Department: Administrative Services
Pay Grade: 112
FLSA Status: Exempt
The Administrative Services Director works very closely with the Town Manager on personnel and other matters as directed, as more fully stated herein. Importantly, this position serves as a liaison to Town employees on behalf of the Town Manager. As such, the individual occupying the position must be able to maintain a harmonious environment with employees, communicate effectively and respectfully, and maintain the highest standards of ethics, trust and integrity.
Under general administrative direction of the Town Manager, the Administrative Services Director plans, directs, manages, and oversees the activities and operations of the Human Resources Department, and other departments or divisions, as assigned by the Town Manager; coordinates assigned activities with other departments and outside agencies and/or vendors (including third party vendors that provide information technology services to the Town and building management); and provides highly responsible and complex administrative support to the Town Manager. With respect to human resources, the Administrative Services Director manages all Human Resources Department services and activities including classification and compensation administration, recruitment, selection and placement, training and development, labor relations, employee relations, human resources records, workers compensation, and benefits administration. The Administrative Services Director also serves as the Town’s Risk Manager, oversees administration of the workers’ compensation program, and works with the Town Attorney and other employees on liability claims administration. Additionally, the Administrative Services Director serves as the Town’s liaison to the Executive Internship Program(s).
ESSENTIAL JOB FUNCTIONS
As noted above, the Administrative Services Director has three (3) separate areas/functions for which he/she is responsible: (1) Human Resources; (2) Information Technology; and (3) Building Management. Because the bulk of the management responsibilities for Information Technology and Building Maintenance are both outsourced to third parties, the duties related to those areas are significantly less than the human resources job responsibilities, as more fully indicated below:
- Directs, coordinates and participates in labor relations, which includes, but is not limited to, the interpretation and implementation of policies, procedures, and the Employee Policy and Procedures Manual, as well as investigating and responding to grievances and other complaints as appropriate.
- Provides support and guidance to Department Heads and employees in all assigned areas; in human resources, this includes performance evaluations, discipline, grievance procedures, interpretation of policies, procedures, rules, and related matters.
- Administers the Town’s classification and compensation systems and plans; performs job audits and analyses; prepares and revises class specifications; conducts salary and fringe benefit surveys; analyzes data; recommends adjustments as appropriate.
- Identifies, evaluates and solves hiring challenges.
- Develops and implements targeted recruitment strategies to ensure a robust and diverse applicant pool for all openings.
- Manages the hiring process to ensure consistency across departments and appropriate communication among program, administrative, and fiscal employees.
- Interviews potential candidates and makes recommendations to the Town Manager and/or other department heads regarding hiring and promotions.
- Provides on-boarding and off-boarding services and Town orientation to all new employees and ensures department and/or program level orientations are standardized and effective.
- Collaborates with department heads to update job descriptions across the Town and implements a system for regular review and revision to job descriptions.
- Designs and implements an enhanced performance management system for employee performance evaluations.
- Mediates and suggests solutions of employee disputes or conflicts to the Town Manager.
- Responds to requests for accommodation and maintenance of substance abuse programs through third party providers.
- Responsible for personnel recordkeeping.
- Manages, directs, and coordinates the disciplinary process; advises department heads on working with employees to correct deficiencies and/or implement disciplinary actions, and advises on the discipline investigation process.
- Supervises the preparation, proper filing, and completion of worker’s compensation claims; monitors and advises department heads regarding temporary transitional work assignments/return to work policies and procedures in consultation with the Town Attorney’s Office.
- Attends and participates in professional group meetings; maintains awareness of new trends and developments in the field of human resources administration, employee relations, and other assigned areas; incorporate new developments as appropriate.
- Serves as the Town’s Title VI Non-Discrimination Coordinator.
- Serves as liaison related to administrative personnel matters between department heads and the Town Manager.
- Coordinates and schedules comprehensive training and professional development programs for all Town employees.
- Works closely with Town Attorneys to ensure the Town administers and utilizes industry best practices that are fair, legal, ethical, and professional in all employee relations.
- Assures that all personnel transactions are in compliance with the Employee Policy & Procedures Manual and Employee Safety Manual.
- Oversees implementation of administrative directives from the Town Manager regarding Town employees.
- Works closely with Town’s Insurance Broker for the enrollment and administration of all Town employee medical, dental, vision, life, short-term/long-term disability benefits.
- Ensures that the Town’s employee policies and procedures comply with all applicable laws and audits these policies and procedures periodically to ensure compliance.
- Complies with Federal, State, and Local legal requirements by studying existing and new legislation.
- Develops and maintains Information Technology protocols, including security protocols.
- Maintains close relationships with third-party IT helpdesk and technology maintenance provider.
- Supports planning and budgeting for IT purchases and upgrades.
- Monitors Town facilities, receives complaints, and requests reports from Town employees concerning Town facilities for the purpose of identifying the existence of hazards or issues in need of maintenance and/or repair by building management.
- Reports hazards and issues for maintenance and/or repair to building management.
- Follows up with building management to ensure any maintenance and/or repair issues are addressed.
- Oversees the Janitorial Services for all Town-leased offices, which responsibility includes the procurement process, vendor meetings, and the coordination of other special services.
- Responsible for scheduling and/or setting up the Council Chambers, community room, and conference rooms for personnel-related events.
- Assists Town Manager in development of all present and future office space needs.
- Prepares bid specifications when needed, secures quotations, and places orders, and recommends vendor contract relationships in the best interest of the Town.
- Serves as the Town Manager’s designee, as directed, with respect to interactions and communications with department heads.
- Serves with department heads in a management team capacity.
- Recommends policy development, problem solving, appropriate responses to citizen inquiries, and changes in Town’s organizational structure when advisable.
- Participates in the preparation, coordination, and presentation of the Town’s annual budget, capital improvement budget, and internal fiscal control measures; participates in the development and presentation of financial forecasts and historical information.
- Follows up on programs assigned to various departments, and coordinates programs across departmental lines, as directed by the Town Manager.
- Supervises and manages all aspects of the Town’s Executive Internship Program(s).
- Supervises administrative employee(s) within the Human Resources Department, the Customer Service Representative, and IT third party Contractor.
- Serves as Safety Committee Chairperson; conducts quarterly Safety Committee meetings while closely monitoring safety programs compliance in accordance with policies and procedures.
- Attends meetings of the Town Council including workshops, special call meetings and regular council meetings.
- Attends periodic meetings as directed by the Town Manager.
- Prepares and submits reports and studies and other necessary correspondence which would be beneficial to the Town as required by the circumstances or requested by the Town Manager.
- Performs other duties as directed by the Town Manager.
Education and Experience:
- A Bachelor’s Degree required, but Master’s Degree preferred, in Public Administration or Business Administration with coursework involving information technology and human resources management is required.
- Eight (8) years of experience across a range of Human Resources competencies, including at least four (4) of supervisory/management experience, during which at least two (2) subordinates were supervised, is required.
- Equivalent combination of education and experience may be considered.
- Requirements may be waived by the Town Manager.
Licenses or Certifications:
- Requires certification from the Society for Human Resource Management Certified Professional (SHRM-CP), SHRM Senior Certified Professional (SHRM-SCP).
- Requires a valid State of Florida driver’s license. Must have an acceptable driving record at time of appointment, and throughout employment.
- Must be a non-smoker.
- Must be fluent in English.
- Ability to communicate in Spanish is preferred.
- Incumbent must complete a background investigation, physical examination, and a drug screening test.
Knowledge, Skills and Abilities:
- Positive attitude/good people skills.
- Ability to lead/motivate/inspire.
- Methods and techniques of recruiting, interviewing and selecting qualified applicants for employment.
- Principles and practices of wage and salary benefit administration; job analysis; and conducting employee investigations.
- Principles and practices of municipal budget preparation and administration.
- Advanced methods of report preparation and presentation.
- Principles and practices of program development and administration.
- Advanced principles and practices of organization, management, supervision, training, and performance evaluation.
- Principles and practices of strategic planning.
- Principles of effective public relations and interrelationships with community groups and agencies, private businesses and firms, and other levels of government.
- Methods and techniques of research, statistical analysis, and report presentations.
- Advanced knowledge of the principles and established practices of human resource management including applicable laws and sources for obtaining relevant information.
- Advanced knowledge of the principles and established practices of public administration including citizen communications, intergovernmental relations, and legal aspects of municipal operations.
- Basic knowledge of the standard techniques of commodity purchasing including bid specifications and vendor relations.
- Knowledge of computer operation systems, software applications and technical support resources available to local government.
- Ability to do research in published sources of information in order to comply with statutes and regulations pertaining to public sector employment.
- Ability to maintain effective working relationships with co-workers, the general public and elected officials.
- Demonstrated organizational leadership and decision-making capability at a senior management level in a collaborative manner.
- Maintains high ethical and professional standards.
- Proficiency in oral and written communications.
- Knowledge of the public records laws.
- Advanced knowledge of modern office practices and procedures.
- Skilled in the use of Microsoft Outlook, Word and Excel, PowerPoint and other similar programs.
- Ability to establish and maintain effective working relationships with other personnel and the public.
- Ability to maintain and protect confidential and sensitive employee data including bank records, health records, and social security numbers, among other items.
- Ability to understand and carry out verbal and written instructions.
- Ability to multi-task and work within deadlines.
- Ability to use computers for data entry, word processing, and accounting purposes. Able to keep track of and manage records. Ability to operate a copying machine. Repair, develop, or install telecommunications systems, computer hardware, or network systems. Ability to supervise employees using or repairing heavy or complex machinery.
The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.
Work is performed primarily indoors where exposure to dust, dirt, fumes, and noises is not typically encountered.
- Annual Salary Range: $ 109,811.69 – $ 176,796.82
- Salary will be determined based on experience and qualifications.
CITY & STATE
Cutler Bay, Florida
($) 109811.69 - ($) 176796.82