Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
DEFINITION
Direct, manage, supervise and coordinate the activities and operations of the Purchasing, Fleet, and Facilitie Divisions within the Internal Services Division including City-wide budget development and coordination, long-range financial planning, accounting and financial reporting, investment and cash management, centralized procurement, central stores, and fleet maintenance and replacement; coordinate assigned activities with other divisions, departments and outside agencies; and provide highly responsible and complex administrative support to the Deputy City Manager.
SUPERVISION RECEIVED AND EXERCISED
Receives administrative direction from the Deputy City Manager.
Exercises direct supervision over professional, technical and clerical staff.
Primary Duties-The following are examples of primary duties assigned to positions in this classification. Other related duties and responsibilities may be assigned.
1. Assume management responsibility for assigned services and activities of the Purchasing, Fleet Services, and Facilities Divisions, including parking, purchasing, stores, fleet procurement, maintenance, and repair.
2. Manage cash and investment functions; monitor cash balances; manage and implement investment transactions; prepare investment reports.
3. Assist in the coordination of the development and presentation of the City-wide budget; organize and enhance the systems, processes, policies, and procedures used throughout the organization for developing and tracking the City’s operating and capital budget; prepare and distribute guidelines for all facets of the City’s budget development, input, review, modification, and presentation processes; manage and oversee budget for special projects and programs.
4. Serve as the principal purchasing official for the City; conduct and oversee complex contract, purchasing, or bid negotiations and finalizations of terms of agreements; ensure compliance with City procurement policies, procedures, rules and standards; present and report purchasing recommendations to City Council.
5. Assist in the development of projection methods and recommendations for the City's primary sources of revenues; update and balance long range financial projections.
6. Prepare and administer the 10 year Business and Management Plan for the Equipment Fund; control Equipment Fund revenues and expenditures to ensure fund balance and adequate cash flow to maintain and replace City fleet equipment
7. Prepare annual equipment replacement list; administer review process for replacement decisions; establish equipment rental fees based on operating and replacement costs.
8. Manage and participate in the development and implementation of goals, objectives, policies and priorities for assigned programs; recommend and administer policies and procedures.
9. Monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; recommend, within departmental policy, appropriate service and staffing levels.
10. Plan, direct, coordinate and review the work plan for assigned staff; assign work activities, projects and programs; review and evaluate work products, methods and procedures; meet with staff to identify and resolve problems.
11. Select, train, motivate and evaluate accounting and budget personnel; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline and termination procedures.
12. Serve as the liaison with other divisions, departments and outside agencies; negotiate and resolve sensitive and controversial issues; respond to and resolve difficult and sensitive citizen inquires and complaints.
13. Conduct a variety of organizational studies, investigations and operational studies; recommend modifications to programs, policies and procedures as appropriate.
14. Assist in the development and maintenance of the financial reporting system; prepare various financial reports and statements as requested by the Deputy City Manager, and City Manager; assist in the preparation of the financial reports as required by law; provide financial support and assistance to City Departments.
QUALIFICATIONS
Knowledge of:
Management of operations, services, and activities of a government accounting, budgeting, and financial reporting program.
Principles and practices of revenue forecasting, debt management, and investment management.
Principles, practice, and theory of municipal finance and budgeting.
Supervision, training and performance evaluation.
Principles and practices of centralized stores and warehouse operations.
Fleet services and cost recovery.
Procurement standards and procedures.
Application of Generally Accepted Accounting Principles and Government Accounting Auditing and Financial Reporting Standards to municipal government and private enterprise.
Pertinent Federal, State and local laws, codes and regulations.
Recent developments, current literature and information related to fleet maintenance technology.
Occupational hazards and standard safety practices.
Automated information systems and integrated business office software.
Research methods and sources of information related to a broad range of municipal programs and financial and economic data.
Ability to:
Oversee and participate in the management of comprehensive programs for accounting, budgeting, and financial reporting; centralized procurement and stores; municipal fleet replacement and maintenance.
Oversee, direct and coordinate the work of lower level staff.
Select, supervise, train and evaluate staff.
Participate in the development and administration of division goals, objectives and procedures.
Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
Research, analyze and evaluate new service delivery methods and techniques.
Interpret, apply, and ensure compliance with Federal, State and local policies, laws and regulations.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Prepare and administer large program budgets.
Coordinate and oversee the preparation and monitoring of all aspects of the budget.
Prepare clear and concise administrative and financial reports.
Ensure compliance with grant program policies and procedures.
Research, analyze, and interpret financial and accounting records.
Analyze, design, and implement financial and accounting systems.
Negotiate and administer complex contracts.
Apply judgment in the analysis of bids and contract awards.
Experience and Training Guidelines
Minimum Requirements:
Experience:
Five years of increasingly responsible financial program management experience including two years of administrative, management, and supervisory responsibility.
Training:
Equivalent to a Bachelors degree from an accredited college or university with major course work in accounting, finance, or public administration.
Other combinations of experience and education that meet the minimum requirements may be substituted.
WORKING CONDITIONS
Environmental Conditions:
The job is performed in the following working environment:
Office environment.
Physical Conditions:
The job is characterized by:
Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
The following physical activities are very or extremely important in accomplishing the classification’s purpose and are performed on a daily basis:
While performing the duties of this job, the employee is regularly required to sit, stand, walk, talk, hear, see and demonstrate manual dexterity. The employee is also required to perform light lifting.