Administrative Services Director

Job Summary

Performs professional, responsible, and complex duties and management in highway, transit, GIS, infrastructure asset data, environmental and planning program administration, budget planning and analysis, and performance measurement and oversight in the management of designated units of the Physical Development Division. Interprets, implements, and enforces Board policies; responsible for developing administrative policies and procedures; collaborates with program areas and other county departments, as well as outside organizations; establishes procedures for accomplishment of work objectives; and stresses the principles of business management. Work is performed in an office setting. This position includes supervision of a team of staff in the areas of GIS, asset management, business information systems, contracts, accounting/budgeting, performance measurement, business planning and program support functions for the division.

Job Description

ESSENTIAL DUTIES

• Manages, supervises, and oversees the programs of budget and planning and administrative services for the division including the Watershed Management Organization. Makes and/or monitors decisions regarding the hiring, evaluation, and disciplining of staff; plans, schedules, assigns, and reviews work of managers and others.
• Responsible for management of the annual capital budget development process (highway, transit, and parks) for the division including external agency coordination, scenario building, and cash flow analysis. Requires understanding of funding complex resource requirements.
• Oversees the contract and procurement functions for the division ensuring compliance with county policy, state, and federal funding requirements and reporting and performance measures.
• Coordinates the division requests for Board actions to ensure timely scheduling, consistency in communications, and ensuring that all requests are tied to the plans and budgets of the county.
• Analyzes, modifies, coordinates, and evaluates the delivery of assigned program areas. Improves efficiency and effectiveness of services through implementation of innovative methods and collaborative efforts.
• Oversees and provides guidance for the performance measurement program with the functional experts of the division and ensures annual updates are completed for the required key milestone reports and Scott Delivers. 
• Provides leadership and oversight for the Administration (Program Support) unit and its various functions, which includes analyzing, evaluating, modifying, and recommending activities and programming to ensure that program outcomes and objectives are achieved.
• Provides leadership in establishing a vision for the GIS & Asset Data unit, which includes analyzing, evaluating, modifying, and recommending activities and programming to ensure that program outcomes and objectives are achieved.
• Supervises professional staff, assigns work, evaluates performance, and manages the operations involved with the business units; mentors staff and provides guidance, coaching, and training based on individual development needs with an emphasis on collaboration, customer service, innovation, and proficiency. 
• Prioritizes project work efforts and determines type, quantity, and quality of technical resources required.
• Evaluates programs and determines staff training and development needs. 
• Develops, interprets, and enforces policies and procedures, ensures compliance with county, state, and federal laws. 
• Performs complex, highly responsible administrative and professional duties involved in the oversight of budgeting, maintaining and building financial reports, budget analysis, and budget forecasting. 
• Coordinates activities and obtains, analyzes, and/or oversees the collection of performance data, including various reports and data presented in a functional format of benefit to customers and management at all levels. Directs or develops reports for program performance that document process, service, cost, and outcomes.
• Responsible for administration and oversight of GIS (ArcGIS/ESRI), One Office/One Gov (bidding, construction management, and permitting) and the County’s Asset Management systems (Assetworks and Cartegraph). 
• Oversees accounting functions, including setting up, amending, and deleting coding and coding structures within the financial system of record with integrity, accuracy, communication, and follow-through. Oversees the preparation of required annual reporting, ensuring highway state aid accounting and needs reports are filed as required annually. 
• Assists the public and other staff in explaining current programs/services and researching information by analyzing available reports and creating need specific analytical reports.  
• Manages projects and is responsible for program and system implementation, documentation, staff training, trouble-shooting problems, deadlines, etc. 
• Conducts program planning and evaluates revenue and spending. Reviews division practices to ensure adequate financial record keeping and compliance with State and Federal audit requirements. Monitors billing and revenue receipt practices for the division. 
• Participates in various committees as assigned, required, and/or requested. 
• Oversees the development of or prepares and evaluates reports and presentations; presents on information as required/requested.
• Performs supervisory duties as defined in MN Statute 179A.03 Subd. 17.
• Works the days and hours necessary to perform all assigned responsibilities and tasks. Must be available (especially during regular business hours or shifts) to communicate with other employees, supervisors, customers, vendors, and any other person or organization with whom interaction is required to accomplish work and employer goals. 
• Performs other duties as required or assigned.

MINIMUM QUALIFICATIONS

Requires equivalency of a Bachelor's Degree in Business Administration, Planning, Transportation, or related field (master's preferred) and seven years of related experience, including two years supervisory experience. The incumbent shall provide a reliable means of transportation for the performance of work responsibilities.

SUPERVISORY CONTROLS

The employee is under general supervision and direction of the Physical Development Director and reports on matters of significant importance and those needing policy decisions. The employee exercises independent judgment in providing advice and assistance to subordinates and the public in accordance with established practices and departmental policies. Additional guidance and controls are imposed through the application of provisions found in federal and state laws and ordinances covering finance, transportation, water resources, and planning. Work is reviewed for adherence to policy and results achieved.

The incumbent directs and oversees the work of others; including, program/service planning and delivery, personnel selection, evaluation of work performance, training, and disciplinary activities. Performs supervisory duties as defined in MN Statute 179A.03 Subd. 17.

The incumbent promotes employee professional development and provides coaching and mentoring to others.

CORE COMPETENCIES AND ABILITIES

Customer Service - Delivers government services in a respectful, responsive, and solution-oriented manner.

Communication - Is always clear about what we're doing and why we're doing it.

Collaboration - Works with partners – communities, schools, faith groups, private business, and non-profit agencies – to see that services are not duplicated but rather are complimentary, aligned, and provided by the partners who can deliver the service most effectively.

Stewardship - Works proactively to make investments, guided by resident input, which will transform lives, communities, and government.

Empowerment - Works with individuals and families to affirm strengths, develop skills, restore hope, and promote self-reliance.

Resiliency - Fosters public preparedness and responds when families and communities face health and safety emergencies.

Innovation - Takes informed risks to deliver services more effectively and learns from successes and failures.

Knowledge – Knowledge of public administration as it relates to the functions, needs, policies, laws, ordinances and regulations governing county transportation and planning.

Knowledge of county policies, procedures, and labor contracts.

Abilities – Ability to analyze departmental programs and recommend or develop new work processes when necessary.

Ability to deal tactfully and efficiently with all levels of management, clients, and the general public.

Ability to develop work plans, organize work activities effectively and prioritize tasks in a fast-growing county with high demands for information and response to issues.

Ability to provide effective leadership, promote teamwork, supervise, and motivate staff.

Ability to work independently and apply basic research and statistical skills in the preparation of reports.

Ability to understand and follow complex oral and written instructions.

Ability to speak, present, and interact in public arenas with composure, professionalism, and discretion.

Ability to use MS Office software for the performance of essential duties.

Ability to use appropriate discretion in dealing with matters of a confidential nature.

WORK ENVIRONMENT AND PHYSICAL DEMANDS

Typical characteristics of the regular, ongoing work environment of this position requires inside work, typically in an office setting. The position is multi-task oriented and includes periods of stress when balancing multiple and varied needs/demands of services. 

Physical activities include sedentary to light work: Reaching, sitting, standing, walking, pushing, lifting, pulling, fingering, grasping, feeling, stooping, talking, hearing, seeing, and repetitive motions. Lifts and/or navigates up to 35 pounds on a routine basis in handling files and equipment necessary for performing the essential duties of the job.

SELECTION PROCESS

Selection for this position will be based on a minimum qualifications screening and rating of training and experience. Top candidates will be forwarded to hiring manager or supervisor for consideration for interview and/or additional assessments. Final selection will include a background check and approval by the County Board.