Administrative Services Division Director

Santa Fe County; Santa Fe (NM); On-site; USD 90,000 - 140,000; Full time

Job summary

Santa Fe County is seeking an experienced Administrative Services Division Director to oversee and manage the Public Works Department's Administrative Services Division. The role includes payroll, accounts payable/receivable, purchasing, budgeting, HR, and customer service functions.

The ideal candidate will have a bachelor’s degree in a relevant field, at least seven years in business or public administration with supervisory experience, and CPA is strongly preferred.

Qualifications

• Bachelor’s Degree in Business Administration, Public Administration, Accounting, or related field; and
• Seven (7) years of progressively responsible business administration, public administration, accounting or related field, of which at least three (3) years must have been in a supervisory capacity; or
• Any combination of higher education in Business Administration, Public Administration, Accounting, or related field and progressively responsible experience totaling eleven (11) years, of which three (3) years must have been in a supervisory capacity. Education is counted at the rate of thirty (30) credit hours equals one year.
• Certified Public Accountant is strongly preferred.

Responsibilities

• Oversees, plans, directs, reviews, supervises, and manages all aspects of the Administrative Services Division, including payroll, AP/AR, purchasing, budgeting, HR, and customer service.
• Develops workflows, policies, and procedures; ensures compliance with policies and laws.
• Recommends strategies to improve accuracy, timeliness, and transparency of administrative services operations.
• Supervises staff; assigns work; evaluates leave, timesheets, hires, promotes, disciplines; conducts performance evaluations.
• Represents the division to departments, officials, and outside agencies; engages with vendors.

Skills

Budget management

Staff supervision

Policy development

Financial reporting

Interdepartmental collaboration

Analytical/problem solving

Education

Bachelor’s Degree in Business Administration/Public Administration/Accounting

Seven years in business/public administration or related field

Supervisory experience

Certified Public Accountant (strongly preferred)

Tools

Accounting software

Microsoft Office (Word, Excel, Power BI/Similar)

Job description

Under the supervision of the Public Works Department Director, to provide oversight, plan, direct, review, supervise, and manage activities and operations of the Administrative Services Division (Division) of the Public Works Department. Ensures the effective and provision of all purchasing, financial, budget, accounting, human resources, and customer service functions of the Public Works Department.

• Oversees, plans, directs, reviews, supervises, and manages all aspects of the activities and operations of the Division to include payroll administration, accounts payable, accounts receivable, purchasing, budget development and administration, human resources, and customer service. Ensures work performed is compliant with policies, procedures, standards and laws.
• Develops and implements workflows, policies, and procedures; monitors work activities to ensure compliance with established County policies and procedures.
• Recommends and assists in the implementation of goals and objectives to improve the accuracy, timeliness and transparency of administrative services operations.
• Supervises staff,provides instruction to employees; plans and assigns work; evaluates and approves/disapproves leave requests; approves timesheets; checks final work to ensure compliance with established policies and procedures; recommends the hiring of new employees; recommends the promotion of employees; recommends salary increases for employees; recommends disciplinary action; assists in the resolution of grievances and/or complaints; provides feedback on work performance for employees; completes performance evaluations for employees.
• Hosts regular staff meetings to ensure communication among staff regarding division-related activities.
• Coordinates the development and preparation of the annual Public Works Department budget; allocates budgets; presents budget recommendations and oversees general ledger accounting activities.
• Works with Divisional and sectional managers; determines departmental administrative needs, challenges, opportunities, and solutions.
• Participates on a variety of boards, commissions, and committees; serve as the County’s representative to committees and community organizations concerned with improvements in division relations.
• Represents the Public Works Department to other departments, elected officials, and outside agencies.
• Provide responsive services to internal and external customers; contacts constituents related to utilities billing.
• Maintains contact with vendors; resolves issues related to procurement and/or accounts payable.
• Develop, document, and periodically review Division policies and procedures.
• Performs other duties as directed or assigned.

Knowledge/Skills

• Knowledge of generally accepted accounting principles; principles of supervision, training and performance evaluation; principles and procedures of financial record keeping and reporting; pertinent Federal, State and local laws, codes, and regulations.
• Skill and ability to supervise, organize, and review the work of staff;
• Ability to prepare administrative and financial reports; communicate clearly and concisely, both orally and in writing; establish and maintain effective working relationships.
• Ability to work through complex technical and administrative problems, evaluate alternatives, recommend solutions and prioritize work.
• Knowledge of office equipment, including computers, and computer software, including word processing, spreadsheets, and accounting and financial reporting software.
• Ability to adapt quickly to change and multi-task.
• Strong analytical skills and interpersonal/relationship building skills.

• Bachelor’s Degree in Business Administration, Public Administration, Accounting, or related field; and
• Seven (7) years of progressively responsive business administration, public administration, accounting or related field, of which at least three (3) years must have been in a supervisory capacity; or
• Any combination of higher education in Business Administration, Public Administration, Accounting, or related field and progressively responsible experience business administration, public administration, accounting or related field totaling eleven (11) years, of which three (3) years must have been in a supervisory capacity. Education is counted at the rate of thirty (30) credit hours equals one year.
• Certified Public Accountant is strongly preferred.

Working Conditions

Work is primarily conducted in an office environment. While performing the duties of this job, the employee regularly is required to stand, walk, and sit; use hands to finger handle or feel; reach with hands or arms; stoop, kneel, crouch, or crawl; climb or balance; and talk or hear. Clarity of vision at short distance required. May be required to lift up to 20 pounds. May be required to work weekends, evenings, and holidays, depending on workload and specific assignment requests. May be subject to exposure to CRT’s, VDT’s, and UV rays.

Conditions of Employment

Selected candidate must submit to and pass a County paid pre-employment physical and drug/alcohol screening. Additionally, selected candidate must submit to and pass a county paid background screening. Selected candidate must possess and maintain a valid New Mexico Class D Driver’s License as incumbent shall be appointed to drive a County vehicle during the performance of his/her duties.