The Role of a City Manager in Local Government

Every city relies on collaboration between elected leaders and professional staff. The city manager plays a central role in that partnership, handling day-to-day operations, supervising departments, and carrying out policies set by the city council.

If you’re thinking about getting involved in local government, running for office, or simply learning how city management works, understanding the city manager’s role is essential. The city manager is often the most influential leader in municipal government and one of the most important collaborators for elected officials.

In this guide, we’ll break down what a city manager is, who chooses them, and provide practical tips for elected officials who want to collaborate effectively with city staff.

What Is a City Manager?

A city manager is the chief administrative officer in municipalities that use a council-manager form of government. While mayors and council members provide political leadership and set policies, the city manager is responsible for day-to-day city operations, from public safety and public works to budgeting and personnel management.

A city manager typically oversees:

• Implementation of city council policies

• Development and management of the annual budget

• Delivery of essential city services

• Internal operations, staffing, and performance management

In larger cities, this is a massive responsibility. The city manager of Phoenix, Arizona, oversees operations across more than 30 departments and approximately 14,500 employees. In Dallas, Texas, the city manager administers a workforce of over 13,000 employees on behalf of the mayor and council.

Who Chooses the City Manager?

Under the council-manager system, the city council hires the city manager and has the power to dismiss them. 

This hiring process typically involves:

• A competitive national or regional search

• Professional qualifications and leadership experience

• Public interviews or community engagement sessions, in some cities

• A majority vote of the city council

Because city managers are appointed rather than elected, their legitimacy comes from their professionalism, transparency, and effectiveness, not political popularity.

This hiring structure is meant to reduce political interference in daily operations and ensure that the person running the city has deep expertise in budgeting, city planning, and organizational management. 

How Does a Council-Manager Government Work?

The council-manager form of government blends democratic leadership with professional management. It is one of the most common municipal structures in the United States, especially in medium-sized and large cities.

Here’s how it works:

• Elected Officials Set Direction: The city council and mayor set policy, pass ordinances, establish the city’s priorities, and represent the community’s needs and values.

• The City Manager Executes Vision: The city manager takes those policies and turns them into operational plans. They manage the staff, oversee daily operations, and ensure that services are delivered effectively.

Cities adopt a council-manager system because it professionalizes city management, reduces political patronage in administrative functions, and stabilizes long-term planning. It also creates clearer lines between political leadership and administrative execution. This form of government is designed to help cities run efficiently, transparently, and consistently, even as elected leaders change over time.

How Much Do City Managers Make?

City manager compensation varies widely depending on city size, budget responsibilities, and regional cost of living. According to salary survey data, the average city manager in the United States earns roughly $115,000 per year. Typical salary ranges for city managers fall between approximately $96,000 and $130,000 annually, with some experienced managers in larger cities earning above that range. 

In cities with larger populations and more complex operations, compensation may be higher to reflect the scope of responsibilities. For example, surveys have shown that city manager salaries can exceed national averages in high-cost states and large metropolitan areas.

How City Managers Support the Work of Elected Officials

A city manager’s responsibilities are broad, but their impact becomes most meaningful when viewed through the lens of how they support elected leaders. 

In a council-manager government, the city manager is the primary partner who helps translate your policy goals into real, measurable outcomes for the community.

Here’s how city managers strengthen the work of mayors and city councils:

• Turning Policy Vision Into Actionable Plans: Once the council adopts new policies or strategic goals, the city manager coordinates across departments to develop implementation plans, timelines, and performance metrics. This ensures that your policy decisions move from ideas to outcomes without getting lost in bureaucracy or staff silos.

• Managing Day-to-Day Operations So You Can Focus on Policy: City managers oversee all internal operations, allowing elected officials to focus on representing constituents, setting priorities, and shaping long-term vision.

• Providing Professional, Nonpartisan Expertise: City managers bring formal training in public administration, budgeting, planning, and organizational leadership. Their role is to give elected officials clear, data-driven recommendations that help councils make informed decisions grounded in real operational constraints and community needs.

• Preparing the Budget and Offering Transparent Options: City managers develop the proposed annual budget, identify funding priorities, and forecast financial realities. They help elected officials understand trade-offs, evaluate department requests, and align spending with community values.

• Ensuring Reliable Service Delivery to Residents: Whether it’s road repairs, emergency response times, utility services, or recreation programs, residents measure their trust in government through daily experiences. City managers lead the workforce that makes these services possible. When services run smoothly, elected officials can focus on policy innovation rather than crisis management.

• Anticipating Challenges and Offering Solutions: City managers identify operational problems early, surface potential risks, and collaborate with elected officials to resolve conflicts or address community concerns quickly and effectively.

• Keeping the Community Informed Through You: City managers regularly update the council and mayor on key projects, service performance, and operational challenges. This ensures elected officials can communicate clearly with constituents, respond to questions with accurate information, and maintain transparency about city operations.

A strong partnership between elected leaders and the city manager creates a healthier, more effective local government. When roles are respected, communication is consistent, and priorities are aligned, cities can deliver better services, more efficiently, and with greater public trust.

LEARN MORE: See how constituent engagement can also help foster stronger and more responsive local governments. 

Tips for Collaborating with a City Manager as an Elected Official

The relationship between elected officials and the city manager often determines how effectively a city is governed. When the partnership is grounded in clarity, trust, and shared purpose, community priorities move forward. 

Whether you’re a first-term councilmember or a seasoned elected leader, here are practical strategies to build a strong working relationship with your city manager and serve your constituents more effectively.

#1: Establish Clear Expectations Early

Misalignment is one of the most common sources of tension in council–manager government. 

Early in your term, work with the full council to establish:

• The city’s strategic priorities

• Communication expectations

• Reporting rhythms, like weekly memos, monthly dashboards, and quarterly check-ins

• What success looks like for the city manager

Putting expectations in writing avoids confusion later and ensures the city manager understands the direction the council wants to take, not just the preferences of individual members.

#2: Speak With One Voice on Policy Direction

City managers don’t work for individual councilmembers, they report to the council as a whole. Delivering mixed signals makes their job harder and can stall progress.

Before giving directives to staff, coordinate with council colleagues. Having unified guidance:

• Strengthens the city manager’s ability to implement decisions

• Reduces internal conflict

• Helps maintain political neutrality in administration

Consensus doesn’t have to be unanimous, but it should be clear.

#3: Respect the Governance-Administration Line

Elected officials set policy and represent the community, but city managers run the organization.

Staying in your lane builds trust and protects the integrity of your role. 

That means:

• Avoiding direct management of department heads

• Bringing concerns to the city manager, not to staff

• Focusing on outcomes rather than micromanaging operations

When each side honors its responsibilities, the public benefits from both democratic accountability and professional management.

#4: Make Communication Predictable and Transparent

Most governance breakdowns are really communication breakdowns. The easiest way to prevent that is by setting recurring touchpoints with the city manager, like weekly check-ins, structured updates, or shared dashboards, and using them consistently. 

With open lines of communication, you can:

• Anticipate issues before they escalate

• Stay informed about projects and operations

• Communicate accurately with constituents

• Build a culture of openness rather than surprise

Transparency should flow both ways: be clear about constituent concerns, emerging political pressures, or shifting priorities that may affect implementation.

#5: Use Data and Professional Expertise to Shape Decisions

Your city manager likely has decades of experience in budgeting, planning, and municipal operations. Lean on that expertise.

Ask them questions about the data they’re using, what challenges they think could arise from policy changes, and what resources they believe policies need. 

You bring the public’s voice. They bring operational insight. Good decisions rely on both.

LEARN MORE: Need data on constituents’ top priorities? Launch a free poll to learn what matters most to your community.

#6: Hold the City Manager Accountable

Accountability is not just disciplinary; it’s developmental. Provide constructive feedback, acknowledge wins, and evaluate performance based on clear, pre-agreed metrics. This reinforces professionalism and helps maintain public trust.

When concerns arise, address them directly and respectfully. Ambushing staff during public meetings or airing grievances through the media undermines trust, staff morale, and your own credibility.

#7: Keep the Community at the Center of the Partnership

The goal of the council-manager partnership isn’t internal harmony. It’s serving residents well.

That means:

• Using constituent feedback to guide priorities

• Ensuring the city manager has the resources to deliver

• Closing the loop with the public when decisions are made

• Demonstrating unity on major issues to reduce confusion

When elected officials and the city manager work together with the community’s needs front and center, local government becomes more transparent, resilient, and trustworthy.

LEARN MORE: Explore how working well with other elected and administrative leaders is a core part of being a good public servant. 

Strong Partnerships Build Strong Communities

City managers play a central role in local government, but their impact is most powerful when paired with engaged, thoughtful elected officials. In the council-manager system, neither side can succeed alone. 

Understanding how this partnership works and how to strengthen it is essential for anyone who wants to lead effectively at the local level. At its best, collaboration between local elected officials and city managers helps build trust in local government and deliver meaningful results for the people you serve.

If you're committed to serving your community with integrity, accountability, and openness, you don’t have to navigate that work alone. GoodParty.org Serve helps elected officials strengthen these partnerships, understand constituent needs, and make informed decisions rooted in real public input. Serve brings modern civic technology to local leaders who want to govern effectively and rebuild trust from the ground up.

Photo by Vitaly Gariev on Unsplash