Administrative Services Director Job Classification
At-Will Position
Established May 2025
ADMINISTRATIVE SERVICES DIRECTOR
DEFINITION
At-will Director under the general direction of the City Management; organizes, supervises, coordinates and performs technical work in the Human Resources/Risk Management, Information Technology and/or Community Services Departments. Coordinates assigned activities with other City departments, officials, outside agencies, and the public; fosters cooperative working relationships among City departments and with intergovernmental and regulatory agencies and various public and private groups; provides highly responsible and complex administrative support to the City Manager, Assistant City Manager and City Council.
SUPERVISON EXERCISED
Exercises direct and indirect supervision over subordinate managers, supervisors and personnel. May oversee any division that does not have an assigned director.
DESCRIPTION
Function as a Department Head responsible for oversight of the Department or Divisions of Human Resources/Risk Management, Information Technology and Community Services Divisions. Exercises direct and indirect supervision of subordinate managers, supervisors and personnel.
• Under administrative direction, plans, organizes, manages, and provides direction and oversight for all functions and activities of the Department of Human Resources (HR) including Risk Management, Information Technology Divisions and Community Services; coordinates assigned activities with other City departments, officials, outside agencies, and the public; fosters cooperative working relationships among City departments and with intergovernmental and regulatory agencies and various public and private groups; provides highly responsible and complex professional assistance to the City Manager in areas of expertise; and performs related work as required.
• Plan, direct, and manage the functions of Human Resources (HR)/Risk Management and Programs (Training, Security, and Safety associated with Risk Management). • Provides the direction for City's information data and cybersecurity protection and oversee information technology governance and policies; develops security strategy and awareness programs (including incident response).
• Plan, direct, and evaluate Community Service activities, including overseeing the operations of parks and recreation programs and facility use; strategic planning for the future execution of special events and assessing current programs and services, and employing strong leadership skills to benefit the community.
Administrative Services Director Job Classification
At-Will Position
Established May 2025
Page EXAMPLES 2 of 6 OF ESSENTIAL DUTIES
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below. Duties may include but are not limited to:
General:
Serve as Department Head; provide general direction to department managers and supervisors and coordinate all issues needing management or policy direction. Establish and advise staff of performance requirements; ensure that employees follow policies and procedures; provide support, mentoring, and coaching for performance improvement and development; observe and document performance; prepare supporting documentation and write performance reviews; conduct performance review presentations; recommend employee recognition and discipline action, up to and including termination, in accordance with established personnel rules, policies, and labor contract provisions.
Develop and implement departmental strategic goals, objectives, operating policies, procedures and work standards.
Present Management with strategies to improve on the organizational or operating efficiency of the City.
Administer and participate in the preparation and administration of the department budget.
Conduct a variety of technical and administrative studies, prepare reports of findings and make recommendations to Management.
Prepare agenda materials and staff reports for Committee and Board meetings. Attend Board meetings, prepare reports, make presentations and render advice to the Board as required.
Monitor and advise staff on the application and interpretation of policies, programs and practices to ensure conformance with local, State and Federal legal requirements. Supervise application development and recommend modifications to programs, policies and procedures as appropriate.
Establish and maintain effective working relationships with co-workers, customers, vendors, Board members, and the public.
Maintain a positive, healthy, and safe working environment. Perform other duties of a similar nature or level.
Human Resources:
Set priorities for training personnel and develop standards of performance for positions supervised.
Administrative Services Director Job Classification
At-Will Position
Established May 2025
Page Represent the 3 of 6 City in the meet and confer process with employee organizations in the negotiation and administration of the Memorandum of Understanding and make recommendations.
Develop and administer the selection, hiring, promotion and termination processes for compliance with State and Federal legislation and the City's Policy. Maintain an HR philosophy that enhances morale, promotes productivity and encourages professionalism among employees.
Manage the performance evaluation process and supporting documentation for staff members as required.
Investigate and respond to formal and informal complaints of employees. Process grievances and counsel employees on matters related to performance and employment status.
Administer the City's compensation and classification structure, including assessing staffing needs, recommending new positions, overseeing the establishment of job descriptions and defining the appropriate salary grades. Administer the City's worker's compensation and benefits insurance programs and plans.
Administer the HR Budget.
Provide administrative and technical advice and support to employees and department heads on related HR needs.
Programs (Risk Management, Safety, Security, and Training):
Monitor, direct and develop the City's Safety Programs and practices to ensure employee safety education and a safe work environment.
Oversee the development, and regular review, of safety and risk programs and procedures to ensure compliance with State, Federal and local regulations and codes. Oversee the City's third-party liability programs and processes. Administer the development of priorities for training personnel and the development of standards of performance.
Administer the Risk Management, Safety, Security, and Training Budgets.
Information Technology
Through subordinate supervisors, manages the design, development, implementation, maintenance and system administration for the City's process automation computer/server platforms and communication networks including wireless communications systems.
Administrative Services Director Job Classification
At-Will Position
Established May 2025
Page Oversees the development and maintenance of systems s 4 of 6 ecurity to ensure system and data integrity; manages the development and implementation of automation controls applications to meet the City's operating requirements. Directs and manages teams responsible for City-wide network administration including enterprise-level server hardware, operating system software, key enterprise applications such as email and messaging, data storage technologies, account and access management and associated systems, protocols and processes that support the Agency's technology environment.
Community and Recreation Services:
Directs and manages teams responsible for the Community and Recreation programs and related work responsible for providing enriching, fun, and meaningful opportunities for the community to come together, enhancing the quality of life for residents and visitors through recreational, cultural, and human services. Set priorities for training personnel and develop standards of performance for positions supervised to oversee Special Events, Sports, and department administration.
KNOWLEDGE, ABILITIES AND SKILLS
Knowledge of:
1. Principles and practices of public administration, including purchasing, contracting, maintenance of public records, organization and management.
2. Principles and practices of Human Resources and Risk Management.
3. Principles and practices of information technology.
4. Principles of municipal budget preparation and control.
5. Principles and applications of critical thinking and analysis.
6. Principles of supervision, training and performance evaluation.
7. Pertinent federal, state and local laws, codes and regulations
8. Principles of supervision, training, and performance evaluation.
9. Coordinate support services and activities with departmental managers and staff, as well as other City departments and officials to ensure all City requirements are met.
10. Prepare clear, concise and comprehensive correspondence, reports, studies and other written materials.
11. Present conclusions and recommendations clearly, logically and persuasively to both internal and external audiences.
Administrative Services Director Job Classification
At-Will Position
Established May 2025
Page Ability5 ofand6 Skill to:
1. Analyze difficult and complex administrative, financial, operational and organizational objectives and issues, evaluate alternatives and reach sound, logical, fact-based conclusions and recommendations.
2. Select, supervise and evaluate department staff.
3. Collect, evaluate and interpret appropriate data, either in statistical or narrative form.
4. Prepare clear, concise and comprehensive correspondence, reports, studies and other written materials.
5. Understand, interpret and respond to internal and external customer needs and expectations.
6. Using initiative, discretion and judgment within established procedures, guidelines and rules.
7. Managing situations requiring diplomacy, fairness, firmness and sound judgement.
8. Supervise, direct, train, evaluate and coordinate the work of assigned staff.
9. Perform the full range of complex and difficult professional analytical and administrative duties involving the use of independent judgment and personal initiative.
10. Plan, coordinate and perform surveys, analyses and prepare complex reports including the collection of data, presentation of findings and preparation of clear and concise reports.
11. Train, supervise, motivate, evaluate and discipline subordinate personnel.
12. Effectively communicate orally and in writing with City personnel, City Council members, County, State, and Federal agency personnel, consultants, attorneys, independent auditors and the general public.
13. Understand, interpret, apply and explain administrative and departmental policies and procedures as well as pertinent federal, state, and local laws, codes, and regulations.
14. Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, City staff, or other agencies on sensitive issues in area of responsibility.
15. Exercise good judgment and tact in dealing with sensitive, complex and confidential information, records and reports.
16. Establish and maintain effective working relationships with staff, Commissions, the City Council, City Manager and the public.
17. Perform duties of an emergency worker in the event of a natural or other disaster.
Administrative Services Director Job Classification
At-Will Position
Established May 2025
QUALIFICATIONS
Any combination of education and experience that would provide the required knowledge, abilities and skills is qualifying. A typical way to obtain the qualifications would be:
BA/BS degree in public administration, business administration, human resources management, technology or related field; AND
Four (4) years of increasingly responsible professional experience in Human Resources, Risk Management and/or Information Technology; OR An equivalent combination of education, training and experience.
LICENSE OR CERTIFICATE
Possession of a valid Class C California Driver’s License and a good driving record.
ESSENTIAL JOB FUNCTIONS/A.D.A.
Essential job functions and A.D.A. requirements include:
Ability to operate computer, calculator, telephone, portable radio, copying machine and cash register.
Ability to understand and respond to the public’s and staff’s requests for assistance both on the phone and in person.
Ability to prepare reports, perform mathematical calculations, count money and sort/file documents.
Ability to sit for two hours at a time.
Ability to lift up to 25 pounds.
Ability to climb a footstool or ladder for the purposes of retrieving records. Ability to get from one location to another in the course of doing business.
DISCLAIMER
The specific statements shown in each section of this job description are not intended to be all-inclusive. They represent typical elements and criteria necessary to successfully perform the job.