Admistrative Services Director

THE TOWN
The award-winning Town of Windsor is located in Sonoma County and offers the highly acclaimed wine country experience, along with economic opportunity, temperate weather, safe and well-maintained streets and parks, and a beautiful location.  The Town has a population of 28,565 and is situated 60 miles north of San Francisco, 20 miles east of the Pacific Ocean, and 8 miles northwest of the County Seat in Santa Rosa. Incorporated as a common law city in July 1992, Windsor provides a modern, relaxed lifestyle with a growing retail and industrial center for the North County.  The Town is currently on a 4/10 work schedule from Monday through Thursday, and is closed on Friday, allowing employees more time to enjoy a work-life balance.

DEFINITION
Under administrative direction, plans, organizes, directs, manages and reviews the administrative activities and operations of the Town including budget and accounting, finance, information technology, utility billing and risk management functions; oversees the delivery of administrative support services to other Town departments including management of the Town annual budget, action plan and strategic planning cycle; coordinates assigned activities with other Town departments and outside agencies; provides highly responsible and complex staff assistance and administrative support to the Town Manager and Town Council including other duties and responsibilities for effective and efficient delivery of services; and performs related work as required.

SUPERVISION RECEIVED AND EXERCISED
Receives administrative direction from the Town Manager.  The work provides for a wide variety of independent decision-making, within legal and general policy and regulatory guidelines.  Exercises general direction and supervision over management, supervisory, professional, technical, and administrative support staff through subordinate levels of management and supervision.

CLASS CHARACTERISTICS 
This is a department head level classification that oversees, directs, and participates in all activities of the Administrative Services Department, including short- and long-term planning, development, and administration of departmental policies, procedures, and services.  This class provides assistance to the Town Manager and Assistant Town Manager in a variety of administrative, coordinative, analytical, and liaison capacities.  Successful performance of the work requires knowledge of public policy, Town functions and activities, including the role of the Town Council, and the ability to develop, oversee, and implement projects and programs in a variety of areas.  Responsibilities include coordinating the activities of the department with those of other departments and outside agencies and managing and overseeing the complex and varied functions of the department.  The incumbent is accountable for accomplishing departmental planning, operational goals and objectives and for furthering Town goals and objectives within general policy guidelines.

Examples of Duties

ESSENTIAL DUTIES AND RESPONSIBILITIES: (Illustrative Only)
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 full management responsibility for all Administrative Services Department programs, projects, services, and activities.
• Develops, directs, and coordinates the implementation of goals, objectives, policies, procedures, and work standards for the department; establishes, within Town policy, appropriate budget, service, and staffing levels.
• Manages and participates in the development and administration of the department's annual budget; directs the forecast of additional funds needed for staffing, equipment, materials, and supplies; directs the monitoring of and approves expenditures; directs and implements adjustments as necessary.
• Selects, trains, motivates, and directs department personnel; evaluates and reviews work for acceptability and conformance with department standards, including program and project priorities and performance evaluations; works with employees on performance issues; implements discipline and termination procedures; initiates and manages internal investigations; responds to staff questions and concerns. 
• Contributes to the overall quality of the department's service by developing, reviewing, and implementing policies and procedures to meet legal requirements and Town needs; implements, administers and trains Town staff as appropriate on Town-wide policies such as anti-fraud policy.
• Continuously monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; assesses and monitors the distribution of work, support systems, and internal reporting relationships; identifies opportunities for improvement; directs the implementation of change.
• Resolves complex utility billing complaints that are elevated to administration for resolution; drafts utility billing policies and ordinances for Town Manager and Town Council review, as appropriate.
• Evaluates the need for and develops, plans, and schedules for long-term financial, budgetary, risk management, and IT programs; organizes available resources for the efficient operation of the department; compiles estimates, contract provisions, and specifications.
• Serves as the Town's principal budget officer; coordinates the development and administration of the Town's budget; assists with budget forecasting; reviews and controls programs and projects to ensure cost effectiveness.
• Manages all activities related to the Town's general accounting function, including the maintenance of the accounting system, general ledgers, Town-wide feasibility studies, cash receipts function, general and special project budgeting, fixed assets, timekeeping, account analysis, and preparing various ad hoc reports.
• Maintains and reconciles a variety of funds, ledgers, reports, and accounting records; examines accounting transactions to ensure accuracy; approves journal vouchers to post transactions to accounting records; performs month-end, fiscal year-end, and calendar year-end accounting system processing.
• Works with Public Works Department management on utility billing rate setting (water and wastewater accounts); maintains an understanding of and actively participates in rate-setting processes, policies and procedures.
• Oversees the development, modification, and implementation of the Town's Information Technology master plan, strategic plans, processes, and procedures; investigates, evaluates and oversees administration of new applications and hardware/software upgrades related to all computer technology, related systems as well as the internet and intranet.
• Oversees the development of consultant requests for proposals for professional services and the advertising and bid processes; evaluates proposals and recommends project award; coordinates with legal counsel to determine Town needs and requirements for contractual services; negotiates contracts and agreements and administers same after award.
• Represents the department to other Town departments, Town Council, elected officials, and outside agencies; explains and interprets departmental programs, policies, and activities; negotiates and resolves significant and controversial issues.
• 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 the Town Council and a wide variety of committees, boards, and commissions.
• Attends and participates in professional group meetings; stays abreast of new trends and innovations in the assigned fields and other services as they relate to the area of assignment. 
• Maintains and directs the maintenance of working and official departmental files.
• Monitors changes in laws, regulations, and technology that may affect Town or departmental operations; implements policy and procedural changes as required.
• Prepares, reviews, and presents staff reports, various management and information updates, and reports on special projects as assigned by the Town Manager.
• Participates as a member of the management team; works cooperatively to address Town issues, ensures overall health of the organization, fosters good communications between program staff, and provides consistent and professional management. 
• Performs other duties as assigned. 

Typical Qualifications

Knowledge of:

• Administrative principles and practices, including goal setting, program development, implementation, and evaluation, and supervision of staff, either directly or through subordinate levels of supervision.
• Public agency budget development, contract administration, Town-wide administrative practices, and general principles of risk management related to the functions of the assigned area.
• Organizational and management practices as applied to the analysis and evaluation of projects, programs, policies, procedures, and operational needs.
• Principles and practices of public agency finance, including general and governmental accounting, auditing and reporting functions.
• Principles and practices of public agency budget development and administration and sound financial management policies and procedures.
• Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
• Methods and techniques for the development of presentations, contract negotiations, business correspondence, and information distribution; research and reporting methods, techniques, and procedures.
• Record keeping principles and procedures.
• English usage, grammar, spelling, vocabulary, and punctuation.
• Techniques for effectively representing the Town in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.

Ability to:

• Develop and implement goals, objectives, policies, procedures, work standards, and internal controls for the department and assigned program areas.
• Provide administrative and professional leadership and direction for the department and the Town.
• 
  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.
• Plan, organize, direct, and coordinate the work of management, supervisory, professional, and technical personnel; delegate authority and responsibility.
• 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 with contractual agreements and ensure compliance with stipulations; effectively administer a variety of operations programs and administrative activities.
• Conduct effective negotiations and effectively represent the Town and the department in meetings with governmental agencies, contractors, vendors, and various businesses, professional, regulatory, and legislative organizations.
• 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.
• 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 English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.?

Education and Experience:

Any combination of training and experience, which would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
Equivalent to a Bachelor's degree from an accredited college or university with major coursework in public administration, business administration, finance, or a closely related field and five (5) years of management experience administration, finance or management with a local government agency or business in a supervisory or managerial capacity. A master's degree and public sector experience are highly desirable. 

Licenses and Certifications:

• Possession of, or ability to obtain, a valid California Driver's License by time of appointment.

PHYSICAL DEMANDS:
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; 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 in and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office
equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.

ENVIRONMENTAL ELEMENTS:
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.
 

Supplemental Information

APPLICATION PROCEDURE:

A completed Town of Windsor application with cover letter and resume are required. Resumes will not be accepted without an application. Application materials will be accepted by the Town of Windsor Human Resources Department until Monday, August 26, 2019 at 6:00 p.m. Closing date postmarks will not be accepted.  For questions contact Human Resources at (707) 838-5362.

THE SELECTION PROCESS
Applications will be screened and those considered best qualified will be invited to appear for a practical exam, an oral interview or both.  Meeting the announced requirements does not guarantee inclusion in the selection process. Once the recruitment has closed, please check your e-mail for any updates on your status in the interview process.
 
The Town of Windsor Human Resources Department will make reasonable efforts in the examination process to accommodate qualified disabled applicants.  Individuals with disabilities who would like to request an accommodation in the testing process must inform the Human Resources Department in writing by the final filing date.


EMPLOYMENT INFORMATION
Employment offers are normally made following reference and background checks and are always contingent upon fingerprint clearance and successful completion of a pre-employment physical examination given by a Town-designated physician.

Employment is contingent upon verification of identity and legal right to work in the United States as required by the Immigration Reform and Control Act (IRCA). Information contained in this announcement does not constitute either an expressed or implied contract.  These provisions are subject to change.  All appointments are subject to the Town Manager's approval.