Administrative Services Manager

Summary

Under administrative direction, plans, organizes, manages, and provides administrative direction and oversight for major Finance functions and activities, including financial reporting, accounts payable and receivable, cash/banking management, procurement, and budget development for the District; assists in coordinating assigned activities with other District departments and outside agencies; provides highly responsible and complex professional staff assistance to the General Manager in areas of expertise; provides administrative direction and oversight for the Human Resources functions and activities, including recruitment and selection, employee benefits administration, job analysis and classification, compensation, payroll, and general Human Resources administration; oversees the District’s Information Technology (IT) function and activities; and performs related work as required.

Supervision Received And Exercised

Receives administrative direction from the General Manager.  Exercises direct supervision over professional, technical, and administrative support staff.

Distinguishing Characteristics

This management classification oversees, directs, and participates in all major administrative services activities, including Finance, Human Resources, and Information Technology.  Successful performance of the work requires knowledge of public finance and policy; District functions and activities, Human Resources and information systems and technology. 

Essential Duties And Responsibilities

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

  • Assumes overall management responsibility for the Finance, Human Resources, and Information Technology functions and activities.
  • Plans, directs, and coordinates the Finance, Human Resources, and Information Technology work plan; meets with staff to identify and resolve problems; assigns projects and areas of responsibility; reviews and evaluates work methods and procedures.
  • Plans, organizes, prepares, implements, and controls the District’s annual operating budget and periodic financial forecasts. Monitors, analyzes, and reports on all aspects of the District’s financial performance; recommends corrective measures when necessary; conducts short- and long-term forecasting and strategic financial planning; oversees and manages the District’s cash flow.
  • Identifies grant opportunities; develops and prepares grant proposals; manage grants.
  • Reviews, develops, and modifies accounting and control methods to improve existing procedures; ensures conformity to policy and regulatory requirements.
  • Supervises and participates in the preparation of various financial statements, records, and reports; ensures compliance with federal, state, and local financial reporting requirements.
  • Ensures District compliance with legal and regulatory requirements as they relate to the areas of assignment; makes recommendations for and implements changes in District policies, procedures, rules, and regulations as necessary to remain compliant with federal, state, and local laws, codes, and ordinances.
  • Responds to requests for information and advises District departments, governmental agencies, and the public of District financial, accounting, and human resource policies.
  • Supervises and coordinates the preparation of external audits; develops and implements policies and procedures relative to auditor recommendations.
  • Manages the District’s IT function including oversight of technical staff, information technology consultants and contractors, ensuring compliance with contract provisions and District policies and procedures; ensures the performance and integrity of the District’s systems, applications, and networks; develops long-range information technology plans. 
  • Serves as a liaison for the department with other District departments and outside agencies; attends meetings in various locations; provides staff support to the Board of Directors and other commissions, committees, and task forces.
  • Establishes and maintains procurement policies, processes, systems and guidelines, including requests for proposals (RFPs), delegation of authority (approval levels), and approval workflows. Prepares formal requests for proposals for consulting/contractor services; reviews proposals and makes selections; critically reviews and negotiates contracts and agreements; acts as project manager when outside consultants are working on various projects directly managed by Finance, Human Resources, and/or Information Technology.
  • Represents the department to other District departments, elected officials, and outside agencies; explains and interprets departmental programs, policies, and activities.
  • Conducts a variety of departmental organizational and operational studies and investigations; recommends modifications to programs, policies, and procedures as appropriate.
  • Participates in, and makes presentations to, a variety of boards and commissions; attends and participates in professional group meetings; stays abreast of new trends and innovations in the fields of Finance, Human Resources, and Information Technology, and other types of public services as they relate to the areas of assignment.
  • Maintains and directs the maintenance of working and official departmental files.
  • Monitors changes in laws, regulations, and technology that may affect District or departmental operations; implements policy and procedural changes as required.
  • Responds to difficult and sensitive public inquiries and complaints, and assists with resolutions and alternative recommendations.
  • Performs other duties, as assigned.

Qualifications

Education and Experience:

  • Bachelor’s degree in finance, accounting, economics, business or public administration, or a related field is required; Master’s degree is highly desirable;
  • Five years of relevant work experience, with at least three years in a supervisory capacity.
  • Any combination of training, education, and experience that would provide the required knowledge, skills, and abilities. 

Knowledge of:

  • Administrative principles and practices, including goal setting, and program development, implementation, and evaluation.
  • Public agency budgetary, contract administration, administrative practices, and general principles of risk management related to the functions of the assigned area.
  • Tools and techniques related to the analysis and evaluation of projects, programs, policies, procedures, and operational needs.
  • Principles and practices of comprehensive Human Resources program development, implementation, and management.
  • Principles and practices of grant writing and management.
  • Principles and practices of finance and accounting program development, implementation, and management in a government setting.
  • Methods, materials, and techniques used in the planning and management of finance projects.
  • Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to District financial operations.
  • Principles and practices of the development and administration of information technology systems.
  • Principles and practices of employee supervision, including work planning, assignment, review and evaluation, and the training of staff in work procedures.
  • Principles, practices, and techniques of contract negotiation and administration.
  • Principles and practices of technical report writing and preparation of business correspondence and presentations.
  • Recordkeeping principles and procedures.
  • Modern office practices, methods, and computer equipment and applications related to the work.
  • Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and District staff.

Ability to:

  • Develop and implement goals, objectives, policies, procedures, work standards, and internal controls for the department and assigned program areas.
  • Effectively administer the District’s Finance, Human Resources, and Information Technology programs.
  • Prepare and administer large and complex budgets; allocate limited resources in a cost effective manner.
  • Interpret, apply, explain, and ensure compliance with federal, state, and local policies, procedures, laws, and regulations as well as District policies and procedures.
  • Plan, organize, direct, and coordinate the work of staff.
  • Select, train, motivate, and evaluate the work of staff and train staff in work procedures.
  • Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
  • Effectively administer special projects and contractual negotiations/agreements.
  • Conduct effective negotiations and effectively represent the District and the department in meetings with governmental agencies, contractors, vendors, and various businesses, professional, regulatory, and legislative organizations.
  • Speak effectively in public.
  • Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
  • Conduct complex research projects, evaluate alternatives, make sound recommendations, and prepare effective technical staff reports.
  • Direct the establishment of a variety of filing, recordkeeping, and tracking systems.
  • Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
  • Operate modern office equipment including computer equipment and specialized software applications programs.
  • Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations.
  • Use English effectively to communicate in person, over the telephone, and in writing.
  • Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Licenses and Certifications:

  • At time of appointment, California Driver’s License with a satisfactory driving record maintained throughout employment.
  • Relevant professional certifications are desirable.

Physical Demands

Must possess:  mobility to work in a standard office setting and use standard office equipment, including a computer, and to visit various District and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone.  This is primarily a sedentary office classification although standing and walking between work areas may be required.  Finger dexterity needed to access, enter, and retrieve data using a computer keyboard, calculator, and to operate standard office equipment.  Occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information.  Ability to lift, carry, push, and pull materials and objects up to 40 pounds or higher weights with assistance and/or the use of proper equipment.

Environmental Elements

Incumbents typically work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.  Incumbents will interact with individuals in interpreting and enforcing rules, policies, and procedures.

Working Conditions

Incumbents may be assigned an irregular work schedule, including weekends, early mornings, evenings, and holidays.