Administrative Services Director

Receives administrative direction from the City Manager. Exercises direct supervision over supervisory, professional, technical, and administrative support staff through subordinate levels of supervision.

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Assumes full management responsibility for all Administrative Services Department programs, services, and activities, including human resources, risk management, and information technology functions.
• Oversees the City’s general liability, property, worker’s compensation and other related insurance and safety programs.
• In conjunction with the City Attorney, provides risk management review and guidance to management, supervisors and staff regarding existing or proposed City activities, programs and projects to enhance safety and identify and reduce associated risks to acceptable levels.
• Oversees the City’s claims administration process and monitors the City’s risk management claims and incurred losses.
• Develops, directs, and coordinates the implementation of goals, objectives, policies, procedures and work standards for the department; establishes, within City policy, appropriate budget, services, and staffing levels.
• Manages and participates in the development and administration of the department’s annual budget; directs the forecast of additional funds needed for staffing, equipment, materials, and supplies; directs the monitoring of and approves expenditures; directs and implements adjustments as necessary.
• Selects, trains, motivates, and directs department personnel; evaluates and reviews work for acceptability and conformance with department standards, including program and project priorities and performance evaluations; works with employees on performance issues; implements discipline and termination procedures; responds to staff questions and concerns.
• Contributes to the overall quality of the department’s service by developing, reviewing, and implementing policies and procedures to meet legal requirements and City needs; continuously monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; assesses and monitors the distribution of work, support systems, and internal reporting relationships; identifies opportunities for improvement; directs the implementation of change.
• Monitors legal, regulatory, technology, and societal changes and court decisions that may affect the work of the department; determines equipment acquisition, training programs, and procedural changes to ensure retention of qualified staff and the provision of services to the community in an effective, efficient, and economical manner. 
• Oversees the development of consultant requests for proposals for professional services and the advertising and bid processes; evaluates proposals and recommends project award; coordinates with legal counsel to determine City needs and requirements for contractual services; negotiates contracts and agreements and administers same after award. 
• Represents the department to other City departments, elected officials, and outside agencies; explains and interprets departmental programs, policies, and activities; negotiates and resolves significant and controversial issues.
• Conducts a variety of departmental organizational and operational studies and investigations; recommends modifications to programs, policies, and procedures as appropriate. 
• Participates in and makes presentations to the City Council and a wide variety of committees, boards, and commissions; attends and participates in professional group meetings.
• Directs the maintenance of working and official departmental files as well as files specific to Human Resources, Risk Management, and Information Technology in conformance with regulatory requirements.
• Prepares, reviews, and presents staff reports, various management and information updates, and reports on special projects as assigned by the City Manager. 
• Responds to difficult and sensitive public inquiries and complaints and assists with resolutions and alternative recommendations.
• Serves as a spokesperson for the department at a variety of community events, meetings, and other public relations activities. 
• Ensures staff observe and comply with all City and mandated health and safety rules, regulations, and protocols. 
• Performs other duties as assigned.

• Administrative principles and practices, including goal setting, program development, implementation and evaluation and supervision of staff, either directly or through subordinate levels of supervision.
• Principles and practices of human resources in a public agency setting.
• Principles, practices and techniques of recruitment and selection, job analysis, classification, compensation and benefit analysis, and labor relations.
• Principles and practices of public agency risk management and safety program administration.
• Principles and practices of public agency general liability, property and worker’s compensation insurance.
• Principles and practices of technology and communication systems administration.
• Principles and practices of public agency technology and user support, technology selection and implementation
• Laws, codes and regulations applicable to municipal administrative services.
• Techniques for effectively representing the City in contacts with governmental agencies, community groups and various business, professional, regulatory and legislative organizations.
• Techniques for successfully working with a variety of individuals from various socio-economic, cultural and ethnic backgrounds, in person and over the telephone.
• Principles of leadership, effective supervision, and effective public presentation.
• Information technology pertaining to human resource functions.
• Records management principles and practices.

• Plan, organize, administer, coordinate, review, evaluate and personally participate in a comprehensive municipal human resources, risk management, and information technology program.
• Administer multiple programs and the work of professional, technical and office support staff in human resources, risk management, and information technology.
• Select, train, motivate, develop, and evaluate the work of staff. Develop and maintain a cohesive team consisting of employees from three distinct professional disciplines.
• Develop and implement goals, objectives, policies, procedures, work standards and internal controls for each division.
• Identify and make improvements to administrative business processes.
• Manage the city-wide human resources information technology program.
• Apply administrative and analytical skills to complete tasks and solve problems in the areas of human resources, risk management, and information technology.
• Effectively represent each division and the City in meetings with governmental agencies, contractors, vendors, and various business, professional, regulatory and legislative organizations.
• Interpret, apply and explain complex laws, codes, regulations and ordinances.
• Prepare and present clear and concise reports, correspondence, policies, procedures and other written materials.
• Use initiative, tact, prudence and independent judgment within general policy and legal guidelines.
• Establish and maintain effective working relationships with those contacted in the course of the work.
• Develop and maintain up-to-date equitable and consistent human resources programs and plans in all areas of human resources.
• Develop and maintain prudent and effective risk management, safety and insurance programs.
• Develop and maintain efficient and effective City-wide technology and communication systems.

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Equivalent to bachelor’s degree in human resources management, public or business administration, or a related field and six (6) years of increasingly responsible management and/or administrative experience in human resources, employee and labor relations, risk management, information technology, and project administration, including at least three (3) years of management and/or supervisory experience in a public agency setting.

• Possession of, or the ability to obtain, a valid Class C California driver’s license upon appointment.

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer and to operate a motor vehicle to visit various city departments and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. Standing in and walking between work areas is frequently required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification frequently bend, stoop, kneel, and reach to perform assigned duties, as well as push and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds with the use of proper equipment. Reasonable accommodations will be made for individuals on a case-by-case basis.

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.