Assistant Admin Services Director/Health
Provides administrative functions and services for a diverse Administrative Division including full support for position staffing needs, personnel management, grants management, departmental fiscal and budget management, accounting and purchasing, financial costing, technology systems oversight. Develop and implement goals, objectives, and priorities of the department along with the department's management team.
The following statements are illustrative of the duties and responsibilities of the job. The organization retains the right to modify or change the duties and responsibilities of the job at any time.
Knowledge, Skills, & Abilities:
- Receives general guidance from the Administrative Services Director.
- Exercises direct and indirect supervision over professional, technical and clerical employees.
- Provide direct and indirect supervision of assigned subordinate supervisors, staff and functions within the Administrative and Business Management Division; evaluate performance of direct reports and operations; resolve pervasive and complex personnel problems.
- Participate in the implementation, interpretation and/or development of policies and/or procedures related to administration and business management; provide broad direction; oversee policy and procedure standards.
- Participate in department management committees and meetings.
- Participate in developing and evaluating administrative and departmental goals and objectives.
- Participate in the development and administration of the department's annual budget; review expenditure and revenue trends; review and approve expenditures.
- Develop department budget revisions/amendments.
- Manage, provide oversight, and complete salary projections to forecast potential costs to the department for budget proposals, reporting, and internal funds management.
- Manage the department's personnel position(s) allocation; provide justification and supporting documentation for new positions and changes.
- Utilize PAR (Position Authorization Request) system to request changes or additions the Department staffing / position allocations.
- Develop and maintain the Department's time and effort reporting systems; analyze staffing needs and make recommendations for proper staffing utilization.
- Coordinate and complete the requests for advertisement of department position vacancies; utilizes electronic job posting request system.
- Oversee and participate in the salary projection, budget development and management, and expenditure reporting for grants and contracts.
- Assist program managers and supervisors with grant applications and progress reports.
- Negotiate grant contract budgets and/or Scope of Work.
- Ensure compliance with all applicable standards, laws, rules and regulations.
- Develop methodologies to integrate service related and financial strategies to evaluate, project, and recommend changes for improvements.
- Utilize, evaluate, and make recommendations for program service area cost accounting.
- Direct and prepare cost analyses utilized to make recommendations to reduce costs and maximize reimbursement for services provided.
- Monitor and administer the department's time and effort reporting and costing process including payroll costing and reporting.
- Prepare detailed financial and statistical reports, long-range planning documents and other reports or documents for internal and external reporting.
- Oversee the department's equipment inventory tracking systems; research and recommend equipment purchases; coordinate requests with supervisors and other departments as needed.
- Coordinate the acquisition of necessary resources, technologies and system access for department employees.
- Act as liaison between the department and other County departments, local health departments and other collateral agencies.
- Prepare and present, or assist the Director of Administrative Services in presenting, information to County Commissioners and other County administrative personnel, and other agencies or Boards concerning issues and requests related to the operations of the Public Health Department.
- Participate in various committees and boards related to program activities and responsibilities.
- Act in the capacity of the Director of Administrative Services in the Director's absence and when needed.
- May participate in emergency preparedness and response activities.
- Perform other duties as appropriate or necessary for performance of the job.
- Principles, practices, and objectives as related to business planning and strategy, public health administration, accounting and financial management, fiscal controls, budget development and administration, and purchasing in publicly funded programs.
- Fundamental accounting practices and methods including financial reporting, accounts payable, accounts receivable, payroll, and general ledger accounts.
- Scope and application of laws and regulations pertaining to public health programs.
- Budget management and resource allocation according to governmental standards and procedures.
- Principals and practices of grant and contract development, negotiation, and administration.
- Leadership methods and management skills.
- Supervisory principles, procedures, and methods including selection, training, discipline, and evaluation.
- Advanced software and business applications, including but not limited to, word processing, spreadsheets, presentation software, and databases.
- Co-develop, implement, and administer a multi-program, complex, federal and state-funded, county-operated Public Health department budget.
- Interpret and implement federal, state, and County laws, rules, and regulations.
- Read and comprehend department and County rules, regulations, policies, and standard operating procedures.
- Review and analyze organizational and administrative problems and develop policy and procedure recommendations.
- Collect, analyze, and present statistical and technical data.
- Negotiate and manage contracts and budgets.
- Communicate clearly and concisely, both verbally and in writing including effective public speaking to groups of varied interests and backgrounds.
- Supervise and mentor professional and support staff in a productive and positive manner.
- Maintain sensitive and confidential information.
- Establish and maintain effective working relationships with other County employees, representatives of other agencies and organizations, and members of the community.
- Four years of progressively responsible experience in budget development and administration, grant preparation and management, personnel management or a directly related field in the performance of similar duties and responsibilities including the areas of business management, accounting, finance, with at least two years supervisory experience.
- Equivalent to a Master's degree from an accredited college or university with major coursework in business, finance, public health, public health administration or related field.
- Possession of, or ability to obtain, a valid Colorado Driver's License.