Senior Millage Administrator

Under the general direction of the Administrator/Controller and the direct supervision of the Deputy Administrator/Controller, the employee in this position oversees the planning, developing, and administration of the St. Clair County Senior Citizens’ Millage fund. This position performs the administrative functions required to establish and maintain senior services in St. Clair County for citizens 60 years and older.  In addition, this position is responsible for developing and managing the budget as endorsed by the Commission on Aging and approved by the Board of Commissioners.  This position also serves as the support staff for the Opioid Settlement Advisory Committee and sub-committees.  
This part-time position requires approximately 25 hours per week with occasional evenings for commission meetings.  

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Develop complex formal solicitation for senior services as directed by the Commission on Aging; manage the evaluation process to ensure they are complete and accurate; and prepare and present funding recommendations to the Commission on Aging. 
• Develop, recommend and administer annual budget, including projections for subsequent years.  
• Compile, prepare and present monthly, yearly and comparative reports for millage funds.  
• Review requests for reimbursement to ensure accuracy and completeness prior to authorizing payment.  
• Annually assess and evaluate service providers to ensure program compliance.
• Develop Annual Reports for senior millage funds and opioid settlement funds. 
• Prepare meeting agendas, packets and minutes.  
• Maintain web pages, social media presence and public education on available millage funded services and opioid settlement funds as directed.  
• Facilitate and coordinate millage renewal efforts.  Provide educational materials regarding services, statistics of senior services and give presentations as needed.
• Develop and maintain partnerships with community groups and participate in community activities leading to the enhancement of senior services throughout the county.  
• Stay abreast of issues, legislation and other matters effecting seniors in St. Clair County. 
• Conducts research and analysis of data and information in preparation of reports.
• Compiles data, information, prepares technical and strategic reports Commission on Aging/Board of Commissioners, as needed.
• Conduct research and feasibility studies for new services as needed.  
• Track and keep current fund balance reports and projections.  
• Responsible for the administration of the Commission on Aging as well as serving as Secretary to the commission (a non-voting position).  
• Coordinate and serve on sub-committees of the Commission on Aging as needed.  
• Other duties as assigned

SUPERVISION RECEIVED: 
This position work under the direction and supervision of the Deputy Administrator/Controller and/or the Administrator/Controller.

SUPERVISORY RESPONSIBILITIES:
N/A

EXPERIENCE, SKILLS, EDUCATION:

• Bachelor’s Degree in Public Administration, Accounting/Finance, Business Administration or related field of study required; 
• 3-5 years of direct experience, knowledge and skill in financial management, budgets, and/or government administration. 
• Proven ability to manage or administer major public funds over $1 million annually.  
• Must have proven strong skills using the following Microsoft Office programs:   Word, Excel, Outlook and PowerPoint, as well as standard office equipment.  Microsoft Office Certified highly preferred. 
• Exceptional skills in Excel necessary to effectively utilize spreadsheets, generating tables and charts, as well as financial reports.  
• Proven knowledge of the principles of public administration, including functions of elected and appointed boards and commissions.  
• Knowledgeable in OMA as well as statutory procedures for such, as well as other statutory requirements of government.  
• Proven knowledge in the ability to conduct research and write clear and concise reports/recommendations, manuals and correspondence which have their origin in several source documents.
• Ability to perform complex and technical calculations when evaluating service providers proposals and financial reports.  
• Ability to prepare meeting agendas, attends meetings, record, transcribe and distribute minutes.
• Ability to communicate project information through presentations, charts, graphs, reports and processional correspondence.
• Writing, reading, strong mathematical principles; exercise sound judgment and decision making in accordance with policies and procedures; provide effective and friendly customer service; ability to manage sensitive issues and work under stressful conditions; ability of prioritize and time manage.
• Ability to think critically with a high level of organization and attention to detail.
• Considerable knowledge of applicable federal, state and local and/or County policies, procedures and regulations.
• Thorough knowledge of current purchasing methods, procedures and policies.
• Ability to analyze administrative problems, evaluates alternatives, implement sound solutions and make recommendations.
• Ability to communicate effectively with management, co-workers and service providers; 
• Ability to make recommendations to management concerning such issues as procedural changes, long-range goals, and strategic planning of senior services.
• Significant problem solving and organizational skills necessary to prioritize and coordinate diverse, simultaneous projects and the ability to work under pressure of deadlines.  
• Document findings of studies and prepare recommendations for implementation of new systems, procedures or organizational changes.
• The ability to apply marketing, public relations, and/or communications methodologies and techniques for effective communications.
• Knowledge of document management standards and ability to maintain records and files.

ESSENTIAL ABILITIES FOR ALL ST. CLAIR COUNTY JOB CLASSIFICATIONS;

• Ability to demonstrate predictable, reliable, and timely attendance.
• Ability to follow written and verbal directions and to complete assigned tasks on schedule.
• Ability to read, write & communicate in English and understand basic math.
• Ability to learn from directions, observations, and mistakes; and apply procedures using good judgement.
• Ability to work independently or part of a team; ability to interact appropriately with others.
• Ability to work with supervision, receiving instructions/feedback, coaching/counseling and/or action/discipline.
• Ability to be flexible and demonstrate patience and respect in difficult situations.
• Ability to effectively communicate and interact with diverse populations in both oral and written form.
• Ability to establish and maintain effective working relationships with County officials, employees, vendors and the general public.
• Ability to listen to and understand information and ideas presented through spoken words and sentences.
• Ability to read, interpret and apply procedures, rules, technical information, instructions and manuals.
• Ability to use discretion and maintain sensitive and confidential information.
• Adaptability to change in the work environment, managing competing demands and ability to deal with frequent changes, delays or unexpected events.
• Aptitude in performing mathematical calculations and checking figures, postings and documents for correct entry, mathematical accuracy and proper coding.
• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction. 
• Knowledge of the principles and processes for effective teamwork and represent the Department and the County in a positive professional manner.
• Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Proficient skills using Microsoft Office programs including, but not limited to: Word, Excel, Access, and Outlook required.   Proficiency will be tested by a measurable skills test provided by the Human Resource Department.

CONDITIONS OF EMPLOYMENT:

• Prior to starting employment, the candidate must complete a satisfactory background check.  The background check is understood to encompass all forms of pre-employment screening, including but not limited to: drug screen, physical, criminal background, driving record, sex offender registry, education, training and licensing verification, employment history, credit check, and professional and personal references.
• Must possess a valid State of Michigan operator license and maintain this license throughout employment in this position.

PHYSICAL REQUIREMENTS AND WORKING CONDITIONS:
While performing the duties of this job, the employee is regularly required to:

• Speak, hear and understand information through spoken words and sentences.
• Read and understand documents such as safety rules, instructions and procedure manuals.  
• Sit, stand and walk.
• Lift, move and carry boxes, equipment and supplies weighing up to 25 pounds; 
• Push or pull carts, reach above and below shoulder level with hands and arms, and bend or stoop in an ergonomically correct manner.
• Specific vision requirement includes close vision, color and depth perception.
• Use hands to operate a computer, handle materials and operate equipment.
• Generally works in a normal office environment from 8:00 a.m. through 4:30 p.m.
• The noise level in the work environment is moderate with many interruptions. 

AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER
It is the policy of St. Clair County not to discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age, marital status, disability that does not prevent performing essential job functions or because he or she is a protected veteran. It is also the policy of St. Clair County to take affirmative action to employ and to advance in employment, all persons regardless of race, color, religion, sex, national origin, age, marital status, disability that does not prevent performing essential job functions or protected veteran status or other legally protected status, and to base all employment decisions only on valid job requirements. This policy shall apply to all employment actions, including but not limited to recruitment, hiring, upgrading, promotion, transfer, demotion, layoff, recall, termination, rates of pay or other forms of compensation and selection for training, including apprenticeship, at all levels of employment.
Disclaimer: The statements contained in this job description are intended to describe the general nature and level of work being performed by individuals assigned to this position.  They are not to be construed as an exhaustive list of all job requirements or duties performed.  The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Salary : $28 - $37