City Administrator

Salary : $150,000.00 – $185,000.00 Annually

Location : Canby, OR

Job Type: Full Time

Job Number: 2023-00100

Department: Administration

Opening Date: 08/30/2023

Closing Date: 9/24/2023 11:59 PM Pacific

Position Overview
The City of Canby has partnered with GMP Consultants for this search. We will not be accepting applications directly, to apply please visit:

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The City of Canby is seeking a City Administrator for this picturesque and growing community of 19,000 located 30 minutes south of Portland, Oregon. Canby is known for offering a country living alternative and small-town feel within reach of the Portland metropolitan area.

Incorporated in 1893, the City of Canby operates under a Mayor-Council form of government with a 2023-2024 budget of $44.1 million and a team of 110 FTE. The City provides a full range of services: public safety; library; construction and maintenance of streets, parks, cemetery, and sewer infrastructure; recreational activities and swim center; a transit system; current and long-range planning; and development review. Canby also owns and operates a wastewater system and treatment plant.

The City Administrator

The City Administrator is responsible for general day to day administration of the City; working with the Mayor and City Council to implement their goals; enforcing the rules and contracts of the city; providing leadership to all City staff and direct supervision of 10 department directors; serves as the purchasing and contracting agent for the City; acts as the City budget officer; and supervises properties and the utilities of the City except those operated by the Canby Utility Board. Additional responsibilities of the Administration department include the office of the City Recorder, and legal counsel to the Mayor and City Council through the office of the City Attorney.

Plan, organize, and direct the overall administrative activities and operations of the City government in accordance with policies determined by the City Council. Advise and assist the City Council and represent the City’s interests with other levels and agencies of government, business interests, and the community at large.

Supervisory Responsibilities

• Oversees directors and managers; provides strategic oversite, goal setting, and development.

Duties and Responsibilities

The individual in this position is expected to engage in the following work-related activities.

• Develop, plan, and implement goals and objectives for the City; recommend and administer policies and procedures necessary to provide municipal services; approve new or modified programs, systems, administrative and personnel policies and procedures.
• Provide highly responsible administrative staff assistance to the City Council; direct specific and comprehensive analyses of a wide range of municipal policies; prepare and submit to City Council annual reports of financial and administrative activities.
• Provide management and oversight to the Economic Development Department and Urban Renewal Agency. Act as the City’s Urban Renewal Director.
• Plan for future development of City infrastructure to service population growth and expansion of public services.
• Advise the Council of the City’s financial condition, and current and future needs. Direct the development, presentation, and administration of the City budget; prepare and oversee the financial forecast of funding needed for staffing, equipment, materials, and supplies; manage and control revenues and expenditures; implement midyear adjustments.
• Negotiate contracts and solutions on a variety of administrative, fiscal, and special projects; participate in the preparation of program or special project budgets; analyze and prepare recommendations on budget requests; monitor appropriate budget accounts.
• Act as the purchasing agent for all departments of the City.
• Provide supervision and manage staff to ensure City goals and objectives are met. Hire or remove City employees and have general supervision and control over them and their work, with power to transfer an employee from one department to another. Provide opportunities for developmental training and performance coaching to employees. Conduct performance evaluations. Respond to employee grievances and oversee disciplinary processes according to the collective bargaining agreement and City policy. Hear and rule on employee appeals to disciplinary actions.
• Exhibit leadership to staff and fellow employees. Serve as a model for accomplishing the City’s vision and goals. Create an environment in which employees are focused on producing excellent quality results. Set standards for excellence in internal and external customer service. Promote professional and courteous behavior.
• Direct and confer with executive staff concerning administrative and operational problems; make appropriate decisions or recommendations for City Council adoption. Administer specific program activities by planning, organizing, and supervising activities; establish and implement, with approval, operating policies and procedures.
• Oversee the enforcement of all City ordinances; monitor all contractual agreements with franchises, leases, contracts, permits and privileges granted by the City.
• Represent the City in the community and at professional meetings; participate on a variety of boards and commissions; attend all Council meetings, prepare and present staff reports and recommendations. Represent the City before the media, in legal or administrative proceedings, and to other departments, organizations or entities as required.
• Confer with residents, businesses, and other individuals, groups, and outside agencies having an interest or potential interest in affairs of City concern; interpret, analyze, and explain policies, procedures, and programs. Respond to and resolve difficult and sensitive citizen inquiries and complaints.
• Coordinate City activities with other governmental agencies and outside organizations; appoint administrative committees for coordination of services and activities.
• Ensure implementation of and adherence to the City’s Affirmative Action and Diversity Work Plans. Coordinate the implementation of effective processes and models to produce organization-wide diversity initiatives. Facilitate staff development on such issues as diversity and creating a respectful working environment.
• Perform all duties as may be prescribed by City Council action. Perform other duties as assigned that support the overall objective of the position. Provide effective leadership and coordinate the activities of the municipal organization. Serve effectively as the administrative agent of the City Council.
• Maintain cooperative working relationships with City staff, other organizations and the general public.
• Follow all safety rules and procedures for work areas.
• Undertake special projects and research as directed by the Council.
• Performs additional duties as assigned.

Job Qualification Requirements
Competency Profile
The individual in this position is expected to possess or acquire:

• Broad knowledge of modern and highly complex principles and practices of municipal administration, organization, and economic development functions and services.
• Knowledge of current social, political and economic trends and operating issues of municipal government.
• Knowledge of organizational and management practices as applied to the analysis and evaluation of programs, policies, and operational needs.
• Knowledge of principles and practices of municipal government budget preparation and administration.
• Principles and practices of organization, administration, and personnel management.
• Knowledge of research and reporting methods, techniques, and procedures.
• Knowledge of principles of effective public relations and interrelationships with community groups and agencies, private business and firms, and other levels of government.
• Knowledge of sources of information related to a broad range of municipal programs, services, and administration.
• Knowledge of City organizational goals and council policy.
• Knowledge of pertinent Federal, State, and local laws, codes, and regulations.
• Knowledge of principles of supervision, training, and performance evaluation.
• Ability to use word processing and spreadsheet software.
• Ability to provide effective leadership and coordinate the activities of the municipal organization.
• Ability to serve effectively as the administrative agent of the City Council.
• Ability to analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals to improve operations, procedures, policies, or methods.
• Ability to effectively administer a variety of citywide programs, administrative and budgetary activities.
• Ability to identify and respond to public and City Council issues and concerns.
• Ability to interpret and apply Federal, State, and City policies, procedures, laws, and regulations.
• Ability to effectively and fairly negotiate appropriate solutions and contracts.
• Ability to gain cooperation through discussion and persuasion.
• Ability to select, supervise, train, and evaluate assigned staff.
• Ability to develop, prepare, and administer a large municipal budget.
• Ability to analyze, interpret, summarize, and present administrative and technical information and data in an effective manner.
• Ability to communicate clearly and concisely, both orally and in writing.
• Ability to establish and maintain cooperative working relationships with those contacted in the course of work, including City Council members, staff, committee members, public officials, business leaders, and the general public.
• Ability to work as a contributing member of a team, work productively and cooperatively with other teams and external customers, and convey a positive image of the City and its services.

Minimum Qualifications

• Bachelor’s degree (e.g., B.A./B.S.) or equivalent from college or university in Public Administration or a related field
• 10 years of relevant experience, with at least 5 years of experience as a City Manager, Assistant City Manager, or exempt department head.
• Or any satisfactory combination of education, experience, and training that demonstrates the knowledge, skills, and abilities to perform the above duties.
• Valid Oregon Drivers License or ability to obtain within six months.

Preferred Qualifications

• Masters degree in a related field.
• Previous experience in a City Administrator/Manager position in Oregon.

Working Conditions and Supplemental Information
Mental effort: High degree of concentration with above normal periods of attention, above normal deadlines, or a high degree of creative thinking.

Physical effort: While performing the duties of this position, the employee is frequently required to stand, bend, kneel, stoop, communicate, reach, and manipulate objects. The position requires mobility. Duties involve moving materials weighing up to 10 pounds on a regular basis and may infrequently require moving materials weighing up to 25 pounds while responding to non-routine situations. Manual dexterity and coordination are required over 50% of the work period while operating equipment such as computer keyboard, calculator, standard office equipment, and motorized equipment.

Work environment: Everyday Risks/Discomforts: Usual office working conditions. The noise level in the work area is typical of most office environments with telephones, personal interruptions, and background noises.

Travel requirements: Frequently travels locally, occasionally travels regionally.

Hours required: Frequently works evenings and weekends.SUPPLEMENTAL INFORMATION
Additional Information:
Final candidates will be subject to a criminal background check and reference checks as part of the contingent employment offer process. Certain positions at the City of Canby will also require a drug screen.

Within three days of hire, you will be required to complete the US Department of Homeland Security’s I-9 verification process confirming authorization to work in the United States.

The City of Canby is an equal opportunity employer.

Applicants with disabilities who need a reasonable accommodation to participate in the recruitment and/or selection process should contact
The City of Canby prohibits discrimination and harassment of any kind. We are committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at the City of Canby are based on business needs, job requirements, and individual qualifications, without regard to race, color, age, religion or belief, gender, sexual orientation, ability, family or parental status, or any other status protected by state and federal law. We do not tolerate discrimination or harassment based on any of these characteristics.

Status of Your Application:City of Canby only accepts applications through our online application system at For technical assistance, please call 855-524-5627.

You will be advised by email of your status at each step in the applications process and through your applicant portal. Please note that the City of Canby communicates with all candidates via email. If you “opt out” or “unsubscribe” from email notifications from governmentjobs it will impact our ability to communicate status updates with you.

Reasonable Accommodation Statement:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job. This job description is a general description of essential job functions. It is not intended as an employment contract nor is it intended to describe all responsibilities, skills, effort, or work conditions associated with the job someone in this position would perform.

Veteran’s Preference Statement:

Applicants are eligible to use Veteran’s Preference when applying. Preference will only be given if the applicant meets the minimum qualifications and any special qualifications for the position and electronically attach the required documentation at the time of application.

DOCUMENTS REQUIRED:

• MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215) – OR – Letter from the US Dept. of Veterans Affairs indicating a non-service connected pension.
• Disabled Veterans must also submit a copy of their Veterans disability preference letter from the Department of Veterans Affairs.
  • You can request copies of your military service record through the National Archives website at: http://www.archives.gov/veterans/military-service-records

For information regarding Veteran’s Preference qualifications, visit the following website: http://www.oregonjobs.org/DAS/STJOBS/vetpoints.shtmlq

SUMMARY OF BENEFITS FOR NON REPRESENTED EMPLOYEES
(Benefits are pro-rated for part time employees working 20-39 hours a week)
Effective July 1, 2021

Retirement: The City of Canby participates in the Public Employees Retirement System (PERS) and Oregon Public Service Retirement Plan (OPSRP). The City pays the employees share of 6% of employee’s salary into the plan. The City participates in the PERS Sick Leave Provision and reports accrued/unused sick leave to PERS after the sick leave retirement benefit has been calculated (refer to Sick Leave).

Deferred Compensation: The City offers several options for participation in a 457 deferred comp plan. Participation is voluntary and contributions are made by the employee.

Vacation: Paid vacation is based on length of service (the accual rate per pay period is the annual rate divided by the total number of pay periods). Maximum accrual is five hundred (500) hours.

After one year 120 hours annually
After five years 200 hours annually
After fourteen years 240 hours annually

Vacation pay upon separation: An employee who terminates prior to completion of six (6) consecutive months of employment will not be entitled to payment for vacation leave. Those employees who have completed six (6) consecutive months of employment and separate from City employment, will be entitled to payment for accrued vacation leave. The last day an employee works will be their date of separation. An employee will not be allowed to extend their separation date by utilizing accrued leaves. An employee will not receive payment for more than the maximum accumulation allowed above.

Administrative Leave (for exempt employees): In recognition of additional hours worked and in lieu of overtime, exempt Director level employees are credited with fifty (55) hours of administrative leave annually. Other exempt employees are credited with forty (40) hours of administrative leave annually. Admin leave is use-it-or-lose-it and does not accrue or roll over year to year. Leave is pro-rated at hire (based on date of hire).

Flex Time: Exempt employees may flex work schedules as approved by the City Administrator to account for a minimum 80 hours per pay period. Accrued paid vacation (vacation, holiday, admin leave or sick leave) may be used in accordance with City policies to account for hours not worked each pay period.

Holidays: Employees are compensated for 12 holidays per year.
New Years Day – January 1
Dr. Martin Luther King’s Birthday – 3rd Monday in January
President’s Day – 3rd Monday in February
Memorial Day – Last Monday in May
Independence Day – July 4
Labor Day – 1st Monday in September
Veteran’s Day – November 11
Day after Thanksgiving – 4th Friday in November
Thanksgiving – 4th Thursday in November
Christmas Eve – December 24
Christmas Day – December 25
One Personal Holiday (8 hours)

Sick Leave: Employees earn ninety six (96) hours of sick leave annually (the accrual rate per pay period is the annual rate divided by the total number of pay periods). Upon retirement under the City’s retirement plan, an employee shall be compensated for fifty percent (50%) of their accumulated but unused sick leave. The number of hours of sick leave for which compensation is provided shall not exceed five hundred (500). Sick leave pay out at retirement will be contributed to VEBA.

Funeral Leave: In the event of a death in the employee’s immediate family, employee is entitled leave of absence with pay up to three (3) working days as may be necessary. The employee’s immediate family shall include the employee’s spouse, ex-spouse, child(ren), step-children, parent(s), brother(s), step-brothers, sister(s), step-sisters, grandparent(s), father-in-law, mother-in-law, brother-in-law, sister-in-law, aunts, uncles and grandchildren.

Family Medical Leave: The City will allow employees to take family and medical leave in accordance with State and Federal law. An employee shall utilize all accrued paid leave in excess of sixty (60) hours prior to taking unpaid leave.

Health & Welfare: Refer to Summary and Rate sheet for employee contribution amounts.

Disability Benefits:

• Workers Compensation – All employees are covered by Worker’s Compensation. This type of insurance covers employees in case of on-the-job injuries or job-related illnesses.
• Life Insurance – The City provides life insurance in the amount of one and one-half (1 ½) times an employee’s annual salary (maximum $150,000).
• AD&D – The City provides Accidental Death & Dismemberment insurance in the amount of one and one-half (1 ½) times an employee’s annual salary (maximum $150,000).
• LTD – The City provides a program of long term disability insurance.
• Supplemental Life Options and Short Term Disability – Available for purchase by employee. City does not contribute.

Flexible Spending Account (FSA): An FSA allows an employee to set aside a portion of earnings to pay for qualified medical or dependent care expenses. Money deducted from an employee’s pay into an FSA is not subject to payroll taxes. An employee can carryover up to $500 into the next year without losing the funds. Participation in flexible spending benefit is voluntary and the City does not contribute.

HRA VEBA: Non represented employees participate in an HRA VEBA program. Funding methods include sick leave payouts at retirements and $150 per month redirected employee salary. Additional information is available from Human Resources.

AFLAC: Optional benefits are available. The City does not contribute.

Cell Phone Reimbursement: Management employees may be eligible for a cell phone reimbursement upon prior approval from the City Administrator for the use of personal cell phones for City business.