ADMINISTRATIVE SERVICES DIRECTOR

DEADLINE TO APPLY: January 3rd, 2024

SALARY: Minimum $62,299.00 (possibly higher depending on experience)

Vision

Our commitment is to cultivate a safe, engaged community, attuned to the needs of its citizens. Honoring the past, enhancing the present, and advancing the future.

Mission

Jackson County is dedicated to providing services that fuel economic growth and ensure public safety. Prioritizing wise stewardship of material, fiscal, and natural resources and enhancing our cultural heritage through collaborative governance and community participation.

Values

FOR Jackson. For Future. For YOU.

Class Title of Each Position Reporting to Directly to This Position

·         Procurement Officer

·         Grant/Contracts Coordinator

·         Admin Asst.

Role and Responsibilities

This professional level position serves as Administration liaison funneling information and requests requiring administrative authorization and review. Directs and supervises the preparation of analytical reports, research studies, and special project assignments. Overseeing all aspects of budget planning.  Lead Capital Planning initiative and tracking. Provides guidance and oversight to the Procurement Officer, Contracts and Grants Coordinator and coordinates all ongoing long-term recovery (LTR) efforts. Performs various administrative and executive duties at the county administration offices. Performs skilled work in administrative areas of the county, plans organizes, and implements Administrative Services goals and objectives.   Provides operational support to all departments ensuring communications and expectations are met for all projects.  Work requires a considerable knowledge of tracking, planning, program development, curriculum, program evaluation, and grant funding sources. Excellent communication skills are required to coordinate County-wide efforts, mediate conflicts and develop effective networks. Exceptional skill in research, synthesis of information, writing and editing are needed to develop successful proposals for outside funds. Work is performed under the direction and guidance of the County Administrator.

Essential Job Functions

Conducts research on best practices among other counties and U.S. cities regarding the integration of disaster recovery/hazard mitigation, and makes recommendations to the County Administrator;

In coordination with the Deputy County Administrator and Emergency Management Director, will develop a clear vision on hazard mitigation, facility and staff preparedness, special projects and LTR plans and policies that are designed to help the county become more resilient in an era of increased storms and climate changes;

Work with the  Deputy County Administrator and Facilities Director to coordinate and implement capital planning projects related to County buildings;

Identifies and builds partnerships with Federal, State, non-profit, and community agencies/organizations to better align hazard mitigation and LTR planning;

Lead Capital Planning initiative and tracking;

Prepare and present annual budget to the Administrator and Board;

Review budget requests and amendments for approval;

Analyze financial information to ensure all operations are within budget;

Identify variances between actual and budgeted financial results at the end of the reporting periods;

Review budget for compliance with legal regulations with guidance from and in conjunction with the County Attorney;

Forecast future budget needs;

Work with the Clerk/finance department to facilitate audits, payment processing requests and other matter as needed.

Insure other staff (coordinators, writers, and administrators) are complying with their responsibilities for completion;

Prepare financial or budget plans and allocations along with the Budget Officer in accordance with each requirement;

Analyze the budget trends and make recommendations for cost control and reduction for various grants;

Provides guidance and oversight to the Procurement Officer, and the Contracts & Grants Coordinator

Attends Board meetings and makes presentations to the Board concerning areas of responsibility;

Inspects  Divisions work operations to ensure adherence to laws, regulations, policies and procedures, codes and standards of quality and safety;

Directs and supervises the preparation of analytical reports, research studies, and special project assignments;

Facilitate on-going long term recovery efforts and serve as LTR coordinator on an as needed basis.

Represents the County in the community and at professional meetings;

Monitors changes in applicable laws, rules and regulations and informs appropriate staff and make recommendations as needed;

Performs other job related requirements, as needed.

 (The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties or requirements of this position.)

Qualifications and Education Requirements

Bachelor's degree in personnel management, business or public administration, or a related field, and 3 to 5 years of experience in personnel administration, preferably in a local governmental setting; or any equivalent combination of training and experience which provides the required skills, knowledge and experience and abilities.

Knowledge, Skills, and Abilities

Considerable knowledge of local, state, and federal laws and regulations pertaining to local government;

Considerable knowledge of state statutes, rules and codes pertaining to all aspects of county government;

Considerable knowledge of employee development and empowerment, integrity, professionalism, and responsibility at organizational levels;

Refined and diplomatic ability to analyze a wide array of administrative issues and make sound policy and procedure recommendations and decisions;

Quantitative skill required to resolve problems and make sound decisions; and

Quantitative skill required to establish and maintain effective working relationships with Board members, local officials, peers, employees, and public;

Quantitative skill required to facilitate teams and work groups in the resolution of issues and realization of goals and objectives.

Excellent project management skills with experience in managing and supervising administrative projects

Possess excellent organizational skills

Strong command over written and verbal communication

Excellent interpersonal and presentation skills

Good understanding of the organization's overall business and its objectives

Possess good knowledge of planning and strategizing financial and budgeting issues

Ability to work within a team and provide support to the junior staff

Ability to perform in cross-functional team approach and job responsibilities

Experience with basic financial management skills including developing and monitoring budgets and financial reporting

A multi-tasker with strong ability to work under pressure

Ability to prioritize work, meet deadlines and produce quality results on time with attention to detail.

Physical Requirements: Must be physically able to operate a variety of automated office machines including computers, typewriters, copiers, facsimile machines, etc. Must be physically able to operate a motor vehicle in a safe manner.  Must be able to exert up to 20 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.   Physical demand requirements are in excess of those for Sedentary Work.  Light Work usually requires walking or standing to a significant degree.  However, if the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.

Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural or compositional characteristic (whether similar to or divergent from obvious standards) of documentation of policies and procedure.

Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information.  Includes receiving instructions, assignments and/or directions from superiors.  

Language Ability: Requires the ability to read a variety of correspondence, reports, forms, manual, invoices, surveys, etc.  Requires the ability to prepare correspondence, reports, forms, meeting minutes, news releases, purchase orders, etc., using prescribed formats and conforming to all rules of punctuation, grammar diction, and style.  Requires the ability to speak to people with poise, voice control and confidence.   

Intelligence:  Requires the ability to apply rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardized exists; to interpret a variety of instructions furnished in written, oral diagrammatic, or schedule form.  

Verbal Aptitude:  Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions.  Must be able to communicate effectively and efficiently in standard English.  

Numerical Aptitude:  Requires the ability to utilize mathematical formulas; to add and subtract totals; to multiply and divide; to determine percentages and decimals; to interpret graphs; and to compute discounts, interest, profit and loss, and ratios and proportions.  

Form/Spatial Aptitude:  Requires the ability to inspect items for proper length, width, and shape.  

Motor Coordination:  Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment.  

Manual Dexterity:  Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc.  Must have minimal levels of eye/hand/foot coordination.  

Color Discrimination:  Requires the ability to differentiate between colors and shades of color.  

Interpersonal Temperament:  Requires the ability to deal with people beyond giving and receiving instructions.  Must be adaptable to performing under stress and when confronted with persons acting under stress.    

Physical Communication:  Requires the ability to talk and/or hear:  (talking:  expressing ideas by means of spoken words; hearing - perceiving nature of sounds by ear).  Must be able to communicate via telephone.  

(Reasonable accommodations will be made in accordance with existing ADA requirements for otherwise qualified individuals with a disability.)  

This job description is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, or working conditions associated with the position. While it is intended to accurately reflect the position activities and requirements, management reserves the right to modify, add, or remove duties and assign other duties as necessary. This job description does not constitute a written or implied contract of employment. 

Salary : $62,299