Administrative Services Manager

A 3% management incentive is offered in addition to the salary listed above.  This is a continuous recruitment until a successful candidate is identified.

*A RECENT SALARY INCREASE IS PENDING CITY COUNCIL APPROVAL.  INCREASE IS REFLECTED IN THE CURRENT SALARY RATE LISTED.

The ideal candidate will have a Bachelor's Degree in Business or related field with a focus in Accounting or a be a licensed CPA, with at least three years of professional level accounting experience in a municipal environment as well as supervisory experience.  The individual must be able to manage multiple projects with competing deadlines, have a history of maintaining collaborative relationships, possess a high level of ethics, and be able to foster an environment of operational excellence and continuous improvement.  Complimentary skills will include background or specialized training in workers compensation, liability insurance, occupational safety, or information technology.

Under general direction, plans, organizes, supervises, and manages a wide range of accounting activities, financial transactions, procurement, and administrative projects, programs and staff.  Serves as the City's Financial Officer in the absence of the Administrative Services Director. 

ESSENTIAL FUNCTIONS: -- As defined under the Americans with Disabilities Act, essential functions may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required.  The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:

• Plans and oversees accounting operations, including accounts payable, payroll, accounts receivable, purchase order preparation, capital assets; and grant and project accounting.
• Performs technical and professional level accounting and auditing; and researches accounting issues to determine or recommend proper accounting treatment
• Ensures financial records are in compliance with laws, ordinances, regulations, grant agreements, contractual obligations, and Generally Accepted Accounting Principles (GAAP)
• Reviews accounting transactions and processes for accuracy, appropriate account coding, and authorizations; while ensuring that all accounting processes have proper audit trails and internal control
• Prepares or coordinates the timely preparation of monthly and periodic reports, including mandated governmental reports.
• Supervises and performs year-end reconciliations, adjustments and closing of financial records, assists with coordination of the annual financial audit, and prepares or supervises the preparation of various audit schedules.
• Participates in identifying business requirements for information systems, and provides recommendations in maximizing the use of integrated financial systems.
• Participate in the development, preparation, and monitoring of the annual budget, prepares, calculates, and analyzes a variety of financial reports and data in preparation of the annual operating budget and the capital improvement program budgets; may prepare projections for assigned areas; and recommends adjustments as needed
• Assists in the development, implementation, and training of purchasing policies and procedures in a decentralized environment, which may include the review and verification of insurance certificates
• Develops systems, procedures, policies, and programs to identify, evaluate, manage, and monitor aspects of risk exposure to the City; makes recommendations regarding adequacy of insurance coverages, costs, and benefits associated with alternate coverage
• Consults with Human Resources and other affected departments in relation to loss prevention efforts and occupational safety
• Conducts research, compiles, analyzes, and interprets a wide variety of complex information and data, prepares a variety of complex and analytical documents and reports, and may present information to individuals or groups.
• May develop requests for proposals and manage contracts
• Prepares or assists in preparation of departmental policies, procedures, and internal controls, and communicates information to program staff and City employees.
• Supervises staff, assists in the hiring, training and development of staff; monitors and evaluates performance; recommends appropriate disciplinary action, and establishes performance enhancement goals
• Serves on various committees and attends meetings, as assigned
• Collaborates with attorneys and/or the Administrative Services Director on various legal issues that could relate to risk management claims, payroll, or contract administration
• Prepares and reviews written reports, correspondence, and other materials
• Oversees organization and retention of all accounting, financial, and risk management records
• May service as Administrative Services Director, as assigned

Education, Training and Experience 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:

Bachelors degree from an accredited college or university with major course work in finance, accounting, public administration or a closely related field and  four years of increasingly responsible accounting experience, including at least two years in the public sector, and two years of supervisory experience.  Knowledge of processing workers compensation and/or liability claims; or information technology is desirable. A CPA certification is desirable.
 
Knowledge of:

• Legal, ethical, and professional standards of conduct
• Principles and techniques of supervision, including staffing, delegating, employee development, employee performance, discipline, and monitoring work assignments
• Generally Accepted Accounting Principles (GAAP) for government
• Auditing practices
• Governmental budgeting, accounting, auditing, purchasing, and payroll methods and practices
• Techniques and procedures for maintenance of capital expenditure records and accounts
• Automated financial systems, computers, and related software applications
• Public and general liability insurance, workers compensation insurance, and claim adjustments
• Principles, methods, and practices of accounting, financial, and risk management record keeping, including maintenance of confidential and sensitive materials.
• Research techniques; and analytical and technical report writing
• Current pertinent Federal, State and local laws, codes and regulations
• Techniques of providing a high level of customer service by effectively dealing with departments, public, vendors, and contractors

• Planning, organizing, coordinating and managing complex and advanced accounting work
• Performing professional analyses and interpretation of financial and accounting records and make concise and useful recommendations
• Understanding and interpreting and applying Federal, State and local policies, laws and regulations as they relate to finance, accounting, and risk management
• Processing general liability, personal injury, and claim adjustments in accordance with state and federal laws, regulations, legal, and administrative requirements in a confidential environment
• Selecting, supervising, training and evaluating staff
• Communicating clearly and concisely, both orally and in writing.
• Providing professional advice, assistance, information and support to City staff on complex administrative service matters
• Analyzing complex operational and administrative issues problems, evaluate alternatives, and recommend or adopt effective courses of action
• Developing, implementing, and monitoring goals, objectives, and work standards
• Establishing and maintaining effective working relationships with those contacted in the course of work
• Exercising sound judgment and applying professional business ethics 

A valid California Driver's license may be required.
 
PHYSICAL DEMANDS AND WORKING ENVIRONMENT:
Work is performed in a standard office environment.
 
Must be willing to attend evening or weekend meetings and/or critical events and activities, as appropriate.  This position has a critical role for the City in the preparation for, during, and in recovery from physical disasters and other emergency incidents.