Assistant Director of Administration

GENERAL NATURE OF WORK

The purpose of this classification is to serve as Assistant Director of Administration to the City, managing the City’s Business Licensing, Property Tax, Utility Billing and purchasing functions to ensure accuracy and compliance with applicable laws, policies and regulations. The position is a key leadership role responsible for overseeing the efficient functioning of administrative operations, including managing staff, developing plans, and ensuring alignment with strategic goals. The position reports to the Director of Finance and Administration.

JOB RESPONSIBILITIES

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

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  Plan, direct, and manage the administrative function for the City to ensure compliance with applicable laws, policies and procedures; supervise daily operations of the department.
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  Assist the Finance Director in the establishment and maintenance of internal control procedures.
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  Issues oral and written instructions; assign duties and examines work for exactness, neatness and conformation to fiscal policies and internal procedures.
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  Manage operations to achieve goals within available resources; plan and organize workloads and staff assignments; train, motivate, and evaluate staff; review progress and direct changes as needed.
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  Review invoices, check registers, contracts, budget reports, purchase orders, check requisitions, and transactions to ensure accuracy.
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  Supervise and assist with all Business License, Property Tax and Utility Billing processes. Provide support as needed; identify and resolve problems quickly and effectively.
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  Oversee, organize, direct, and review general procedures, methods and results of processing utility billing, business license, property tax, risk management, and other administrative functions.
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  Assist the Finance Director in the preparation of annual budget and in monitoring City revenues and expenditures to assure sound fiscal control and the effective and efficient use of budgeted funds, personnel, and facilities. Participate in City budget meetings, department meetings and other meetings as needed.
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  Maintains off-site record retention and rotation of records for storage and/or destruction in collaboration with the City Clerk’s office and in accordance with Georgia Law.
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  Represent City to providers/vendors regarding billings, products and services.
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  Serves as a project leader and/or serves as a member of assigned committees for organizational projects, new initiatives, review of processes, development of new policies, and updating existing polices, and other projects as assigned
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  Assist the Finance Director in the development of short- and long-range plans; gather, interpret, and prepare data for studies, reports and recommendations; coordinate activities with other departments and agencies as needed.
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  Prepares government reports as directed by the Finance Director.
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  In the absence of the Finance Director, perform the duties of the Finance Director and serve as acting Finance Director.
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  Attend City Council meetings, prepare and execute agenda items.
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  Maintain a comprehensive, current knowledge and awareness of applicable laws/regulations; maintains professional affiliations; read professional literature; attend workshops and training sessions as appropriate.
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  Operate a personal computer, general office equipment, or other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, or other system software.
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  Perform other related duties as assigned.

KNOWLEDGE, SKILLS, and ABILITIES

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  Ability to function in a director capacity for a major organizational unit
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  Knowledge of public administration principles and practices.
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  Knowledge of management principles and practices.
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  Knowledge of relevant federal and state laws, local codes and ordinances, and city rules and regulations.
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  Knowledge of budget preparation and management principles.
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  Knowledge of personnel management principles, rules, and regulations.
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  Knowledge of public relations principles.
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  Skill in project management.
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  Skill in evaluating complex data.
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  Skill in working with the business community.
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  Skill in strategic planning.
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  Skill in problem-solving.
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  Skill in establishing priorities and organizing work.
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  Skill in interpersonal relations.
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  Skill in working with the public.
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  Skill in oral and written communication.

Requirements

ADA Requirements:

Individuals applying for the posted position must be able to perform the essential functions of the position with or without reasonable accommodation.

Physical Requirements: This position classifies the physical exertion requirements as sedentary work involving lifting no more than 10 pounds at a time and occasionally lifting or carrying articles like docket files, ledgers, and small tools. Although a sedentary job is defined as one which involves sitting, a certain amount of walking and standing is often necessary in carrying out job duties. Jobs are sedentary if walking and standing are required occasionally, and other sedentary criteria are met.

Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.

Benefits