Administrative Services Division Director

Travis County
Full Time $86,761 - $112,000 Per year TX 1010 Lavaca St # 400, Austin, TX 78701, United States Apply before 6/29/2024 11:59
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Overview

Are you looking for career opportunities that provide top-notch benefits including paid vacation & sick leave, outstanding health & dental insurance, a free health clinic for you & your dependents, a generous retirement plan, and much more?

Travis County‚Äôs Facilities Management Department has great jobs that serve dozens of facilities across the county. We offer stable career options with training and tuition reimbursement available to get you to the next level in your career. 

Directs the planning, development, implementation of the business and other administrative functions of a department, including finance, budgeting, human resources, purchasing, information systems, facilities, resources planning, strategic planning, safety management, and records management. Oversees and develops administrative policies and procedures and participates in strategic planning activities of division and/or department. Provides leadership and direction to subordinate managers and staff engaged in business and other administrative functions. Supervises work activities of subordinate professionals, paraprofessionals and clerical staff.

Distinguishing Characteristics:

This is a job classification within the Senior Management/Middle Management job family. This classification is intended to describe division director level positions responsible for four or more of the administrative functions, including finance, budgeting, human resources, purchasing, information systems, facilities, resources planning, strategic planning, safety management and records management. This classification typically directs through subordinate managers and supervisors.

Benefits:

With access to a great generous benefits packet including:
Public Service Loan Forgiveness
Very Generous Retirement Program
Paid Training with numerous learning opportunities for continuing education or licenses, and development opportunities to managerial positions.
Professional membership fee coverage
Tuition Reimbursement
Free parking in Downtown Austin
Company vehicle available to supervise projects at the work sites
A competitive base salary
Free Medical, and Life Insurance
Dental, Vision, Short term disability, Long term disability, Catastrophic leave, Flexible spending accounts,
On-site employee clinics
Paid Parental Leave
Personal holidays
Vacation, sick time available to use immediately. 

Duties and Responsibilities

  • Develops and directs all core administrative functions and systems, including finance, budgeting, human resources, purchasing, information systems, facilities, resources planning, strategic planning, safety management and records management. Manages the day-to-day operations through subordinate managers and supervisors.
  • Oversees management and staff, including hiring, training, performance evaluation, disciplinary actions and dismissals, and ensures activities are consistent with goals and objectives. Seeks and creates opportunities for improved performance, learning and development of staff. Identifies and addresses problems and/or resolves conflicts.
  • Develops, implements and monitors department-wide employment relations practices, policies and programs necessary to establish positive employer-employee relationships and promote a high level of employee morale, such as EEOC, FMLA, ADA, employee training and development and performance development.
  • Directs departmental planning, development, implementation and management of all financial and budgetary functions, including budget preparation, analysis, accounting functions, internal and external controls, compliance issues, financial reporting, grants, interlocals, and discretionary and other funds.
  • Oversees and implements departmental human resources functions, including staffing, employee relations, classification, compensation, recruitment/retention and benefits, training and guidance on day-to-day actions in compliance with Federal, State and County policies.
  • Directs development and implementation of procedures for administrative support functions, information processing, and communication.
  • Oversees administration of department-wide safety programs in order to prevent and eliminate occupational deaths, injuries, illness, and accidents as well as property loss liability.
  • Develops, directs and manages division human resources, equipment, facilities and budget. Plans future budgetary requirements. Evaluates and reports on division performance. Uses statistical process to continually monitor and improve quality of processes and output.
  • Directs the planning, development, implementation and operation of the department's information and records management systems. Works with information systems staff to determine and prioritize the department's information systems needs.
  • Prepares high-level analysis of fiscal impact of various programmatic and policy-related decisions for policymakers. Provides management support to executives and administrative oversight of the department. Evaluates, plans and implements systems, processes and procedures to maximize office efficiency.
  • Manages departmental facilities utilization and resources planning allocation functions. Plans and oversees implementation of department, division, or individual office relocations, including staff and equipment. Manages optimal utilization of space and resources.
  • Develops or assists in developing and implementing comprehensive strategic plans that establish goals and objectives for the department.
  • Represents the department and serves as a liaison for local and statewide committees and task forces, advisory groups, and the general public. Serves as spokesperson to media and outside agencies.
  • Participates as a committee member and researches process improvement strategies for departmental operations. Measures results of activities.
  • Performs other job-related duties as assigned.

Minimum Requirements

Education and Experience:
Bachelor's degree in Finance, Accounting, Business Management, Purchasing, Public Administration, Social or Behavioral Sciences, Human Resources or a directly related field AND seven (7) years of increasingly responsible experience with a broad administrative support activity, such as accounting, purchasing, budgetary, financial analysis, human resources, contracting or similar capacity, including three (3) years of mid- to senior level supervisory or management experience;

OR,

Any combination of education and experience that has been achieved and is equivalent to the stated education and experience and required knowledge, skills, and abilities sufficient to successfully perform the duties and responsibilities of this job.

Licenses, Registrations, Certifications, or Special Requirements:
Valid Texas Driver's License.

Preferred:
Master's degree in a directly related field.
Certified Public Accountant (CPA);
OR,
Certified Government Financial Manager (CGFM).
Senior Professional in Human Resources (SPHR);
OR,
Professional in Human Resources (PHR) Certification.

Knowledge, Skills, and Abilities: 

Knowledge of:

  • Management and supervisory principles, practices and techniques.
  • Federal, State, and Local laws and regulations to include Title VII, ADA, FMLA, Fair Employment Practices, Open Records Act, Workers Compensation, Safety Management practices and OSHA Regulations.
  • Texas Local Government Code.
  • Budgetary practices and techniques.
  • Benchmark practices and trends.
  • Strategic planning concepts.
  • Standard management theory, principles, practices, and techniques.
  • Policies, practices, procedures and terminology of assigned function.
  • Accounting, purchasing and budgetary theory, principles and practices.
  • State and Federal laws and regulations pertaining to departmental accounting, purchasing and budgets practices.
  • Information technology as related to assigned function.
  • Computer equipment to include word processing, spreadsheets, databases and a variety of software packages.
  • Business letter writing, grammar and punctuation, and report preparation.
  • May be required to develop knowledge of and adhere to federal and state laws requiring the confidential handling of certain health information.
Skill in:
  • Managing staff, allocating resources and evaluating programs.
  • Developing and monitoring program budgets.
  • Problem-solving and decision-making.
  • Leadership and collaboration.
  • Both verbal and written communication, including presentations.
Ability to:
  • Manage, motivate, train, develop and evaluate staff.
  • Prepare and monitor budgets and implement and maintain accounting and records management systems.
  • Effectively manage employees.
  • Exercise judgment and discretion in formulating, applying, and interpreting complex procedures and policies.
  • Correctly interpret and apply complex laws and regulations to program situations.
  • Prepare and effectively defend both verbal and written reports on complex and/or controversial issues.
  • Analyze personnel problems and needs and make sound recommendations and decisions.
  • Plan, coordinate and direct the work of professionals.
  • Develop and recommend program initiatives.
  • Research, compile, analyze, interpret and prepare a variety of fiscal, statistical and administrative reports.
  • Manage time well, perform multiple tasks and organize diverse activities.
  • Establish and maintain effective working relationships with departmental clientele, representatives of outside agencies and providers, other County employees and officials, and the public.

Work Environment & Other Information

Physical requirements include the ability to lift/carry up to 5-15 pounds occasionally, visual acuity, speech and hearing, hand and eye coordination and manual dexterity necessary to operate a computer and office equipment. Subject to standing, walking, sitting, repetitive motion, reaching, climbing stairs, bending, stooping, kneeling, crouching, crawling, pushing, pulling, balancing, client/customer contact, squatting to perform the essential functions.

Travis County employees play an important role in business continuity. As such, employees can be assigned to business continuity efforts outside of normal job functions.

Work Hours: Monday - Friday 8 am- 5 pm

Department: Facilities Management Department

Location: 700 Lavaca St. Suite 1300   Austin, TX 78701

Criminal, Driving, Education, and Employment Background Checks Required.


This job description is intended to be generic in nature. It is not necessarily an exhaustive list of all duties and responsibilities. The essential duties, functions and responsibilities and overtime eligibility may vary based on the specific tasks assigned to the position.

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