Assistant Director of Administration

JOB SUMMARY:

This is a highly professional senior position charged with the leadership and management of all administrative staff and the financial and fixed assets of the Department of Housing and Human Services. This position works in partnership with the Assistant Director of Client Services and reports to the Director of Housing and Human Services and may perform the Director's functions in their absence. The employee in this position is considered an "essential employee."

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Leadership and Strategic Development

• Leads and manages all administrative roles and responsibilities within the department.
• Oversees administrative employees, ensuring effective performance and professional development.
• Leads and manages the development of SOPs, policies, and procedures of the department
• Develops and implements strategic initiatives based on data-driven practices and community needs assessments.
• Fosters a positive work environment, enhancing employee morale and communication.
• Represents the department in public engagements, including social media, community events, and fundraising activities.
• Develops and delivers presentations for various stakeholders, including staff, community partners, and elected officials.
• This position supervises all administrative staff.

Financial Management

• Collaborates with the City Chief Financial Officer and Director of Finance to ensure timely and accurate financial activities.
• Directs the management of fiscal activities, including processing, controlling, recording, and reporting.
• Oversees the administration of purchases, vendor accounts, and purchase orders.
• Supervises staff of federally funded reimbursement programs.
• Supports the development and management of departmental budgets, including preparing preliminary drafts for new programs and projects.
• Reviews monthly expenditures and aligns fiscal activities with departmental goals.
• Maximizes grant allocations and ensures compliance with associated regulations.
• Conducts financial activity audits to maintain integrity of expenditures.

Facilities, Fixed Assets, and Technology

• Supervises departmental facilities employees.
• Collaborates with other departments and contractors to ensure project completion and compliance.
• Supports project planning for new developments or renovations.
• Recommends measures to improve operational efficiencies and equipment performance.
• Continuously reviews contracts and procedures related to information systems.
• Implements and reviews data management systems to align with departmental goals.
• Performs other duties as assigned.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

REQUIRED EDUCATION AND/OR EXPERIENCE:

• Bachelor's degree or equivalent in financial management, public administration, business management, or a related field.
• Six (6) years of experience working in direct service environments serving vulnerable populations. Three (3) of which were in management or supervisory role.
• Experience working within a multi-disciplinary team.
• Commitment to professional ethics and standards.
• Eight (8) years of experience in a comparable role can be substituted for a bachelor's degree

REQUIRED CERTIFICATES AND/OR LICENSES:

• Vehicle Operator's license with satisfactory driving record that meets insurability standards of the City's insurance carrier is required. The employee must maintain the license for the duration of their employment.

REQUIRED SKILLS (Communication/Language; Mathematical; Computer; etc.):

• Knowledge of contract management and grant administration.
• Knowledge of governmental finance and accounting principles.
• Strong organizational and communication skills.
• Ability to supervise, train, and direct staff.
• Ability to communicate complex budget and financial information to employees, community partners, and elected officials.
• Proficiency in Microsoft Office Suite.

OTHER DESIRABLES:

• Certification as a CPA (Certified Public Accountant) or CPFO (Certified Public Finance Officer).

PHYSICAL DEMANDS: The physical demands 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 position, the employee is required to frequently move about for long periods of time. The employee is required to occasionally remain in a stationary position for extended periods of time, to compile and retrieve information from computers, telephones phones, etc., to draft and write, and to handle paperwork. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include the ability to observe and inspect items directly in front or to either side of self, to assess items at a distance, to distinguish colors, depth perception, and ability to adjust focus.

WORK ENVIRONMENT/CONDITION: The work environment characteristics described here are representative of those an employee encounters while performing 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 regularly required to work in a typical office setting. The noise level in the work environment is usually moderate.