MPA and MPP Job list Clearfield City Administrative Services Director Job Opening

Melissa Hall melissa.hall at
Tue Jul 23 12:35:15 MDT 2013

City of Clearfield Invites applications for the position of:

STARTING SALARY: $3,100 - $3,600 Biweekly, (Pay range $80,000 - $120,000 annually)

Administrative Services Director

OPENING DATE: 07/11/13

CLOSING DATE: 08/02/2013



Performs a variety of full performance professional, administrative and supervisory duties related to planning, directing, organizing, and controlling the collection, investment and disbursement of city funds, utility billing, risk management, purchasing, information systems and human resources.


Works under the general supervision of the City Manager.


Provides close to general supervision to Accounting Clerk, Accountants, City Treasurer; Information Systems Director and Human Resource Manager.


FINANCE: Manages the day-to-day operations of city financial activities; directs personnel and delegates assignments; provides the city manager, mayor, council and department heads with information and recommendations for efficient fiscal administration; recommends rules, regulations, policies and procedures and implements the same upon approval.

Plans, organizes and supervises the process for receiving and disbursing city finances as well as maintaining complete and accurate records of all financial transactions; maintains and updates city's general ledger, reviews adjusting journal entries; creates accounts and sub-accounts as needed to monitor fund allocations and disbursements; monitors and reviews fund balances; reconciles schedules, accounts payable, accounts receivable, cash accounts, investment accounts and liability accounts.

Coordinates the annual development and preparation of the overall city budget, makes budget calculations, prepares drafts, establishes tax rate, and prepares reports for the State Auditor; provides regular budget status reports for use by the city council and the department heads; responds to day-to-day questions about department budgets and identifies alternative revenues and expenditures; manages finance department budget in compliance with established fiscal guidelines.

Serves as custodian for all city money, bonds, or other securities; manages system for accurate utility billings, collections and credits; accounts for all city revenue and special assessments generated through a variety of city programs and city services; monitors city deposits of all revenue to assure accuracy.

Monitors and determines city financial needs and compliance of statutory guidelines for the investment of idle funds.

Monitors city expenditures and current cash requirements, balances accounts; prepares financial reports; monitors the status of city funds to assure availability of adequate money supply and maintains a current record of cash flow; monitors time schedules for liquid accounts.

Coordinates annual external audit; serves as internal auditor; directs and coordinates year-end closing functions; posts fund transfers, posts auditor's entries, posts adjusting journal entries; prints year end reports; closes old year and posts new year budget and balances; prepares annual financial report and historical reports; performs internal audit.

Supervises personnel functions of the department; hires, fires, promotes, demotes, transfers, evaluates and otherwise disciplines department personnel; handles grievances and disciplinary matters related to work assignments, interpersonal relationships, conduct and general behavior; evaluates and assures delivery of necessary training needed by the department.

Oversees city payroll administration; oversees preparation of quarterly 941 reports, annual state tax report and W-2's.

UTILITY BILLING: Oversees general and special billings for various vendors, rentals, lease payments, cemetery lot payments, and other accounts due the city; supervises pre-audit functions on all claims and transactions to assure financial integrity of the city; directs the processing of accounts payable; assures compliance with established computer procedures as needed to produce payment checks; monitors the maintenance of register of disbursements.

PURCHASING: Manages city-wide purchasing system; advertises for project bid requests; establishes and assures fair and equitable procedures for bidding.

RISK MANAGEMENT: Manages, designs and implements the overall risk management process for the organization; analyzes risks and identifies risk that may affect the business; reports risk in an appropriate way to different audiences, understands and maintains compliance with government regulations; implements health and safety measures to limit risks; conducts audits of policy and compliance to standards, acts as a liaison with external auditors; provides support, education and training to employees to build risk awareness within the organization.

INFORMATION TECHNOLOGY: Oversees the management of the following: the city-wide information system including computer equipment, software, networks, operating systems, and telephone systems; information system needs; maintenance agreements and related services; and negotiations for contracts for service and product pricing,

HUMAN RESOURCES: Oversees the management of city-wide human resource functions and established policies and procedures; negotiates with benefit providers and administrators for program provisions, premiums, etc.

Performs related duties as required.


1. Education and Experience:

A. Bachelor's Degree from an accredited college or university in business administration, public administration, finance, accounting, or related field, Master's Degree preferred;


B. Eight to ten (8-10) years of related experience; five (5) years of which must have been in a supervisory capacity;


C. An equivalent combination of education and experience.

2. Essential Functions, Knowledge, Skills, and Abilities:

Thorough knowledge of municipal and fiscal accounting principles, practices and procedures; municipal organizations and department operations including applicable laws and regulations; internal control principles and methods of application; the Uniform Municipal Fiscal Procedures Act; budgeting, accounting and related statistical procedures; various revenue sources available to local governments including state and federal sources; local investment options and opportunities; general office maintenance and practices; basic personnel management practices and procedures, computer accounting applications and various software spreadsheet programs; business and technical writing; operation of standard office equipment; basic mathematics and accounting; risk management strategies; effective management techniques and strategies; interpersonal communication skills; public relations.

Ability to plan, organize and direct the implementation of overall finance department programs and objectives; supervise, direct and train staff; analyze a variety of financial problems and make recommendations; analyze complex accounting problems and make standard adjustments.; operate personal computer in utilizing various programs to produce or compose formal documents, reports and records; communicate effectively verbally and in writing; develop effective working relationships with local elected officials, supervisors, fellow employees, subordinates and the public.

3. Special Qualifications:

Must be bondable.

Must possess a valid Utah State Driver's License and meet the requirements of the city's

Motor Vehicle Policy.

4. Work Environment:

Incumbent of the position performs in a typical office setting with appropriate climate controls. Tasks require variety of physical activities, not generally involving muscular strain, such as walking, standing, stooping, sitting, reaching, talking, hearing and seeing. Common eye, hand, finger dexterity required for most essential functions. Mental application utilizes memory for details, verbal instructions, emotional stability, discriminating thinking and creative problem solving. Periodic travel required in normal course of job performance. Position is subject to random drug and alcohol testing.


Administrative Services Director

Supplemental Questions

1. Please describe your experience working with local government. Include experience with managing budgets for municipalities.

2. Please describe your experience managing full-time employees.

3. This position is an executive level position. The responsibilities include managing Risk Management, Information Systems, Human Resources, and Finance. Please describe your experience in these areas.

4. Please describe your experience in procurement.

5. A recap of the minimum requirements is: a Bachelor's Degree from an accredited college or university in business administration, public administration, finance, accounting, or related field, Master's Degree preferred; AND Eight to ten (8-10) years of related experience; five 5) years of which must have been in a supervisory capacity. Please briefly describe how you feel you meet the minimum requirements.

Melissa Yack Hall, MPA, ABD
MPA Program Manager
University of Utah
P:  801.585.7985
F:  801.587.7861
Orson Spencer Hall 214

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