monterey peninsula water management district

administrative services manager/chief financial officer

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

definition

To direct, manage, supervise, and coordinate assigned programs and activities within the administrative services division including finance, human resources, risk management, vehicle fleet operations and maintenance and facility maintenance; to coordinate assigned activities with other divisions and outside agencies; and to provide highly responsible and complex administrative support to the General Manager.

supervision received and exercised

Receives administrative direction from the General Manager.

Exercises direct supervision over professional, technical and clerical staff.

ESSENTIAL AND MARGINAL FUNCTION STATEMENTS

The following duties are typical for positions in this classification. Any single position may not perform all of these duties and/or may perform similar related duties not listed here:

Essential Functions:

1.       Assume management responsibility for assigned services and activities of the administrative services division including finance, human resources, risk management, fleet operations and maintenance and facility maintenance.

2.       Manage District Finances and financial activities including accounting, budgeting, customer service, investments, treasury, purchasing and related automated financial record keeping; recommend and administer financial policies and procedures.

3.       Manage monthly reclaimed water billings, payments and accounting; perform complex and technical accounting and fiscal record management system analyses; identify and analyze problem areas in accounts receivable, general accounting, and related systems; make recommendations for accounting system improvement.

4.       Determine investment options for District funds; manage the District's investment portfolio to meet objectives set by the Board.

5.       Manage and participate in the development and implementation of goals, objectives, policies and priorities for assigned programs; recommend and administer policies and procedures.

6.       Monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; recommend, within District policy, appropriate service and staffing levels.

7.       Plan, direct, coordinate and review the work plan for administrative services division staff; assign work activities, projects and programs; review and evaluate work products, methods and procedures; meet with staff to identify and resolve problems.

8.       Assume responsibility for all human resources services and activities including recruitment, hiring, classification, compensation and related services.

9.       Manage District purchasing and contract administration; develop and prepare bid proposals and specifications; conduct bid conferences; administer a variety of maintenance and service contracts.

10.   Assume full management responsibility for all risk and property management services and activities; select appropriate financial mechanisms to cover losses; handle and adjust claims; implement necessary loss control and safety programs.

11.   Negotiate the purchase of insurance coverage or arrange alternative risk management mechanisms.

12.   Monitor worker's compensation claims; investigate and resolve third party tort claims; conduct inspections of facilities and work sites.

13.   Oversee fleet and facility maintenance; design maintenance procedures and schedules.

14.   Select, train, motivate and evaluate administrative services division personnel; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline and termination procedures.

15.   Oversee and participate in the development and administration of the District's annual budget; participate in the forecast of funds needed for staffing, equipment, materials and supplies; monitor and approve expenditures; implement adjustments.

16.   Serve as the liaison for the administrative services division with other district divisions and outside agencies; negotiate and resolve sensitive and controversial issues.

17.   Serve as staff for the Board Administrative Committee; prepare and present staff reports, agendas, minutes and other necessary correspondence.

18.   Provide responsible staff assistance to the General Manager; serve as a member of the Districts management team.

19.   Conduct a variety of organizational studies, investigations, and operational studies; recommend modifications to administrative services division programs, policies and procedures as appropriate.

20.   Attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of public administration.

21.   Respond to and resolve difficult and sensitive citizen inquiries and complaints.

22.   Act as interim or acting General Manager as required.

23.   Perform related duties and responsibilities as required.

QUALIFICATIONS

Knowledge of:

Operational characteristics, services and activities of a comprehensive administrative services program.

Principles and practices of program development and administration.

Principles and practices of special district budget preparation and administration.

Principles of supervision, training and performance evaluation.

Fleet operation and maintenance.

Principles and practices of investment of public funds.

Contract administration and negotiation.

Principles and practices of risk management and loss control.

Modern computer technology and information systems.

Facility maintenance procedures.

Business and local government purchasing.

Pertinent Federal, State, and local laws, codes and regulations.

Ability to:

Oversee and participate in the management of the administrative services division's operations, services and activities.

Oversee, direct and coordinate the work of division staff.

Select, train and evaluate staff.

Participate in the development and administration of division goals, objectives and procedures.

Prepare and administer large and complex budgets.

Act as a fiduciary for District investments and cash.

Prepare clear and concise administrative and financial reports.

Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.

Research, analyze, and evaluate new service delivery methods and techniques.

Act as interim General Manager.

Interpret and apply Federal, State and local policies, laws and regulations.

Communicate clearly and concisely, both orally and in writing.

Establish and maintain effective working relationships with those contacted in the course of work.

Maintain physical condition appropriate to the performance of assigned duties and responsibilities.

Effectively use and apply critical thinking skills.

Experience and Training Guidelines - Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be:

Experience

Five years of increasing responsible public administration experience including three years of administrative and supervisory responsibility.

Training

Equivalent to a Bachelor’s degree from an accredited college or university with major course work in public administration, business administration, finance or a related field.

working conditions

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environmental Conditions:

Office environment with some travel to attend meetings; work closely with others and work alone; irregular work hours; exposure to computer screens.

Physical Conditions:

Essential and marginal functions may require maintaining physical condition necessary for sitting, standing or walking for prolonged periods of time; operating computer keyboard and calculator; use of both hands and fingers; repetitive motion using computer devices; speaking and hearing to exchange information; operation of motorized vehicles.

Vision:

See in the normal visual range with or without correction; vision sufficient to read small print, computer screens and other printed documents; specific vision abilities required by this job include close vision and depth perception.

Hearing:

Hear in the normal audio range with or without correction.

 

 

 

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