Admin Services DirectorPosition: Administrative Services Director
Reports to: City Administrator
Supervises: Finance and IT staff
FLSA Status: Exempt
Pay Grade: 19
Date Approved: April 23, 2013; Revised December 9, 2013
DESCRIPTION OF WORK
General Statement of Duties: Directs and manages the Finance and Information Technology
(IT) departments including serving as the Chief Financial Officer of the City. Assists the City
Administrator in all aspects of economic development including development of policies
and analysis of development programs and opportunities, serves as assistant City
Administrator performing a board variety of governmental functions at the request of the
City Administrator.
Supervision Received: Works under the direction of the City Administrator.
Supervision Exercised: Provides supervision to the Finance Department and Information
Technology staff. Provides administrative supervision to the Building Permit Technician.
MAJOR JOB FUNCTIONS
1. Finance:
a. Provide recommendations to the City Administrator and City Council for
establishing long and short-range financial goals including preparation and
management of a Capital Improvement Plan
b. Plan and implement sound financial strategies to ensure a high level of
financial planning and management.
c. Develops and manages internal controls and accounting policies and
procedures for accounts payable, accounts receivable, deposit of funds, utility
billing, fixed assets and escrow accounting to properly and legally report and
manage all financial activities of the City and safeguard City assets.
d. Budget
i. Monitor all budgets to ensure compliance with the adopted budget
ii. Prepare a draft budget for review by City Administrator
iii. Provide budget analysis and recommendations
iv. Ensure all levies are correct complies with all legal budget and tax
levy requirements
e. Comprehensive Annual Financial Report (CAFR)
L Coordinate the preparation and completion of the CAFR and related
year-end reporting requirements.
ii. Manage the audit process including overseeing the preparation of
audit work papers
iii. Assist auditors in writing the CAFR and submit CAFR for GFOA's
Certificate of Achievement in Financial Reporting program
f. Cash Management
L Monitor and manage cash flow needs of City
ii. Invest funds according to approved investment policy and state
statutes
iii. Implement internal control systems necessary to ensure
g. General finance duties
i. Prepare and present reports and analysis
ii. Prepare staff memos and recommendations to and for the City
Administrator and City Council
iii. Make presentations to City Council and other entities/organizations
iv. Responsible for all aspects of the City's finances including utility
billing
v. Manage and perform City's risk management functions
2. Economic Development:
a. Assist in development, implementation, and execution of policies and
programs to expand the City's commercial and industrial tax base
b. Meet with developers and business owners/representatives
c. Assist with Economic Development Authority activities and policy
development and implementation
d. Provide recommendations and analysis of TIF, Tax Abatement, and other
development incentive requests
e. Coordinate and carry out business retention and expansion program
f. Assist with marketing and communication necessary to achieve City's
economic development goals
g. Serve as City's representative at various economic development functions
and in various economic development associations
3. Serve as acting City Administrator:
a. Provide assistance to City Administrator on special projects and other items
as assigned
b. Serve as acting City Administrator in City Administrator's absence
i. Provide assistance and expertise to other City staff on all City
government matters
4. Human Resources:
a. Ensure City complies with all federal and state payroll, employment, and all
relevant personnel and payroll laws
b. Ensure all reporting requirements are met for all payroll and human
resource functions
c. Oversee all human resource and payroll functions
S. IT:
a. Oversee IT functions and make recommendations to supervisor to maintain a
highly functional and up-to-date IT system city wide
6. Policy and Procedure Development:
a. Responsible for Policies and Procedures relating to Finance, Human
Resources and related areas
i. Evaluate and recommend changes to policies, procedures and
practices and follows procedures to get approval and implement
changes
ii. Ensure that staff, elected officials, and appointed officials follow all
City and State policies and procedures and follow applicable laws
7. Supervision:
a. Finance and IT Department Staff
i. Perform annual performance review for all department staff
ii. Ensure staff is adequately trained and department is cross trained
iii. Recommend discipline and pay increases
b. Ensure staff attends safety training and follows safety procedures
i. Assign works and ensures that it is done accurately and timely
ii. Interview and recommend staff
c. Building Permit Technician
i. Provide administrative supervision including approval of leave time
ii. Perform annual performance review with input from Building Permit
Technician's technical supervisor
iii. Recommend discipline and pay increases with input from Building
Permit Technician's technical supervisor
iv. Ensure staff attends safety training and follows safety procedures
V.
8. General
a. Expertise in a broad range of governmental accounting software, Microsoft
Office applications, and IT systems
b. Participate actively in the City's management team
c. Promote a positive and motivating environment
d. Provide exceptional customer service to residents, developers, elected and
appointed officials
e. Make decisions that are always in the best interest of the City, its residents
and businesses
f. Perform other duties and projects as assigned
g. Confer with supervisor, peers, and employees to discuss issues and resolve
issues
KNOWLEDGE, SKILLS AND ABILITIES
• Demonstrable knowledge of and experience in applying Generally Accepted
Accounting Principles (GAAP) as defined by GASB.
• Extensive knowledge of and experience in governmental accounting policies,
procedures and practices as defined by the GFOA.
• Extensive knowledge of and experience in laws, practices, and regulations
applicable to City government finances.
• Extensive knowledge of and experience in City operations, ordinances, and practices
related to finance and budgeting, economic development, and city management.
• Proficient in government finance software, Microsoft Office (Excel, Word, and
PowerPoint) and standard computer systems and programs
• Experience analyzing development and redevelopment proposals and requests for
incentives
• Experience analyzing tax increment financing and tax abatement plan financial data
and familiarity with drafting and implementing TIF and tax abatement plans.
• Experience administering economic development loan programs
• Experience making presentations to government bodies, professional associations,
and community organizations
• Ability to communicate clearly, professionally, effectively, and precisely both
verbally and in writing
• Ability to resolve and diffuse conflicts
• Ability to understand, manage, and communicate complex ideas, projects, and
situations
• Applied experience and knowledge of cash management including investment
statutes and practices, budgeting, capital improvement planning, financial
management plans and purchasing/contract laws and practices
• Ability to work independently and as part of a team and to coordinate work with
other departments and to lead multi -departmental or multi -jurisdictional projects.
• Ability to plan, prioritize and organize the department's work.
• Strong sense of honesty, integrity, and credibility
MINIMUM QUALIFICATIONS
4
1. Bachelor's Degree in accounting, finance, or public administration
2. A combination of ten years of professional experience in government accounting,
financial management, economic development, or city or county management at a
manager level (must include both finance and economic development experience of
at least five years each)
3. Five years of supervisory experience
4. A valid driver's license
PREFERRED QUALIFICATIONS
1. Master's Degree in Public Administration; or,
2. Certified Public Accounting License; or,
3. Certified Economic Developer (CEcD) or Certified Economic Development Finance
Professional (CEDFP) certification
4. Experience working for a growing city or county
PHYSICAL DEMANDS
Must be able to drive, sit for extended periods, regularly use fine motors skills to operate a
computer, and perform other office tasks and occasionally walk in construction areas.
Note: This job description does not constitute a contract or employment agreement.