Director of Administrative Services

Director Of Administrative Services

Due to an impending retirement, the Village of Grafton is seeking its next Director of Administrative Services, a vital role for the organization. Under the general direction of the Village Administrator, the Director of Administrative Services performs a variety of routine and complex supervisory, professional, administrative, and technical accounting and finance functions in maintaining the fiscal records and systems of the Village.

They are also responsible for overseeing the statutory function of the Clerk.

- Manages and supervises assigned operations including Clerk's Office to achieve goals within available resources; plans and organizes workloads and staff assignments; trains, motivates and evaluates assigned staff; reviews progress and directs changes as needed.

- Provides leadership and direction in the development of short- and long-range plans; gathers, interprets, and prepares data for studies, reports and recommendations; coordinates department activities with other departments and agencies as needed.

- Provides professional advice to Village Administrator; makes presentations to Village Administrator, boards, commissions, civic groups, and the general public.

- Assures that assigned areas of responsibility are performed within budget; performs cost control activities; monitors revenues and expenditures in assigned area to assure sound fiscal control; prepares annual budget requests; assures effective and efficient use of budgeted funds, personnel, materials, facilities, and time.

- Determines work procedures, prepares work schedules, and expedites workflow; studies and standardizes procedures to improve efficiency and effectiveness of operations.

- Issues written and oral instructions; assigns duties and examines work for exactness, neatness, and conformance to policies and procedures.

- Maintains harmony among workers and resolves grievances; performs or assists subordinates in performing duties; adjusts errors and complaints.

- Prepares a variety of studies, reports and related information for decision-making purposes.

- Serves as chief financial advisor to the Village Administrator.

- Establishes and maintains internal control procedures and assures that state and national standard accounting procedures are maintained.

- Supervises the collection of taxes, fees, and other receipts in accordance with laws and regulations.

- Maintains financial records and prepares financial reports.

- Develops financial studies and plans; forecasts, estimates, and monitors the financial condition of the Village to assure the fiscal well being of the Village.

- Oversees the central computerized financial and management information system of the Village.

- Assists in budget preparation and execution.

- Makes recommendations regarding issuance of debt and coordinates debt issuances with consultant, presentation for approvals to Village Board and federal continuing disclosure requirements.

- Directs or manages the posting and reconciliation of ledgers and accounts.

- Directs the preparation of state and Federal reports, including tax reports.

- Trains and develops financial and Clerk's Office staff.

- Oversees payroll, accounts payable, and purchase order processing.

- Oversees utility and other billings.

- Oversees the investment of Village funds.

- Oversees the safety of departmental employees.

- Oversees general liability and workers compensation insurance program and relationship with insurance carrier.

- Oversees banking relationships.

- Serves as a member of the Employee Safety and Wellness Committee.

- Regular full-time attendance at this position is required. Peripheral Duties - Develops finance related ordinances and resolutions.

- Represents the Village at various conferences and meetings.

- Perform general management duties for the Village Administrator as assigned.

- Perform cost-of-service studies for utility rate considerations.

Education and Experience:

A. Graduation from an accredited 4-year college or university with a degree in accounting, finance, business or public administration, or a closely related field, and five (5) years of progressively responsible municipal finance work, or an equivalent combination of training and experience which provides the necessary knowledge, skills, and ability. Necessary

Knowledge, Skills and Abilities:

A. Considerable knowledge of modern governmental accounting theory, principles, and practices; considerable knowledge of internal control procedures and management information systems; considerable knowledge of office automation and computerized financial applications; considerable knowledge of public finance and fiscal planning; considerable knowledge of payroll and accounts payable functions; working knowledge of budgetary, accounting and reporting systems, GAAFR, GAAP and GASB;

B. Skill in operating the listed tools and equipment;

C. Ability to prepare and analyze complex financial reports; ability to…