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Job Descriptions

Administrative Services Director


ADMINISTRATIVE SERVICES DIRECTOR

DEFINITION

Under administrative direction, serves as the Finance Officer and is responsible for financial planning, budgeting, accounting and auditing, treasury cash management and billing of other accounts. Oversees the preparation of the annual budget and serves as consultant with other City Officials in financial accounting practices. Directs the finance, payroll and human resources divisions; may act as City Manager in his/her absence; and performs other job related work as required.

This position is designated as un-represented for Labor Relations purposes and is considered exempt under the Fair Labor Standards Act (FLSA).

SUPERVISION RECEIVED AND EXERCISED

Administrative direction is provided by the City Manager. The job incumbent directly supervises staff responsible for divisions in finance, payroll, and human resources.

DISTINGUISHING CHARACTERISTICS

This is a department director classification responsible for the direction of a discrete departmental organizational component and divisions in the areas of finance, payroll, and human resources. Provides highly responsible and complex administrative assistance to the City Manager. Duties and responsibilities are performed in accordance with law, ordinance, and City policy.

Serves as a member of the City executive team with responsibilities for establishing and overseeing programs and policies that affect multiple departments and the City as a whole. Approves and has final responsibility for all written and other types of presentations to the City Council and other commissions, boards and policy adopting bodies. Demonstrates professional competence while working as a team member and exercise independent judgment in a number of confidential and sensitive areas. Duties and responsibilities are performed in accordance with municipal codes, ordinances, City policy, federal, and state regulating entities.

ESSENTIAL FUNCTIONS: Duties may include, but are not limited to:

  • Participates in the development and administration of the City budget by forecasting revenues, monitoring expenditures, and analyzing trends to insure compliance with budgetary expenditure programs and policies.
  • Prepares and coordinates all general fund, non-general fund, and capital budgets; assists in budget implementation; participates in budget forecasts; administers the approved budget.
  • Oversees the finance and accounting programs that encompass budget, payroll, accounts receivable, accounts payable.

  • Monitors, supervises and participates in the Cityís central accounting activity, including the preparation of varied financial reports and monitoring of annual audit.
  • Prepares highly complex and technical reports; documents policies and procedures; performs research
  • Develops and implements estimation programs for revenues and tax yields for use by the City Manager and other City officials.
  • Participates extensively in the development and implementation of municipal financial policies. May prepare alternative models for planned changes and expenses; Example: Business license and utility tax.
  • Coordinates division activities with those of other service areas and outside agencies and organizations, provide staff assistance to the City Manager, prepare and present reports and other necessary correspondence.
  • Oversees and participates in the development of the finance office work plan, assigns work activities, projects and programs, monitors work flow, reviews and evaluates work products, methods and procedures.
  • Conducts research and develops recommendations on City-wide work methods, operation policy and procedures, programs, services and other administrative issues.
  • Provides highly responsible administrative staff assistance including conducting specific and comprehensive analysis of a wide range of municipal policies involving organization, procedures, finance and services.
  • Ensures close coordination with other City departments and affected outside groups.
  • Makes presentations before various groups, including City Council, Commissions, and professional and public meetings, as needed.
  • Supervises staff including provision of timely performance evaluations; recommends and implements approved discipline; provides staff development; and maintains high standards necessary for efficient, professional operations.
  • Builds and maintains respectful, positive working relationships with staff, supervisors, outside agencies and the public using principles of good customer service; provides effective conflict resolution.
  • Models appropriate professional management conduct; maintains appropriate confidentiality of sensitive information; complies with and supports City policies and procedures, labor laws, and MOU provisions.
  • Attends assigned meetings and training; interacts with outside agencies and commissions; provides leadership for teams, or committees, as needed.
  • Utilize automated equipment to prepare documents and maintain data related to department operations.
  • Perform related duties as assigned.

MINIMUM QUALIFICATIONS:

Knowledge of:

  • Principles and practices of public sector accounting, financing and generally accepted accounting practices, and debt financing.
  • Principles and techniques of budget development and administration.

  • Principles and practices of computerized financial information systems.
  • Modern governmental accounting and financial practices, procedures and standards.
  • Organizational and management practices as applied to the analysis and evaluation of programs, policies and operational needs.
  • Advanced principles, practices and techniques of public program administration and human resources management.
  • Pertinent Federal, State and local laws, codes and regulations.
  • Municipal structure and organization in a Mayor-Council/City Manager form of government.
  • Principles of employee supervision, career development and training.
  • The concepts of word processing, spreadsheets, micro-computer and mainframe computer applications.
  • Modern methods of records management.
  • Safe work practices and related regulations.
  • Principles of public speaking, conflict resolution and excellent customer service.

Ability to:

  • Compile and analyze financial reports and make revenue estimates within reasonable limits.
  • Prepare, forecast and administer a budget.
  • Organize, implement and supervise departmental goals and City objectives.
  • Administer a variety of City-wide programs and administrative and budgetary activities.

  • Prepare a variety of complex and comprehensive reports and documents.
  • Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of agency goals.
  • Effectively and fairly negotiate appropriate solutions and contracts.
  • Manage resources within budget and policy parameters.
  • Plan, organize, direct and supervise the work professional, technical and office support staff.
  • Make presentations before groups and represent the City in public forums.
  • Read and comprehend complex laws and regulations and initiate policies and procedures for their implementation.
  • Use computer and needed programs effectively.
  • Communicate effectively, orally, electronically and in writing.
  • Establish and maintain cooperative working relationships with City officials, employees, and the general public.

EXPERIENCE

Five years of increasingly responsible experience in municipal financial planning and administration; including two years of managerial and supervisory responsibility that would have provided the opportunity to develop the required skills, knowledge and abilities.

EDUCATION & TRAINING

Possession of a Bachelorís degree from an accredited college or university in finance, accounting, business, or public administration or a closely related field.

DESIRABLE QUALIFICATIONS

Possession of a Masterís degree in Public Administration or a closely related field.

LICENSE AND/OR CERTIFICATE

Possession of a valid California Driverís License in the category necessary to perform essential duties of the position may be required at the time of appointment. Individuals who do not meet this requirement due to a physical disability will be considered for accommodation on a case-by-case basis. Maintenance of a valid California Driverís license and proof of automobile liability insurance thereafter is a condition of continued employment.


PHYSICAL REQUIREMENTS

Maintain required physical abilities including: Vision adequate to operate vehicles and equipment, read instructions and follow directions; hearing adequate to distinguish mechanical noises, converse on telephone and in person; body mobility adequate to drive and perform required duties; use of hands and fingers adequate for driving, writing, typing and computer related functions; ability to lift tools, files and equipment as needed.



      For questions about City employment, please contact:

      Human Resources
      156 S. Broadway, Ste. 235
      Turlock, CA 95380-5454
      (209) 668-5540
      humanresources@turlock.ca.us
      Monday - Friday, 8AM - 5PM




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