alignment with the City’s strategic goals and objectives. This position includes oversight of special projects, interdepartmental initiatives, and the implementation of policies set by the City Manager and City Council. The Deputy City Manager will liaison with the community and provide professional advice and counsel to the City Manager, City Council, and various officials, departments, boards, and committees on the development, implementation, and administration of policies, regulations, and statutory requirements related to the administration and operation of the City.

Key Responsibilities:

• City Operations Management:

Facilitate the operations of the City in accordance with city ordinances, city charter, and all state and federal laws. Serve as a liaison between the City Manager and department heads, keeping the City Manager apprised of departmental activities and progress towards city goals. Provide oversight of professional contractors and consultants as needed.

• Leadership & Supervision:

Supervise a subset of department heads and administrative staff under the direction of the City Manager. Participate in hiring, training, performance evaluations, and discipline of senior management personnel. Establish policies and procedures for all city functions and oversee and participate in the resolution of inquiries and complaints from the public and other organizations.

• Policy Development & Implementation:

Provide professional advice to the City Manager, City Council, and various officials on policy, goals, regulations, and statutory requirements related to the administration and operation of the city. Develop and implement city-wide plans, policies, and procedures to support the city's strategic goals.

• Administrative Systems & Decision-Making Support:

Develop and maintain administrative systems that streamline day-to-day operations of City Hall, ensuring that time, information, and decision processes are effective and efficient. Facilitate communication among the leadership team and across the organization, connecting work streams and preventing the development of operational silos. Ensure expedient decision-making timelines by facilitating accurate and timely information flow between relevant parties, and support the City Manager and leadership team in navigating uncertainty and risk.

• Community & Stakeholder Engagement:

Serve as an additional liaison to the City Council, attending all meetings and providing briefings on pending agenda items and other city issues when the City Manager is unavailable. Engage with residents, businesses, and community organizations to understand their needs and incorporate their feedback into city planning and operations.

• Project Management & Special Initiatives:

Coordinate special projects, including the planning, design, implementation, and evaluation of city initiatives. This may include the formulation of a Grants Consolidation and Management system and a new Parks and Recreation Department or the proper resourcing of such activities within the roles and obligations of city staff, non-profit/business partners, and volunteers.

• Strategic & Long-Range Planning:

Assist the City Manager with strategic and long-range planning for the city. Participate in planning efforts at the local and regional level, monitor pending legislation for impact on the City, and ensure compliance with new legislation. Prioritize integration and implementation of the City’s 2035 Comprehensive Plan where possible.

Essential Skills & Attributes:

• Empathy, Maturity, & Situational Sensitivity:

Possess the empathy to listen, the maturity to navigate complex situations, and the sensitivity to adapt to evolving circumstances. Demonstrate a strong focus on productivity and the efficient use of time and resources.

• Organizational & Political Awareness:

Ability to navigate complex organizational structures and political landscapes, anticipating and averting potential problems while supporting the City Manager/Council vision.

• Communication & Collaboration:

Strong communication skills with the ability to connect people across the organization, ensuring clear and consistent information flow. Proactively address issues to prevent the development of silos and to facilitate collaborative problem-solving.

• Decision-Making Support:

Help the City Manager and leadership team navigate through uncertainty and risk, providing critical information and insights that facilitate timely and effective decision-making.

Qualifications:

• Education & Experience:
  • Those with and without a formal college degree are encouraged to apply. As stated above, the ability to get results and a proven track record of doing so are the primary qualifications for this position.
  • Bachelor’s/Masters degree in Public Administration, Business Administration, Political Science, or a related field may be preferred if the essential skills and attributes are met.
  • At least 7-10 years of progressively responsible experience in the private/non-profit sectors or municipal government/public administration, including significant supervisory experience.
• Knowledge, Skills & Abilities:
  • Strong leadership and interpersonal skills, with the ability to build effective relationships with elected officials, department heads, employees, and community members.
  • Ability to analyze and interpret data, develop city-wide plans and policies, and communicate findings clearly to decision-makers.
  • Excellent verbal and written communication skills, with a demonstrated ability to present complex information to diverse audiences.
  • Ability to manage multiple projects simultaneously, work under pressure, and maintain confidentiality.
  • Proficiency with standard office software, including word processing, spreadsheets, and databases.

Job Environment:

• The Deputy City Manager’s work is performed under typical office conditions. This position may require frequent work outside of business hours, including evening meetings and occasional weekends.
• Occasional remote work is allowed though due to the significant in person citizen/staff/council demands of the role, in person work will be the bulk of the working environment for this role.
• The role involves contact with various organizations, particularly regional, state, and federal agencies, as well as attorneys, the press, and the general public. The position requires the ability to handle confidential information, including personnel records, litigation matters, and collective bargaining strategies.

Benefits:

Work-Life Balance:

• • Generous paid time off. Employees can earn up to 7 weeks of paid time off per year! Carry over option up to 480 hours.
  • 12 paid holidays per year.

Retirement Options:

• • Retirement savings plan with City matching contributions, to help employees plan for a secure future. Additional option to be part of the Maine Public Employees Retirement System (MPERS).

Career Development:

• • Opportunities for professional growth through training programs and workshops.
  • Tuition reimbursement for continued education, empowering employees to further develop their skills and knowledge.

Financial Security:

• • Short Term Disability to cover non-work related injuries or illnesses for up to 52 weeks per year.
  • Life Insurance options for employees and dependents.

Health and Wellness:

• • Competitive and affordable health insurance plans including medical and dental coverage to ensure employees, and their families stay healthy. Employer covers 93% of the monthly medical insurance premium!
  • Wellness program to support our employee’s physical and mental well-being.
  • Employee Assistance Program.

Application Process:

Qualified candidates are encouraged to submit a cover letter, resume, and references to [insert application details]. The position is open until filled, but interested applicants are strongly encouraged to apply as soon as possible. The City of Ellsworth is an equal opportunity employer and welcomes applications from all qualified individuals.

About the City of Ellsworth:

As the “Biggest Little City in Maine” (97 Square Miles but only around 9000 people), Ellsworth offers a unique blend of historic charm and rapid modernization.  Ellsworth is not just a gateway to nearby Acadia National Park but is a destination in its own right, offering residents and visitors a unique blend of past and present. Incorporated in 1800 and named after Oliver Ellsworth, a signer of the Declaration of Independence and the Constitutional Convention, this early American city boasts a quality of life and place in community that is unmatched in Maine. Nestled in the heart of Downeast Maine, the city of Ellsworth is a professional, recreational, and cultural hub as well as the primary retail service center for over 80,000 people in the Hancock and Washington County areas (a landmass more than twice the size of Rhode Island.) With its historically preserved downtown and scenic landscapes (including the Union River, three lakes, and a marina along the Maine coastline), Ellsworth is an outdoor enthusiast’s paradise. The city is rich with recreational and cultural opportunities, offering a high standard of living, an affordable cost of living, and a workforce that is both skilled and productive. The city has excellent public schools and robust business and non-profit sectors. It also has unique challenges, such as dealing with the around 4 million tourists who pass through en route to Acadia each year, and the millions more who visit during the summer as they access the rest of Downeast Maine. Ellsworth is also considered the 2nd best place to invest for short term rentals in the country. These intense visitor/regional service center pressures put an enormous amount of infrastructure strain on the local tax base/city staff and services requiring innovative approaches to organizational design and state/federal financing support. These pressures also offer unique opportunities for the city to grow its year round tax base through expanded business and residential opportunities as Ellsworth is projected to grow over the next five years at much higher rates than the surrounding region. The position of Deputy City Manager is an extraordinary opportunity to help shape the future of a city where the American Dream is alive and well. If you are a mission-driven leader with a passion for public service, this is your chance to make a lasting impact in a very special place.