Administrative Services Director

We are seeking an experienced and skilled Administrative Services Director to join our team at the City of Hermosa Beach Isai. The successful candidate will be responsible for planning, directing, and managing the activities and operations of the Administrative Services Department, including finance and human resources/risk management.

• Plan, organize, direct, and coordinate the financial, accounting, human resources, and risk management programs and activities of the City.
• Manage the development and implementation of departmental goals, objectives, and priorities for each assigned service area.
• Review, evaluate, and make recommended improvements to administrative and financial internal control systems and procedures.
• Coordinate and/or prepare the preliminary and final budgets.
• Oversee the fiscal year end close process and prepare the Annual Comprehensive Financial Report (ACFR).
• Assist in directing debt issuance and administration.
• Prepare revenue estimates, schedules, statements, and data summaries related to budget preparation activities.
• Act as technical advisor to the City Manager, City Council, and department heads concerning financial proposals and programs.
• Confer with other departments and governmental agencies regarding proposed or existing accounting projects or problems.
• Establish policies for accounting systems and procedures, classification of accounts, and reporting of accounting information.
• Develop and implement accounting systems and procedures.
• Coordinate and/or administer the implementation of the City's adopted personnel and risk management policies.
• Coordinate employee recruitment, selection, development, training, and job performance evaluation.
• Assure that employee personnel files are maintained as required by law.
• Manage the labor relations function, including the collective bargaining process, implementation of new contract provisions, and administering contract grievance procedures.
• Provide for the effective administration of the City's benefit plans.
• Provide direction in classification and compensation studies.
• Advise City Manager and Department Directors in handling employee grievances and conduct administrative investigations.
• Provide for the effective administration of the City's risk pool and the administration of general liability claims, workers' compensation claims, and the safety program.
• Establish risk control and financing methods to treat identifiable risks.
• Effectively prepare reports related to personnel and loss prevention activities.
• Act as technical advisor to the City Manager, City Council, and department heads concerning personnel and risk management proposals and programs.
• Confer with other departments and governmental agencies regarding proposed or existing projects or problems.
• Confer with the City Manager on policies, programs, and procedures.
• Establish personnel and policies and procedures.
• Develop and implement risk management systems and procedures.
• Plan, direct, and coordinate, through subordinate level staff, the Administrative Services Department's work plan.
• Assign projects and programmatic areas of responsibility.
• Review and evaluate work methods and procedures.
• Meet with key staff to identify and resolve problems.
• Supervise professional, technical, and clerical staff.
• Coordinate audits by outside agencies and consultants.
• Supervise the auditing of all purchase orders, bills, invoices, payrolls, demands, or charges.
• Examine and review contracts, agenda items, orders, and other documents by which the City incurs financial obligations.
• Prepare monthly and annual reports for the City Manager and the City Council.
• Supervise the disbursement of all monies and the control of all expenditures within budget appropriations.
• Direct the preparation of reports and correspondence.
• Prepare talks, correspondence, and reports related to areas of responsibility.
• Determine major policies and plans long-range departmental programs.
• Administer the training and evaluation programs for department personnel.
• Represent the Administrative Services Department to other departments, elected officials, and outside agencies.
• Coordinate assigned activities with those of other departments and outside agencies and organizations.
• Maintain awareness of best practices and new trends pertaining to areas of responsibility and incorporate new developments as appropriate.
• Respond to and resolve difficult and sensitive citizen inquiries and complaints.
• Ensure compliance with relevant Federal, State, and local laws.

• Knowledge of operations, services, and activities of comprehensive finance, human resources, and risk management programs.
• Knowledge of modern principles, practices, methods, and record-keeping systems.
• Knowledge of principles and practices of auditing, financial control, personnel management, and loss prevention.
• Knowledge of advanced principles and practices of program development and administration.
• Knowledge of fiscal operations and generally accepted governmental accounting principles.
• Knowledge of ordinances, resolutions, and laws affecting municipal financial, human resources, and risk management operations.
• Knowledge of principles and practices of municipal administration.
• Knowledge of purchasing, payroll, and cash management operations.
• Knowledge of principles of public administration, including general budgetary and human resources practices.
• Knowledge of principles and practices of data processing and its applicability to municipal operations.
• Knowledge of research methods and techniques.
• Knowledge of report preparation practices.
• Knowledge of principles of supervision, training, and performance evaluation.
• Knowledge of office procedures, methods, and equipment, including computers and applicable software applications.
• Knowledge of pertinent Federal, State, and local laws, codes, and regulations.
• Ability to plan, organize, direct, coordinate, and supervise the overall operations of the Administrative Services Department.
• Ability to ensure adherence to generally accepted accounting principles.
• Ability to analyze and interpret records and data.
• Ability to develop and administer departmental goals, objectives, and procedures.
• Ability to analyze and assess programs, policies, and operational needs and make appropriate adjustments.
• Ability to identify and respond to sensitive community and organizational issues, concerns, and needs.
• Ability to devise and implement new and improved operating and record-keeping procedures and systems.
• Ability to prepare and control departmental budget and assist with the preparation and control of City budget.
• Ability to prepare accurate financial and statistical reports.
• Ability to make presentations before the City Council and other groups.
• Ability to supervise and train subordinate personnel.
• Ability to delegate authority and responsibility.
• Ability to communicate clearly and concisely, both orally and in writing.
• Ability to establish and maintain effective working relationships with those contacted in the course of work.

Any combination of training and experience which would provide the required knowledge and abilities is qualifying. A typical way to obtain this required knowledge would be:

• Graduation from an accredited college or university with a Bachelor's degree in finance, accounting, human resources, public administration, business administration, or related field.
• Five years of responsible professional experience, preferably with a governmental agency covering a wide-array of functions, and including at least two years in a supervisory or administrative capacity in the areas of municipal finance, budgeting, or human resources.
• Possession of a Master's Degree, SHRM-CP/SHRM-SCP or similar HR certification and/or a Certified Public Accountant's certification is highly desirable.

Possession of a valid Class C California Driver's License with a safe driving record is required and must be maintained as valid during the course of employment.

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Work is performed primarily in a standard office environment with some travel to different sites; incumbents may be required to work extended hours including evenings and weekends and may be required to travel outside City boundaries to attend meetings.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other locations using various modes of private and commercial transportation; and to verbally communicate to exchange information.

Vision: See in the normal visual range with or without correction.

Hearing: Hear in the normal audio range with or without correction