Administrative Services Manager - Finance Department

City of Reno, NV - City of Reno, NV (30+ days ago)4.5


Description
There is currently one (1) position available in the Finance Department and this will establish a list for future vacancies. This is an open competitive recruitment for all qualified individuals.

POSITION SUMMARY
Under general direction, plans, directs, manages, and oversees the activities of the Administrative Services division of the Finance Department including fiscal affairs, records, supply, payroll, contracts and grants management; works on special projects/programs; coordinates assigned activities with other divisions, outside agencies, and the general public; and provides staff assistance to the Director of Finance.

Bilingual candidates are encouraged to apply.

Note: The salary and benefits associated with this position are subject to change at any time.

Examples of Essential Functions
Assume full management responsibility for the daily operation of all administrative services and activities for the department including personnel/staff supervision, receivables, payables, records, supplies, and contracts and grants management.

Manage the development and implementation of departmental goals, objectives, and priorities for each assigned area; identify significant policy and operational issues; confer with and provide assistance to management team in resolving issues; create strategic objectives and succession plans for various divisions within the department.

Select, train, motivate and evaluate all supervisory, professional, technical and clerical employees; provide or coordinate staff training and succession planning; work with employees to correct deficiencies; implement discipline and termination procedures; reward employees for their contributions to the department.

Oversee the development of the entire department budget document; analyze, review and audit the entire department budget; provide budget advice to the Finance Director; prepare department wide budget reports.

Develop and administer the department budget; forecast funds needed for staffing, equipment, materials, and supplies.

Provide responsible and complex assistance in administering the daily operations and activities of the department; direct and oversee the preparation of the City Council staff reports; monitor the progress of key issues faced by the department and attainment of various Council goals.

Represent the department to all divisions, other City departments, and outside agencies; explain, justify and defend City programs, policies and activities; negotiate and resolve sensitive and controversial issues; identify opportunities to build the foundation to repeatedly, and consistently market the department to citizens.

Respond to and resolve difficult and sensitive citizen inquiries and complaints, media inquiries, City Council concerns, issues and community needs.

Analyze various legislative issues and develop the department's legislative lobbying strategy to ensure passage of bills favorable to the department's short and long range goals.

Provide staff assistance to the Finance Director; prepare and present special projects or programs; conducts research, provides fiscal/data analysis, develops performance measurements; writes staff reports and other necessary correspondence; provide staff support to assigned boards and commissions.

Participate in labor relations activities including but not limited to, collective bargaining, handling grievances, employee discipline and other personnel matters, conducting investigations, and other related duties.

Attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of public administration and management (financial, educational).

Perform related duties as required.
Minimum Qualifications
Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training:
A Bachelor's degree from an accredited college or university with major course work in public administration, business administration, finance/accounting or a related to area. A Master's degree is highly desirable.

Experience:
Seven (7) years of increasingly responsible professional level administrative and management analysis experience preferably within a local government environment.

License or Certificate:
Possession of an appropriate, valid driver's license.

Knowledge of:
Principles and practices of public administration.
Organization and operation of municipal government.
Municipal government functions specifically related to program areas.
Operational characteristics, services and activities of assigned significant program area. Advanced principles and practices of program development and administration.
Advanced organizational and management practices as applied to the analysis and evaluation of programs, policies, and operational needs related to area of assignment.
Principles and practices of contract negotiation, preparation and monitoring.
Principles and practices of labor relations including employee grievances and collective bargaining procedures.
Principles and applications of critical thinking and analysis.
Techniques and formulae for administrative, financial and comparative analysis.
Methods and techniques of effective technical, administrative, and financial record keeping, report preparation, and presentation.
Recent developments, research methods, current literature, and sources of information related to assigned programs and service areas.
Terminology used in areas of assignment.
Principles and practices of budget preparation and administration and grant application and administration principles and practices.
Finance and accounting systems.
Principles of business letter writing.
Federal, state, and local government organizations.
Methods and techniques of conflict resolution.
Pertinent federal, state, and local laws, codes, and regulations.
Principles of supervision and training, which may be applied to the supervision of volunteers.
Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
Principles, trends, methods, and techniques used in customer service, public relations, public information, and program education and promotion.
English usage, spelling, grammar, and punctuation.

Ability to:
Plan, organize, direct, coordinate, and evaluate significant programs, projects, events, or technical areas.
Oversee and participate in the development and administration of program goals, objectives and procedures.
Perform the full range of complex and difficult professional analytical, programmatic and administrative duties involving the use of independent judgment and personal initiative.
Collect, evaluate and interpret varied information and data.
Research, analyze, and formulate recommendations, work plans, and activities regarding planning, technical, and administrative issues.
Analyze complex problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
Develop recommendations for problematic areas and implement and monitor changes.
Prepare clear and concise technical, administrative and financial reports.
Prepare clear, accurate and concise tables, schedules, summaries and other materials in statistical and narrative form.
Establish and maintain various data collection, record keeping, tracking, filing, and reporting systems.
Research, negotiate, manage, and monitor contracts and agreements.
Understand the organization and operation of the City, assigned program, and of outside agencies as necessary to assume assigned responsibilities.
Understand, interpret, and apply administrative and departmental policies and procedures as well as pertinent federal, state, and local laws, codes, and regulations.
Properly interpret, ensure compliance with, and make recommendations in accordance with laws, regulations and policies.
Identify and respond to community and organizational issues, concerns, and needs.
Coordinate multiple projects and meet critical deadlines.
Organize and prioritize timelines and project schedules in an effective and timely manner.
Plan, schedule, and review the work and performance of subordinates and volunteers in a manner conducive to proficient performance and high morale.
Participate in the preparation and administration of budgets.
Operate and use modern office equipment including a computer and various software packages. Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.
Work in a team based environment to achieve common goals.
Coordinate multiple projects and complex tasks simultaneously.
Meet the physical requirements to safely and effectively perform the assigned duties. Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT
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 setting with some travel to different sites and locations.

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; and to verbally communicate to exchange information.
Supplemental Information

HOW TO APPLY:
You may submit your completed application and supplemental questionnaire online at www.reno.gov/jobs by October 12, 2018 at 5:00 p.m. PT. If a computer or mobile device is not available to you, suggested locations to complete an online application submittal include: the City of Reno City Hall 2nd floor computer kiosk or the 5th floor Civil Service Offices, or any locations of Nevada Job Connect and any local library or educational facility.

Note: Please answer the supplemental questions included with this announcement. The questions are the applicant's final grade.

EXAMINATION PROCESS:
Supplemental Questions/Training & Experience Questionnaire: 100% of final grade.

NOTIFICATION:
Applicants are notified by email of their examination results. Applicants who do not meet the minimum qualifications will also be notified.

TESTING ACCOMMODATION:
If you wish to identify yourself as an individual with a disability and will be requesting an accommodation, that request must be made to the Chief Examiner no later than the closing date of this announcement.

CONTACT AND DEMOGRAPHIC INFORMATION:
Applicants are responsible for keeping the Reno Civil Service Commission informed of all contact phone, email and mailing changes. Rule XV, Section 2.

EMPLOYEE/VETERAN PREFERENCE (In the Event of Tie Scores):
In the event of tie scores resulting from an open competitive examination, employees will be provided a rank preference in the following order: employees with established veteran status shall be given the first preference, non-veteran employees second preference and non-employee veterans third preference. A candidate who desires to claim veteran's preference must, at time of application, submit documentation of honorable discharge from the United States Armed Forces. This preference will only be administered in the event of tie scores. Documentation must be submitted at time of application.

APPOINTMENT & CERTIFICATION:
Appointments to positions in the City's Civil Service system are made on the basis of examination. Scores resulting from a competitive examination are used in determining a person's rank on an eligible register. The current certification rule in effect at the time a request is received by the Civil Service Commission will be used to refer names. The department may hire any of the persons referred. The names of those persons not hired may be considered when the next vacancy occurs, for as long as that register is viable.

PROBATIONARY PERIOD:
As the final step in the selection process, newly hired and newly promoted employees serve a probationary period of fixed duration to show their ability to perform the work.

QUESTIONS/UPDATES:
Questions about the information on this announcement and updates to application information should be directed to Civil Service at (775) 334-2223.

The City of Reno is an equal opportunity employer. Recruitment, hiring, assignment, training, compensation, promotion, retention, and disciplinary decisions will be made without regard to race, color, religion, creed, national origin, sex, sexual orientation, gender identity, gender expression, age, pregnancy, physical or mental disability, genetic information, veteran status, political affiliation, membership in an employee association, or any other protected class status applicable under federal or state law or City Charter.