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ITEM 2 Adminstrative Services Director Recruitment/SelectionCITY OF Ot e 0 MINNESOTA g DEPARTMENT INFORMATION Requozsk -for City Council Action AGENDA ITEM DETAILS RECOMMENDATION: Provide direction on changes to draft Administrative Services Director position description and discuss recruitment and selection process. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? No No BACKGROUND/JUSTIFICATION: At the January 22, 2013, Council meeting a draft Administrative Services Director position description was distributed for Council review. As directed, this position combines economic development and finance duties. Before recruitment and selection to fill this position can begin, the Council must approve a position description. Please come prepared to provide your input on adjustments that you want to make to the draft position description. When the Council is satisfied that the position description meets the needs and expectations of the position, a final position description will be adopted. Once the position description is adopted, the recruitment and selection process can begin, The time from advertisement to start date for the selected applicant could be around four months depending upon the amount of notice time the applicant provides to his or. her current employer. The main steps in the recruitment and selection process include: a Prepare a position posting similar to the one prepared for the Park and Recreation Manager position. 0 Advertise the position including on the City's website and through associations including the LMC, Minnesota Government Finance Officers, and similar organizations. 0 Application review and selection for interviews, 0 Interviews a nd background check — At least two interviews wou Id be molal far this d e part rent head position. Council approval of a job offer to the selected applicant. Finally, the discussion at this meeting should focus on the position description. The timing of filling this position, assuming that the position is filled by the end of May, allows ample time for review and discussion of the position description. After the Council adopts the position description, the RESUE STOR: Lori Johnson, City Administrator MEETING DATE' February 20, 2013 ORIGINATING DEPARTMENT: Administration PRE SENTER( s): Lori Johnson., City Administrator REVIEWED BY: , 1 ITEM 2 AGENDA ITEM DETAILS RECOMMENDATION: Provide direction on changes to draft Administrative Services Director position description and discuss recruitment and selection process. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? No No BACKGROUND/JUSTIFICATION: At the January 22, 2013, Council meeting a draft Administrative Services Director position description was distributed for Council review. As directed, this position combines economic development and finance duties. Before recruitment and selection to fill this position can begin, the Council must approve a position description. Please come prepared to provide your input on adjustments that you want to make to the draft position description. When the Council is satisfied that the position description meets the needs and expectations of the position, a final position description will be adopted. Once the position description is adopted, the recruitment and selection process can begin, The time from advertisement to start date for the selected applicant could be around four months depending upon the amount of notice time the applicant provides to his or. her current employer. The main steps in the recruitment and selection process include: a Prepare a position posting similar to the one prepared for the Park and Recreation Manager position. 0 Advertise the position including on the City's website and through associations including the LMC, Minnesota Government Finance Officers, and similar organizations. 0 Application review and selection for interviews, 0 Interviews a nd background check — At least two interviews wou Id be molal far this d e part rent head position. Council approval of a job offer to the selected applicant. Finally, the discussion at this meeting should focus on the position description. The timing of filling this position, assuming that the position is filled by the end of May, allows ample time for review and discussion of the position description. After the Council adopts the position description, the recruitment process can begin. Further, the Council does not need to finalize the selection process now. That decision can be made any time prior to application review. SUPPORTING DOCUMENTS: Xii ATTACHED ci NONE 0 Draft Administrative Services Director position description POSSIBLE MOTION Please word motton as you would like it to appear in the winutes. Motion to approve the Administrative Services Director position (as proposed or with changes) and to direct the City Administrator to begin the recruitment process. BUDGET INFORMATION FUNDING: I BUDGETED: 13 YES ACTION TAKEN o APPROVED AS REQUESTED DDE]IED ii TABLED o OTHER (List changes) H41 I I kly, Ftl 11 105 CITY 0 Ot e F 0 MINHESOTA g Position. Reports to: Supervises: FLEA. Status: Pay Grade: Date Approved: Date Amended: Position Description Administrative Services Director City Administrator Finance and IT staff E X e in p At 19 DESCRIPTION OF WORK General Statement of Duties: Assists the City Administrator in all aspects of economic, development including development of policies and analysis of development programs and oppoilunities, serves as assistant City Administrator performing a board variety of goverraiiental functions at the request of the City Administrator, directs and manages the Finance and Information Technology IT departments including serving as the Chief Financial Officer of the City. Super vision Received: Works under the direction of the City Administrator. Supervision Exercised:, Provides supervision to the Finance Department and Information Teleology staff. MAJOR JOB FUNCTIONS 1. Economic Development: a. Assist in development, implementation, and execution of policies and prograins. to expand the City's conmiercial 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 Rinctions and in 4 various econoinic development associations 2, Serve as acting City Administrator: a. Provide assistance to City Administrator on special projects and other iteins as assigned b. Serve as acting City Administrator in City Administrator's absence c. Provide assistance and expertise to other City staff on all City govermiient matters 3. 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 plaiming 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 con-iplies with all legal budget and tax levy requirements e. Comprehensive Annual Financial Report (CAFR) i. Coordinate the preparation and completion of the AF . and related year- end repoiling requirements. ii, Manage the audit process including overseeing the preparation of audit work papers iii. Assist auditors in writing the CAF R and submit CR for GFOA's Certificate of Achievement in Financial Reporting prograin f. Cash Management i. Monitor and manage easy 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 xi. Prepare staff memos and reconin-tendations to and for the City Administrator and City Council iii. Make presentations to City Council and other entities /orgailiz-ations iv. Responsible for all aspects of the City's finances including utility billing v. Manage and perform City's risk management functions 4. Human Resources: a. Ensure City complies with all federal and state payroll, employment, and all relevant personnel and payroll laws 5. IT: b. Ensure all reporting requirements are met for all payroll and human resource ftinctions c. Oversee all human resource and payroll ftinctions a. Oversee IT Rinctions and miake recoliunendations to super 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 reconmiend 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. Perform aminal performance review for all staff b. Ensure staff is adequately trained and department is cross trained c. Recommend discipline and pay increases d, Ensure staff attends safety ttaining and follows safety procedures e. Assign works and ensures that it is done accurately and timely f. Interview and recommend staff 8. General a. Expertise in a broad range of goveriunental accounting software, Microsoft Office applications, and IT systems b. Participate actively in the City's management team c. Promote a positive and motivating environinert 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 einployees to discuss issues and resolve issues KNOWLEDGE, SKILLS AND ABILITIES 0 Demonstrable knowledge of and experience in applying Generally Accepted Accounting Principles (GAAP) as defined by GASB. 0 Extensive knowledge of and experience in governmental accounting policies, procedures and practices as defined by the GFOA. o Extensive knowledge of and experience in laws, practices., and regulations applicable to City govenunent finances. o Extensive knowledge of and experience in City operations, ordinances, and practices related to finance and budgeting, economic development, and city management. o Proficient in government finance software, Microsoft Office (Excel, Word., and PowerPoint) and standard computer systeins and programs 0 Experience analyzing development and redevelopment proposals and requests for incentives o Experience analyzing tax increment financing and tax abateinent plan financial data and familiarity with drafting and implementing TIF and tax abatement plans. 0 Experience administering econoinic devc1opment loan programs 0 Experience making presentations to goveriunent bodies, professional associations, and community organizations o Ability to communicate clearly, professionally, effectively, and precisely both verbally and in writing o Ability to resolve and diffise conflicts 0 Ability to understand, manage, and communicate complex ideas,, projects,, and SiWatiowq o 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 vo k with other departments and to lead inulti-departniental or multi -jurisdictional projects. * Ability to plan, prioritize and organize the department's work. * Strong sense of honesty, integrity, and credibility MINIMUM QUALIFICATIONS 1. Bachelor's Degree in accounting, finance, or public adininistration 2. A combination of ten years of professional experience in goverimient 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 year of supervisory experience 4. A valid driver's license PIMFERRED 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.