Director of Administrative Services

  • City of West Sacramento
  • West Sacramento, California
  • Nov 14, 2017
Full Time Accounting and Finance Administration and Management Information Technology and Communication Services Executive, Management, Supervisory
  • Salary: 12500 Monthly
  • Salary Top: 15000
  • Phone: 9166174567
  • Apply By: Dec 10, 2017

Summary

The City of West Sacramento is seeking an innovative, motivated professional to direct its Administrative Services Team!

The preferred candidate is an innovative individual who has a history of developing constructive working relationships throughout his/her career. Candidates who bring strengths in finance/budgeting, information technology, and knowledge of general government issues will be favorably considered. The ideal candidate will have the proven ability to work collaboratively across departments and be able to convey departmental activities/projects to the Mayor and City Council.

Job Description

DEFINITION:  The Director of Administrative Services organizes, coordinates and directs the functions of the Administrative Services Department.  The Director of Administrative Services is the Chief Financial Officer of the City and assists the City Manager in the overall financial planning for the City and also acts as the Director of Finance for purposes of the City’s Municipal Code.  The Director of Administrative Services is an “at-will” position that is appointed by and sits at the pleasure of the City Manager.

 

SUPERVISION RECEIVED AND EXERCISED:  Receives direction from the City Manager.  Exercises direct supervision over professional, technical, administrative and supervisory staff.

 

CLASS CHARACTERISTICS:  This is a single, department head level position.  The incumbent reports to the City Manager and has responsibility for providing daily supervision to department staff.

 

EXAMPLES OF ESSENTIAL FUNCTIONS:  (Illustrative Only):  Management reserves the right to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

 

  • Plans, organizes, assigns, and directs the activities, operations, projects, and programs of the Administrative Services Department, including, but not limited to Finance and Information Technology functions.
  • Acts in all cases to promote, secure, and preserve the financial and property interests of the City of West Sacramento.
  • Performs the duties imposed upon the City Clerk by Government Code Sections 37200 through 37210 and Sections 40802 through 40805.
  • Performs the duties imposed upon the City Treasurer by Government Code Sections 41000 through 41007.
  • Serves as the chief fiscal officer of the City.
  • Assists and advises the City Manager and the City Council in all matters pertaining to City finances.
  • Establishes, implements, and evaluates departmental goals, priorities, procedures, and policies.
  • Supervises all accounting functions including payroll, accounts receivable and payable, purchasing, billing and related accounting activities.
  • Supervises and controls the administration of the approved City budget.
  • Advises and consults with the City Manager regarding the preparation of revenue and expenditure estimates and the form and organization of the annual budget.
  • Coordinates and supervises the various municipal tax and revenue programs, including transient occupancy tax, business licenses, utility use fees, and other fees, licenses, and revenue.
  • Prepares financial statements and makes studies and reports as required by law or as directed by the City Manager or City Council.
  • Administers, supervises, and maintains a sound investment program for the City in accordance with legal requirements.
  • Plans, directs and oversees the work of professional, technical and clerical staff involved in a variety of information technology and finance functions.
  • Executes, administers and evaluates contracts and agreements for a variety of information technology and financial services.
  • Monitors developments and legislation related to information technology and financial matters and evaluates their impact upon City operations.
  • Provides staff assistance to the City Manager, City Council, commissions and committees.
  • Represents the City and the Administrative Services Department to outside groups and organizations.
  • Coordinates department activities with those of other departments and outside agencies.
  • Directs the preparation, justification, and administration of the department budget and work plan.
  • Directs the selection, development, evaluation, and discipline of department staff.
  • Prepares or directs the preparation of reports, memoranda, correspondence, studies, research and special projects.
  • Performs such additional duties as requested by the City Manager or City Council and as directed by other City Ordinances.

Special Instructions

Special Instructions

*Job description pending City Council approval.


EXAMINATION PROCESS:  An official City of West Sacramento application form must be filled out, in its
entirety.  It is the applicant’s responsibility to explain his/her qualifications fully and clearly.  In addition, applicants must submit a resume and complete the required supplemental questionnaire.  Incomplete
information on the application, resume and/or supplemental questionnaire may be cause for
disqualification.  Application packages will be reviewed and screened for qualifications.  Depending upon the
number of qualified candidates, an oral panel interview may or may not be held and is tentatively scheduled to be held the week of December 18, 2017.  Those applicants successfully passing this phase of the
recruitment process will be placed on an eligibility list.  The top candidates will be referred to the Assistant City Manager for further departmental consideration. 

APPLICATION PROCESS:   ONLINE APPLICATION (Preferred Method):  Candidates are encouraged to apply on-line using the CalOpps web site at www.calopps.org and visiting the City of West
Sacramento’s employment page. The CalOpps application is considered an official City application.  Be
sure to submit all the required documents, which include; official City application, resume, and completed
supplemental questionnaire. 
                                              — OR — 
PAPER APPLICATION:  You may submit the required documents, which include; official City application,
resume, and completed supplemental questionnaire to: 

City of West Sacramento Human Resources Division

1110 West Capitol Avenue, 3rd Floor
West Sacramento, California  95691 

A City application can be obtained in person, by sending a self-addressed, stamped envelope (#10 or business size) to the Human Resources Division, or by downloading from the City’s website at www.cityofwestsacramento.org

 

You will be disqualified if you do not submit the required completed City application, resume and completed
supplemental questionnaire. 

Final Filing Date:  5:00 p.m., December 10, 2017. 

The supplemental questionnaire is contained within this flyer as a separate attachment. 

Job Requirements

QUALIFICATIONS:

 

Knowledge of:  State and Federal laws, regulations, codes and local ordinances governing the functions of the department; principles and practices of public administration, organization and budgeting, and principles of supervision and effective management.

 

Skill in:  Planning, organizing, and coordinating the activities of a city department; communicating clearly and concisely, both orally and in writing; preparing and administering a department budget, preparing or analyzing and reviewing staff reports and recommendations; establishing and maintaining cooperative work relationships with City officials, employees and the general public.

 

EDUCATION AND EXPERIENCE:  Any combination of training and experience which would provide the required knowledge and skill.  A typical way to obtain the required knowledge and skill would be:

 

Education:  A Bachelor’s Degree from an accredited college or university with major in public or business administration, finance, industrial relations, accounting, social science, or related field.

 

Experience:  Seven (7) years of increasingly responsible municipal senior management experience that includes significant participation in budgetary development/administration, strategic planning, and policy/procedure development/implementation .  Experience is to include five (5) years of supervisory experience.

Additional Information

Benefits

DEPARTMENT HEADS

 

Auto Allowance:

Police and Fire Chiefs have the option of a city vehicle or a car allowance of $500 per month.

Bereavement Leave:

2-4 days depending upon relationship of employee to deceased. Additional 2 days discretionary. See Personnel Rules.

Compensation Plan:

The salary range for Department Heads is $150,000 - $180,000 annually.  Movement within the salary range is limited to an increase of 2% per year.

Non-recurring Pay for Performance Program is an additional component of the compensation plan.  Maximum annual percentage amount is 10% effective July 2015.  The Pay for Performance compensation is non-PERSable pay and based on annual evaluation by the City Manager.

One-Time Retention Bonus Payment:  A one-time, non-PERSable retention bonus payment of 1% of annual base salary paid the pay period inclusive of 7/1/2015 and 7/1/2016.

Deferred Compensation:

Voluntary

401(a) Money Purchase Plan:

City contributes 4.5% of base salary, mandatory employee contribution of 5.5%.

Holidays:

10 set and 3.5 floating.

Long-Term Disability:

Standard LTD paid by City. (cost = 1.0% of gross wages)

Management Leave:

80 hours per fiscal year – prorated depending upon date of hire (see Internal Procedures). No accumulation.

Medical, Dental & Vision After Retirement:

Medical and dental premiums to be paid by the City according to the formula below:

For Department Heads other than Police Chief and Fire Chief:

5-10 years of service = $75 + 30% of the premium

10-14 years of service = $100 + 50% of the premium

15 – 19 years of service = $150 + 75% of the premium 

20+ years of service = 100% of premiums

The City Manager has the authority to advance the department head with less than 5 years of service to the 5 year level prior to that individual’s attainment of 5 years of actual service. Benefit never to exceed $1,500 in total premiums. 

Vision is offered for up to 18 months (COBRA) and is paid by the retiree.

Police Chief:  Effective January 1, 2012, 100% of medical premiums up to CalPERS Health Plan, Blue Shield Access+ plan.  May access dental after retirement at retiree’s expense.  Should the retiree not elect to participate in dental after retirement or cancels coverage, he/she cannot re-elect coverage during open enrollment.

Medical, Dental & Vision After Retirement (con’t):

Fire Chief:  Medical after retirement pursuant to provisions in the City's medical plan for Fire Management with CalPERS which is currently $800 per month.  May access dental after retirement at retiree’s expense.  Should the retiree not elect to participate in dental after retirement or cancels coverage, he/she cannot re-elect coverage during open enrollment.

All Department Heads:  Additionally, individuals who have access to a medical and dental after retirement program from a previous employer would not be eligible for this benefit if the plan is at least as beneficial as the City plan(s) as determined by the level of coverage and cost to the employee.

Medical, Dental, Vision, and Life Insurance:

Medical plans are offered through the CalPERS medical program (PEHMCA) using the unequal, minimum contribution methodology.  Dental plan is self-insured through Delta Dental.  Vision plan is Vision Service Plan.  The life insurance is a $24,000 term life insurance with $1,000 coverage for a spouse and children aged 6 months to 23 years, and $100 coverage for children aged 14 days to 6 months.

The City will allot $900 per month per employee towards a cafeteria plan.  Effective January 1, 2016, the City will allot $950 per month per employee towards a cafeteria plan.

The employee must purchase dental, vision and life and has the option to purchase medical insurance with the remainder of the allotment. If the employee still has money left over after the purchase of medical, vision, life, and dental insurance plans, the employee can divert the remainder to a city deferred compensation plan or supplemental salary according to the procedures governing cafeteria plans as established by law. See current rate chart for all premiums.

Retirement:

Miscellaneous (Non-Safety):

For employees hired on or after January 1, 2013, who are new CalPERS members,  the retirement formula will be 2% @ 62, in accordance with the Public Employees’ Pension Reform Act of 2013 (PEPRA) and includes highest thirty-six months for final compensation determination and Unused Sick Leave Credit.  6.25% of employee’s contribution is paid by employee.

For employees hired on or after February 11, 2012, the retirement program shall be the 2% @ 60 formula, highest thirty-six months for final compensation determination, 3rd level of the 1959 Survivor Benefit, Military Service Credit as Public Service, the Unused Sick Leave Credit option.  The employee pays the entire 7% employee contribution.

For employees hired before February 11, 2012,  the retirement program shall be the CalPERS 2.5% @ 55 plan, includes highest thirty-six months for final compensation determination, 1959 Survivor's Benefit (3rd Level) and Unused Sick Leave Credit.  The employee pays the entire 8% employee contribution.

New employees covered by a public retirement system with reciprocity (i.e., 37 Act), will be placed in the 2% @ 60 plan, in accordance with PEPRA.

Retirement: (continued)

Fire Chief:

For employees hired on or after January 1, 2013, who are new CalPERS members, the retirement formula will be 2.7% @ 57 in accordance with the Public Employees’ Pension Reform Act of 2013 (PEPRA) and includes highest thirty-six months for final compensation determination and Unused Sick Leave Credit.  11.5% of employee’s contribution is paid by employee.

For employees hired on or after December 15, 2012, or who are current CalPERS members, 3% @ 55 plan.  Includes highest thirty-six months for final compensation determination and Unused Sick Leave Credit.  The  employee contributes entire 9% of employee contribution.

For employees hired before December 15, 2012, 3% @ 50 with final year highest comp, enhanced non-industrial disability, 1959 Survivor's Benefit (3rd level), and Unused Sick Leave Credit.  The employee contributes entire 9% of employee contribution.

New employees covered by a public retirement system with reciprocity (i.e., 37 Act), will be placed in the 3% @ 55 plan,in accordance with PEPRA.

Police Chief:

For employees hired on or after January 1, 2013, who are new CalPERS members, the retirement formula will be 2.7% @ 57 in accordance with the Public Employees’ Pension Reform Act of 2013 (PEPRA) and includes highest thirty-six months for final compensation determination and Unused Sick Leave Credit.  11.5% of employee’s contribution is paid by employee.

For employees hired on or after October 8, 2011, or who are current CalPERS members, 3% @ 55 plan.  Includes highest thirty-six months for final compensation determination and Unused Sick Leave Credit.  Employee contributes entire 13.325% of employee’s contribution.  (Increase of 4.325% of employee share pursuant to cost sharing agreement.)

New employees covered by a public retirement system with reciprocity (i.e., 37 Act), will be placed in the 3% @ 55 plan, in accordance with PEPRA.

For All Department Heads:

City reports the value of EPMC for both miscellaneous and safety groups, if applicable

Sick Leave:

12 days per year. Unlimited accumulation and no payoff.  However, an em­ployee shall be paid one-half of the value of his/her accumulated sick leave upon layoff or death based upon his/her salary at the time of termi­nation.  At retirement, employee may choose to have up to 50% of the value of his/her accumulated sick leave paid out in cash or have up to 100% of unused sick leave reported to CalPERS as service credit..

Unfunded Liability:

Employee contributes $10 per month to be used to reduce the unfunded liability for retiree medical.

Uniform Allowance:

Applicable to Fire and Police Chiefs only = 1% of base salary.

Vacation:

1-5 yrs = 10 days; 6-10 yrs = 15 days; 11-19 yrs = 20 days; 20+ yrs - 25 days.  Maximum accumulation = 456 hours per year.  Total payoff at separation.  Continue suspension of vacation sell back provisions through June 30, 2017.  Those Department Heads at the minimum vacation accrual may be placed at the next accrual level at the discretion of the City Manager.  Employees are allowed to go over their vacation caps during the calendar year as long as they are at or below their vacation cap on December 31st of each year.