Job Descriptions

DEFINITION

Under administrative direction, is responsible to plan, organize, direct, and review the activities and operations of the Administrative Services Department including functions such as performance management, recruiting and testing, employee training and development, risk management, equal employment opportunity, employee benefits, payroll processing, employee and labor relations, information technology services, system development and support, network services, and Geographic Information systems (GIS); and any other administrative/organizational support function assigned by the City Manager; to provide leadership to the department and City organization; . may act as City Manager in his/her absence; and performs other job related work as required.

Administrative direction is provided by the City Manager. The job incumbent directly supervises staff responsible for divisions in Human Resources, Payroll, and Information Technology.

This is a department director classification responsible for the direction of a discrete departmental organizational component and divisions in the areas of Human Resources, Payroll and Information Technology. Provides highly responsible and complex administrative assistance to the City Manager. Duties and responsibilities are performed in accordance with law, ordinance, and City policy.

Serves as a member of the City executive team with responsibilities for establishing and overseeing programs and policies that affect multiple departments and the City as a whole. Approves and has final responsibility for all written and other types of presentations to the City Council and other commissions, boards and policy adopting bodies. Demonstrates professional competence while working as a team member and exercises independent judgment in a number of confidential and sensitive areas. Duties and responsibilities are performed in accordance with municipal codes, ordinances, City policy, federal, and state regulating entities.

ESSENTIAL FUNCTIONS: Duties may include, but are not limited to:

• Coordinate, maintain, and direct the administration of City Human Resources policies, practices, and procedures; advise employees, supervisors, and managers in their interpretation; recommend new or revised policies and procedures to department directors, City Manager's Office, and employee associations.
• Coordinate with employee associations, their leadership, business representatives, and legal counsel to resolve employee and labor relations issues, including contract interpretation, problem solving, and complaint and grievance resolution.
• Oversee the equal opportunity and diversity functions of the City, including recruitment outreach, training, state and federal reporting, referral of complaints for investigation, and consultation with supervisors and managers.
• Oversee recruiting, testing, selection, classification, and compensation activities; review and negotiate changes.
• Oversee risk management functions, including workers' compensation and liability programs, recommending policy and funding changes related to claims administration, claims management, reserving practices, and significant settlements.
• Oversee the employee benefits program; recommend and negotiate changes; consult with brokers and actuaries; recommend funding options to the City Manager.
• Oversee the employee compensation and payroll functions.
• Oversee the completion of comprehensive information technology studies; review reports of findings and make recommendations, as appropriate.
• Provide users with cost effective long-range solutions to complex systems and technical problems; develop, justify, acquire, and implement major information technology related projects and programs.
• Develop, plan, and implement Department goals and objectives; recommend and administer policies and procedures.
• Coordinate division activities with those of other service areas and outside agencies and organizations, provide staff assistance to the City Manager, prepare and present reports and other necessary correspondence.
• Direct, oversee and participate in the development of the Department’s work plan, assigns work activities, projects and programs, monitors work flow, reviews and evaluates work products, methods and procedures.
• Supervise and participate in the development and administration of the Administrative Services Department budget; direct the forecast of additional funds needed for staffing, equipment, materials, supplies, and services; monitor and approve expenditures; implement mid-year adjustments.

• Conduct research and develops recommendations on City-wide work methods, operation policy and procedures, programs, services and other administrative issues.

• Provide highly responsible administrative staff assistance including conducting specific and comprehensive analysis of a wide range of municipal policies involving organization, procedures, and services.

• Ensure close coordination with other City departments and affected outside groups.

• Make presentations before various groups, including City Council, Commissions, and professional and public meetings, as needed.

• Supervise staff including provision of timely performance evaluations; recommend and implement approved discipline; provide staff development; and maintain high standards necessary for efficient, professional operations.

• Build and maintain respectful and positive working relationships with staff, supervisors, outside agencies and the public using principles of good customer service; provide effective conflict resolution.

• Model appropriate professional management conduct; maintain appropriate confidentiality of sensitive information; comply with and support City policies and procedures, labor laws, and MOU provisions.

• Attend assigned meetings and training; interact with outside agencies and commissions; provide leadership for teams, or committees, as needed.

• Utilize automated equipment to prepare documents and maintain data related to department operations.

• Perform related duties as assigned.

MINIMUM QUALIFICATIONS:

Knowledge of:

• Principles and practices of public human resources administration, including methods and techniques used in labor relations, negotiations, recruitment and selection, testing, classification and pay, salary and benefits administration, training, and equal employment opportunity.
• Principles and practices of risk management, risk transfer, and asset protection programs relating to general and financial liability protection; practices and techniques of establishing, maintaining, and modifying a comprehensive risk management program
• Health, life, property, casualty, and liability insurance coverages
• Workers’ compensation law
• Principles and practices of information technology applicable to business and municipal operations
• Best practices and current information systems technology

• Organizational and management practices as applied to the analysis and evaluation of programs, policies, and operational needs.
• Advanced principles, practices, and techniques of public program administration.
• Pertinent Federal, State, and local laws, codes and regulations.
• Municipal structure and organization in a Mayor-Council/City Manager form of government.
• Principles of employee supervision, career development, and training.
• The concepts of word processing, spreadsheets, micro-computer, and mainframe computer applications.
• Modern methods of records management.
• Safe work practices and related regulations.
• Principles of public speaking, conflict resolution, and excellent customer service.

Ability to:

• Organize, implement, and supervise departmental goals and City objectives.
• Administer a variety of City-wide programs and administrative activities; implement and manage complex system upgrades and/or replacements; manage all aspects of life cycle management for critical systems throughout City departments.
• Develop and implement department policies and procedures.
• Supervise, train, and evaluate assigned personnel.
• Prepare a variety of complex and comprehensive reports and documents.

• Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of agency goals.
• Effectively and fairly negotiate appropriate solutions and contracts.
• Manage resources within budget and policy parameters.
• Plan, organize, direct, and supervise the work professional, technical, and office support staff.

• Make presentations before groups and represent the City in public forums.
• Read and comprehend complex laws and regulations and initiate policies and procedures for their implementation.
• Use computer and needed programs effectively.
• Communicate effectively, orally, electronically, and in writing.
• Establish and maintain cooperative working relationships with City officials, employees, and the general public.

EXPERIENCE

Five years of increasingly responsible experience administering public sector Human Resources functions, including two years of managerial and supervisory responsibility that would have provided the opportunity to develop the required skills, knowledge and abilities.

EDUCATION

Possession of a Bachelor’s degree from an accredited college or university in business, public administration, information technology, or a closely related field.

Possession of a Master’s degree in Public Administration or a closely related field.

Possession of a valid California Driver’s License in the category necessary to perform essential duties of the position may be required at the time of appointment. Individuals who do not meet this requirement due to a physical disability will be considered for accommodation on a case-by-case basis. Maintenance of a valid California Driver’s license and proof of automobile liability insurance thereafter is a condition of continued employment.

PHYSICAL REQUIREMENTS

Maintain required physical abilities including: Vision adequate to operate vehicles and equipment, read instructions and follow directions; hearing adequate to distinguish mechanical noises, converse on telephone and in person; body mobility adequate to drive and perform required duties; use of hands and fingers adequate for driving, writing, typing and computer related functions; ability to lift tools, files and equipment as needed.