Administration Manager

Summary

This requisition expires on May 8, 2024, but may close earlier if the position is filled prior to the expiration date.

Responsible for providing executive-level support by developing and monitoring the department's operating, capital, and special revenue fund budgets, monitoring project accounts, and managing administrative staff. which provide payroll, procurement, and accounts payable services for the department.

Essential Functions and Other Important Duties

ESSENTIAL FUNCTIONS

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

DUTIES

• Prepare and assist with the presentation of the annual budget, assist managers in monitoring and analyzing program budgets, forecasts, priorities, and recommendations.

• Oversee timekeeping procedures and the procurement of services and supplies for the Department; ensure adherence to related policies.

• Support staff, process updates, and provide training to department staff regarding budget, accounting, procurement, accounts payable processes, and payroll.

• Assist in the development, coordination, and measurement of Key Performance Indicators (KPIs) for the Department; track results and provide reports on Key Focus Areas and Key Action Steps of the Strategic Plan to City of Denton Administration.

• Monitor performance data against existing or new performance targets; prepare reports, graphs, charts, and other illustrative materials by gathering and analyzing a variety of data points related to operational and financial analysis in support of the development of short and long-range goals for assigned areas.

• Act as the department liaison with the City of Denton Finance, Budget, Treasury and Purchasing Departments.

• Review, monitor and evaluate processes for continuous operation improvements, including but not limited to decreasing turnover and delivering seamless customer service; review and recommend optimized methods for transaction processing and financial reporting.

• Investigate internal and external stakeholder concerns; perform research for issues coordinates and facilitates necessary actions to resolve concern as appropriate; when necessary, communicate directly for identification of service needs and address concern with appropriate written, verbal, or in-person follow-up.

• Coordinate public information and marketing projects for departmental programs and services, including but not limited to, print and digital media, public meetings, and special events.

• Provides financial assistance and guidance in the preparation of grant applications. Administer the accounting and reporting function for all departmental grant funded projects.

• Act as the Department Director, in their absence, as needed.

• Regularly attend and participate in community and board meetings, as needed.

• Prepares and edits documents for board and Council such as Agenda Information Sheets, Resolutions, Ordinances, and agendas.

PARKS AND RECREATION

• Review, update, and evaluate KPIs; provide summary and recommendations for areas needing improvement.

• Serve as primary departmental coordinator for capital improvement projects (CIP) and capital maintenance program (CMP).

• Manage and perform cost-of-service analysis and utilize program pricing models to recommend fee adjustments.

• Research, implement, and manage complex Strategic Planning programs.

• Oversee Commission for Accreditation of Park and Recreation Agencies (CAPRA) annual report request responses and helps to manage implementation of CAPRA-related best practices; serve as administrator of the CAPRA re-accreditation process.

• Track departmental 311 requests; notify and guide staff in drafting responses to inquiries.

• Manage departmental intern program, including by not limited to, intern hiring, identifying roles within department, and serve as liaison with university staff regarding intern performance.

• Provide guidance and oversight to identified public art department staff;manage art-related budgets, assist with grant applications and reporting, determine art project scopes and draft Calls for Artists with staff.

• Provide oversight and guidance of the department grant plan and application process.

• Serve as administrator for Recreation Registration Management Software.

SUPERVISORY/BUDGET RESPONSIBILITIES

• Select,train,supervise, and evaluate staff; recommend assignment/assignment change, retention, discipline, and dismissal.

• Develop, manage, and monitor budget; maintain accurate budget reporting; ensure that operations are cost-effective, and funds are managed wisely.

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Job Requirements

EDUCATION, EXPERIENCE, AND LICENSES/CERTIFICATIONS

• Bachelor's Degree from an accredited college or university in Business Administration, Public Administration, or related field; and,
• Five (5) years of experience in business administration, public administration, local government, or related field; and,
• Three (3) years of management or supervisory experience,

OR

• Any combination of related education, experience, certifications, and licenses that will result in a candidate successfully performing the essential functions of the job.

REQUIRED SKILLS/ABILITIES

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:

• Knowledge of appropriate Federal, State, and Local Government laws and ordinances.

• Knowledge of City of Denton policies, procedures, mission, and goals.

• Knowledge of business and management principles involved in strategic planning, resource allocation, and coordination of people and resources.

• Skill at the intermediate level with Microsoft Office 365 and other software systems necessary to complete work.

• Skill in data analysis, development of strategic plans, problem solving and action plan execution.

• Skill for ensuring continuous improvement in processes, relationships, and cost savings.

• Skill in developing and implementing organizational structures, procedures, and technology.

• Skill in analyzing and researching, to interpret and understand policies, laws, and regulations, and to provide workable recommendations and solutions to problems that maintain compliance.

• Skill in judgment and creativity in decision-making; considering the relative costs and benefits of potential actions and select the most appropriate one.

• Ability to work independently to direct multiple work streams while balancing competing priorities with attention to detail.

• Ability to maintain strong interpersonal relationships with internal and external stakeholders.

• Ability to support controversial positions, negotiation of sensitive issues and/or important presentations with customers, citizens and co-workers while maintaining poise.

• Ability to communicate effectively, both oral and written forms, in a variety of circumstances using appropriate tone and appearance for the situation, and to listen intently to other points of view.

• Ability to perform all job duties in a manner that is consistent with the City of Denton's core values.

• Ability to motivate,mentorand manage teamsthroughdirect and indirect influence.

• Ability to develop, understand, interpret, and apply rules, policies, and procedures.

• Ability to handle records and complex situations of a confidential nature.

• Ability to simultaneously handle multiple tasks and changing priorities in an efficient and effective manner.

• Ability to maneuver comfortably through complex policy, process, and people-related organizational dynamics.

CONDITIONS OF EMPLOYMENT

• Must have and maintain a valid Class "C" Driver's License and valid state required minimum automobile liability insurance prior to employment (must obtain Texas Class "C" driver's license and state required minimum automobile liability insurance within 90 days of hire per state law)

• Must pass a drug test, driver's license check, criminal history background check, and social security number verification.

• Must attend and successfully complete the City's Defensive Driving Course (DDC) as soon as possible after employment (if required to drive City vehicle or personal vehicle for City business).

Environmental Factors and Conditions/Physical Requirements

SAFETY

• Perform preventive maintenance on tools and equipment; ensure equipment is in safe operating condition.

• Follow established safety procedures and techniques to perform job duties, including lifting and climbing; operate tools and equipment according to established safety procedures.

• Promptly report unsafe conditions in the work area and/or any conditions that are not immediately correctable to the supervisor.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS

• Safety Sensitive (Subject to random drug testing): No.

• Tools/Equipment Used: Standard office equipment, including computer and peripherals.

• Posture: Prolonged sitting and standing; occasional stooping, squatting, kneeling, bending, pushing/pulling, and twisting.

• Motion: Frequent repetitive hand motions, including keyboarding and use of mouse; occasional reaching.

• Lifting: Lifting no more than 20 pounds and carrying up to 10 pounds.

• Environment: Works in an office setting; occasionally requires irregular and/or prolonged hours.

• Travel: Travels to City of Denton buildings and professional meetings as required.

• Attendance: Regular and punctual attendance at the worksite is required for this position. Must be able to work outside of normal business hours, as needed.

• Mental Demands: Maintains emotional control under stress; works with frequent interruptions.

CORE VALUES

• Inclusive

• Collaborative

• Service-Oriented

• Strategically Focused

• Fiscally Responsible

TOP TIER BENEFITS

• Medical, dental, and vision coverage in addition to life and disability insurance plans?

• Employee Health Clinic

• Paid Vacation Days and Paid Holidays

• Retirement Plan

EEO STATEMENT

The City of Denton is an equal opportunity employer. It is the City of Denton's policy to prohibit discrimination and harassment of any type and to afford equal employment opportunities to employees and applicants without regard to any protected class, status, characteristic, or activity. All employment decisions, including decisions regarding recruitment, selection, hiring, compensation, benefits, training, advancement, discipline, discharge, and other terms, conditions, and privileges of employment are made without regard to any lawfully protected class, status, characteristic, or activity.

ADA/EOE/ADEA

This job description is not an employment agreement, contract agreement, or contract. Management has the exclusive right to alter this job description at any time without notice.