DEFINITION Under administrative direction, plans, organizes, directs, manages and reviews the administrative activities and operations of the Town including budget and accounting, finance, information technology, utility billing and risk management functions; oversees the delivery of administrative support services to other Town departments including management of the Town annual budget, action plan and strategic planning cycle; coordinates assigned activities with other Town departments and outside agencies; provides highly responsible and complex staff assistance and administrative support to the Town Manager and Town Council including other duties and responsibilities for effective and efficient delivery of services; and performs related work as required. CLASS CHARACTERISTICS This is a department head level classification that oversees, directs, and participates in all activities of the Administrative Services Department, including short- and long-term planning, development, and administration of departmental policies, procedures, and services. This class provides assistance to the Town Manager and Assistant Town Manager in a variety of administrative, coordinative, analytical, and liaison capacities. Successful performance of the work requires knowledge of public policy, Town functions and activities, including the role of the Town Council, and the ability to develop, oversee, and implement projects and programs in a variety of areas. Responsibilities include coordinating the activities of the department with those of other departments and outside agencies and managing and overseeing the complex and varied functions of the department. The incumbent is accountable for accomplishing departmental planning, operational goals and objectives and for furthering Town goals and objectives within general policy guidelines.
EXAMPLES OF DUTIES: ESSENTIAL DUTIES AND RESPONSIBILITIES: (Illustrative Only) 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, projects, services, and activities. Develops, directs, and coordinates the implementation of goals, objectives, policies, procedures, and work standards for the department; establishes, within Town policy, appropriate budget, service, 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; initiates and manages internal investigations; 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 Town needs; implements, administers and trains Town staff as appropriate on Town-wide policies such as anti-fraud policy. 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. Resolves complex utility billing complaints that are elevated to administration for resolution; drafts utility billing policies and ordinances for Town Manager and Town Council review, as appropriate. Evaluates the need for and develops, plans, and schedules for long-term financial, budgetary, risk management, and IT programs; organizes available resources for the efficient operation of the department; compiles estimates, contract provisions, and specifications. Serves as the Town's principal budget officer; coordinates the development and administration of the Town's budget; assists with budget forecasting; reviews and controls programs and projects to ensure cost effectiveness. Manages all activities related to the Town's general accounting function, including the maintenance of the accounting system, general ledgers, Town-wide feasibility studies, cash receipts function, general and special project budgeting, fixed assets, timekeeping, account analysis, and preparing various ad hoc reports. Maintains and reconciles a variety of funds, ledgers, reports, and accounting records; examines accounting transactions to ensure accuracy; approves journal vouchers to post transactions to accounting records; performs month-end, fiscal year-end, and calendar year-end accounting system processing. Works with Public Works Department management on utility billing rate setting (water and wastewater accounts); maintains an understanding of and actively participates in rate-setting processes, policies and procedures. Oversees the development, modification, and implementation of the Town's Information Technology master plan, strategic plans, processes, and procedures; investigates, evaluates and oversees administration of new applications and hardware/software upgrades related to all computer technology, related systems as well as the internet and intranet. 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 Town needs and requirements for contractual services; negotiates contracts and agreements and administers same after award. Represents the department to other Town departments, Town Council, 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 Town Council and a wide variety of committees, boards, and commissions. Attends and participates in professional group meetings; stays abreast of new trends and innovations in the assigned fields and other services as they relate to the area of assignment. Maintains and directs the maintenance of working and official departmental files. Monitors changes in laws, regulations, and technology that may affect Town or departmental operations; implements policy and procedural changes as required. Prepares, reviews, and presents staff reports, various management and information updates, and reports on special projects as assigned by the Town Manager. Participates as a member of the executive management team; works cooperatively to address Town issues, ensures overall health of the organization, fosters good communications between program staff, and provides consistent and professional management.