Administrative Services Director

Salary : $132,123.00 - $177,563.00 Annually
Location : S t i l l w a t e r
Job Type: Full-Time
Job Number: 00022
Department: Administration
Opening Date: 03/06/2025
Closing Date: 3/27/2025 4:00 PM Central

Description

High-level position responsible for supporting and assisting the City Administrator in managing City services, personnel, and department budgets. The position oversees various city administrative functions including the city clerk's office, communications, human resources and information technology. The position provides direction on special projects, and strategic direction as assigned; and guides day-to-day decision-making processes in various administrative areas. The Administrative Director acts as the City Administrator in their absence as assigned.
Examples of Duties

• Responsible for administering administrative department activities, policy development, program planning, and corresponding budgets.
• The Administrative Services Director leads organizational-wide changes to policies, procedures and culture, and provides recommendations to the City Administrator.
• Oversees Communications which includes both internal and external communication, media relations, maintaining the City's website and social networking channels, and local government cable TV activities.
• Establish and maintain effective relationships with other organizations, associations, businesses, and departments
• Coordinates the administration and supervision of all assigned divisions, and programs and activities as authorized by the City Administrator and City Council.
• Develops and recommends adoption of policies that further the goals of the City Council. Advises department heads and other employees as to administrative procedures and policies. Evaluates performance and results of programs and services in accordance with overall City objectives and makes appropriate recommendations.
• Responsible to the City Council for the effective management of City funds and assets to ensure effective investment of available funds; coordinates and directs department heads in the development, presentation and administration of the annual operating budget.
• Prepares and submits the annual budget and long-range capital improvement program to the City Council, including supporting documents.
• Develops and evaluates financial and accounting policies, practices, procedures and controls relating to the overall financial management of the City.
• Responsible to the City Council for planning and carrying out of all capital improvement projects and service programs; serves as chief project and program director for the City.
• Coordinates with department heads to ensure effective utilization of employees, recommends salary adjustments, appointment, firing, promotion and demotion of all regular full-time, regular part-time and consulting personnel; oversees employee development.
• Recommends appointment, suspension or removal of division managers.
• Represents the City in collective bargaining matters and negotiates, or delegates the negotiation, with representatives of employee organizations as necessary.
• Makes recommendations to the City Administrator regarding any changes to the organizational structure of the city.
• Engages in intergovernmental relations and collaborative partnerships with other cities, public and private organizations.
• Represents the City in local, regional, and state meetings and functions as directed by the City Administrator.
• Attends all meetings, performs all reasonable tasks and furnishes all verbal and written reports as assigned.
• Performs other work as required.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
Typical Qualifications

Required Qualifications

• Bachelor's degree in Public Administration, Business Administration, Organizational Development, Political Science or related field*
• Seven (7) years of progressively responsible municipal government experience related to the field of Public or Business Administration*
• Experience supervising staff, leading and managing projects and implementing work plans and reporting progress
• Strong project management skills

*A combination of related education and experience may be considered qualifying.

Preferred Qualifications

• Graduate level degree in public administration, business administration, organizational development, political science or a related area
• Ten (10) years' experience of progressively responsible municipal government or similar experience
• ICMA Credentialed Manager

Knowledge, Abilities and Skills

• Thorough knowledge of the principles and practices of public administration; thorough knowledge of the methods of administration as applied to the management of local municipal divisions and departments.
• Knowledge of the principles of governmental accounting, budgeting, human resources administration, public relations and office management.
• Considerable knowledge of the organization and function of the city government and ordinances, regulations, and policies controlling its operation.
• Ability to direct and perform general administrative work; ability to analyze, study and present technical information on a variety of subjects
• Ability to assemble, organize, and present in oral or written form statistical, financial, and factual information derived from a variety of original and secondary sources.
• Ability to exercise resourcefulness in solving new problems in accordance with established ordinances, regulations, and policies.
• Ability to establish and maintain effective working relationships with employees, elected officials, business and community organizations, the media, and the general public.

Special Requirements

• Drivers License

Supplemental Information

Complexity
Work requires many different processes and methods applied to a single or multiple established professional or technical field/s.

Supervision Needed: This position (a) works with only administrative and policy direction and (b) must make decisions based on broadly stated guidelines that lack specificity or proven validity, e.g., general policy statements, basic laws, or scientific theory. The employee defines objectives, plans work, and develops new method or hypotheses that have led to recognition as a technical authority.

Supervision Given: Coordination of work in diverse functions through subordinate supervisors.

Impact: Work affects the work of other experts, influences important professional or administrative activities of the organization, or impacts the wellbeing of many groups of people.

REQUIRED PHYSICAL ABILITIES AND WORK CONDITIONS
The physical demands and work conditions described here are representative of those that must be met by an individual to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Hazards: Nonstrenuous - Occasionally Climbs a few steps, Balance, Bend/Stoop, Kneel, Crouch, Squat, Crawl, Reach above shoulder level, Sit, Stand, Walk, Finger/Enter data/keystroke, Feel, Talk, or Hear, and/or Exerts up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push,
pull or otherwise move objects.

Surroundings: Moderate risk - Exposure to outside environmental conditions and/or exposure to noise, dust, fumes, gases, chemicals, oils requiring special mitigating precautions or protective gear, and/or working in close quarters, narrow aisles or passageways, and/or Work around moving mechanical parts.

The above statements are intended to describe the general nature and level of work being performed by individuals employed in this job. They are not intended to be an exhaustive list of all duties and qualifications required of personnel in this job. The employer reserves its right to change the job
description and establish, modify or eliminate job duties and responsibilities and jobs at its discretion with or without notice.
The City of Stillwater offers a comprehensive benefit package for full time employment including:

• Paid employee Health and Dental insurance
• Vacation and Sick Leave
• 13 paid Holidays per year
• Paid Life & ADD insurance
• Employee/Employer Paid Pension (MNPERA)
• Employee Assistance Program
• Fitness Room
• Health Savings Account contribution
• Free Parking and a great work location in the St. Croix Valley

Ancillary Plans available including:

• Short Term Disability
• Long Term Disability
• Vision
• Additional Life/ADD
• Deferred Compensation
• Flexible Spending Account Reimbursement
• Hospital Confinement, Accident, & Specified Disease insurance
• Wellness Incentive Plan