Director of Administrative Services

Salary : $185,255.56 - $225,179.29 Annually

Location : South Gate, CA

Job Type : Top Management

Job Number : 202500592

Department : Administrative Services

Opening Date : 01 / 29 / 2025

Closing Date : 3 / 12 / 2025 5 : 00 PM Pacific

About the Position

This recruitment will close on Wednesday, March 12, 2025.

The applicants that best meet the needs of the Administrative Services Department may be invited to the next phase of the recruitment.

Under the general administrative direction of the City Manager, plan, direct, manage, oversee and evaluate the financial activities of the City including budget, general accounting, information technology, payroll, financial reporting, business licensing, purchasing, water utility billing and customer service; and provides highly responsible and complex administrative support to the City Manager. The Director of Administrative Services serves as the Director of Finance.

CLASS CHARACTERISTICS

The Director of Administrative Services is responsible for the management and direction of all finance and computer information services activities. The Director of Administrative Services is a member of the Senior Executive Team of the City and serves as the Director of Finance.

SUPERVISION RECEIVED

Works under the general administrative direction and supervision of the City Manager.

SUPERVISION EXERCISED

Exercises direct supervision over all divisions of Finance and Computer Information Services.

Examples of Essential Functions

The following functions are typical for this classification. The incumbent may not perform all of the listed functions and / or may be required to perform additional or different functions from those set forth below to address business needs and changing business practices.

Assume full management responsibility for all department services and activities including planning, organizing and directing all internal support functions for all of the divisions within the Administrative Services department; recommend and implement policies and procedures.

Manage the development and implementation of departmental goals, objectives, policies and priorities for each assigned service area.

Establish, within City policy, appropriate service and staffing levels; monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; allocate resources accordingly.

Plan, direct and coordinate, through 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.

Assess and monitor workload, administrative and support systems, and internal reporting relationships; identify opportunities for improvement; direct and implement changes.

Prepare and present written and oral reports on Administrative Services related issues.

Select, train, motivate and evaluate assigned personnel; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline.

Oversee and participate in the development and administration of the department and City-wide budget; approve the forecast of funds needed for staffing, equipment, materials and supplies; approve expenditures and implement budgetary adjustments as appropriate and necessary.

Explain, justify and defend department programs, policies and activities; negotiate and resolve sensitive and controversial issues.

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.

Provide staff assistance to the City Manager, participate on a variety of boards, commissions and committees; prepare and present staff reports and other necessary correspondence.

Attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of public administration, finance and computer information services.

Respond to and resolve difficult and sensitive citizen inquiries and complaints.

Supervises and participates in the development, maintenance and operation of the general accounting system and business license system.

Supervises the preparation, auditing and disbursement of claims and demands against the City, including all payroll functions.

Plans and confers with the City Manager in the preparation of the annual City preliminary budget and supervises the maintenance of necessary budgetary controls including purchasing and inventory.

Coordinates and directs information technology functions.

Analyzes and interprets financial and economic data.

Conducts financial planning, prepares departmental budget estimates and administers expenditures from approved funds.

Supervises the collection of delinquent accounts and the maintenance of property records, inventories, and amortization schedules.

Conducts financial reporting on state and federal subventions and grants.

Prepares reports and correspondence and maintains departmental records.

Administers City's adopted investment policy, as assigned.

Conducts and manages special studies designed to increase the efficiency and economy of municipal operations.

Perform related duties as required.

Minimum & Desirable Qualifications

Education and Experience

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 equivalent to a Bachelor's degree from an accredited college or university with major course work in government finance, public administration or a related field. Master's degree preferred. Six years of increasingly responsible finance, accounting, information technology management, or related experience, including three years of management and administrative responsibility.

License or Certificate :

Possession of, or ability to obtain, an appropriate, valid driver's license.

Knowledge, Skills and Abilities

Knowledge of : operations, services and activities of the Administrative Services department; principles and practices of governmental accounting and auditing; budgeting, taxation, revenue and record keeping procedures; principles and practices of supervision, leadership, customer service and public contact; applications of electronic data technology; interpretation and implementation of local, state and federal codes, laws and regulations.

Skills and Ability to : manage and direct programs and activities of the Administrative Services department; interpret, apply and explain financial data, related laws and regulations; analyze data and prepare reports of related activity; direct the preparation and maintenance of accurate records; supervise, plan and organize work for subordinate staff to meet deadlines; work effectively with financial contractors, employees and the general public; work independently with little direction; meet the public in situations requiring diplomacy and tact; communicate effectively both orally and in writing; establish and maintain cooperative working relationships.

Other Important Information

Physical Demands and Work Environment

The physical demands and work environment described here 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 functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and / or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. The noise level in the work environment is usually quiet in the office and moderately loud when outdoors. Incumbents are not substantially exposed to adverse environmental conditions.

Application Packets Must Include : A fully completed online employment application which :

• A complete resume covering at least the past 10 years of employment history (or longer if you have other relevant experience).
• Cover letter.
• A minimum of three (3) professional references.
• Responses to the supplemental questionnaire.
• Must be specific in describing your qualifications for this position. Failure to state all pertinent information may lead to elimination from consideration. Stating "See Resume" is not an acceptable substitute for a completed application.
• Individuals who require a reasonable accommodation to participate in any phase of the application or selection process must advise Human Resources and make such a request during the application process. Every effort will be made to provide a reasonable accommodation where requested.

Selection Process : All application materials received by the application deadline will be reviewed and evaluated. All information supplied by applicants is subject to verification.

Pre-employment Process

Hiring of Relatives : Relatives of existing employees by blood or marriage will not be eligible for employment with the City if potential supervision, safety, security, or morale problems exist; or if potential conflicts of interest exist. Relatives include an employee's parents, children, spouse, brothers, sisters, in-laws, and step relationships.

The provisions of this announcement do not constitute an expressed or implied contract and any provisions contained in this announcement may be modified or revoked without notice.

Equal Opportunity Employer

The City of South Gate is an Equal Opportunity Employer. In compliance with all applicable Federal and State laws, it does not discriminate on the basis of race, color, national origin, ancestry, marital status, age, religion, disability (mental or physical), medical condition, genetic characteristic or information, sex (including gender, gender identity, gender expression, or pregnancy), sexual orientation (including homosexuality, bisexuality, or heterosexuality), or military or veteran status in its employment actions, policies, procedures, or practices.

The City of South Gate

The City of South Gate is a busy urban community consisting of residential, commercial, and industrial development, spread over 7.41 square miles. It is currently ranked the 59th largest city in California with a population of approximately 97,000. Strategically located along the 710 freeway, the City is just 12 miles southeast of downtown Los Angeles.

Appointed & Top Management Positions' Benefits

Benefits for Appointed and some Top Management Positions vary and are based on contract agreements between the employee and City Council.

Benefits typically include the following :

1. Vehicle Allowance

2. Technology Allowance

3. Administrative Leave

4. Vacation Leave

5. Sick Leave

6. Deferred Compensation

7. Holidays

8. Retirement CalPERS

9. Retiree Medical Insurance

10. Life Insurance

11. Health Insurance

12. Medical & Dental Opt Out

13. Superior Vision Insurance

14. Allowance

15. Fitness

16. Tuition Reimbursement

I understand that an incomplete application may lead to disqualification from the recruitment process and I have supplied all the applicable information in my application. Examples of incomplete / inaccurate information leading to disqualification include, but are not limited to noting incorrect department, leaving dates of employment blank, not attaching requested copies of certificates, leaving duties blank or noting "See Resume," etc.

Do you currently possess a Bachelor's or higher degree from an accredited college or university with major course work in government finance, public administration or a related field?

If you selected "Yes" to Question #2, please indicate the academic institution that awarded your degree and the area of study. If you answered "No," to Question #2, please indicate N / A.

Do you currently possess a Master's degree in government finance, public administration, or a related field? If so, please make sure this information is detailed in the Education section of your application.

Do you possess a minimum of six (6) years of increasingly responsible finance, accounting, information technology management or related experience, including three (3) years of management and administrative responsibility?

If you answered "Yes" to Question #5, please list your previous and current experience. Please include name of employer(s), position(s) held, duration of employment, and duties assigned. If you answered "No" to Question #5, please indicate N / A.

Do you have experience with budget preparation, administration and oversight experience in a municipal setting?

If you answered "Yes" to Question #7, please describe your experience with budget preparation, administration and oversight experience in a municipal setting. In your response, please including the funding amounts and complexity for each budget described. Include information about the organization for which you worked, your role in the process and the length of time you performed the work. Please specifically discuss your experience in operations and Maintenance (O&M) and Capital Improvement Program (CIP) budgets. If you answered "No" to Question #7, please indicate N / A.

Do you have experience in presenting financial material to executive staff, governing bodies and / or community organizations or members?

If you answered "Yes" to Question #9, please describe your experience in presenting financial material to executive staff, governing bodies and / or community organizations or members. Please be specific about the type of information presented, the audience to which the information was presented and the intent and outcome of the presentation. If you answered "No" to Question #9, please indicate N / A.

A resume, cover letter and three (3) professional references are required to be submitted as attachments when submitting your application.Please confirm that you have added your resume, cover letter and three (3) professional references.

Are you a CalPERS retired annuitant?

Required Question

Salary : $185,256 - $225,179