Closing Date:
Open Until Filled Salary Range: $74,903.16-$114,854.64

• Starting salary is dependent upon qualifications, but in most cases is no higher than the midpoint for range.

NATURE OF WORK:
This is a critical position under the direct supervision of the Director of Parks, Recreation & Community Services or designee. The position executes a variety of high level administrative and supervisory functions. Performs complex financial tasks for the Department; plans, develops, audits, and monitors departmental budget; prepares payroll and maintains records; initiates and maintains control systems; and supervises department payroll process. The position prepares presentations, reports, and field inspections for various activities.
ESSENTIAL FUNCTIONS (Specific assignment will include some or all of the following):

• Supervises payroll process for the Department.
• Researches and solves personnel matters and other general administrative actions utilizing personnel records and union contract.
• Audits all payroll and benefit accounts for all Department employees; prepares the biweekly payroll for the Department.
• Tracks hours worked to remain compliant with ACA and IMRF considerations.
• Assists in the preparation and review of operating budget.
• Studies management methods in order to improve workflow, simplify reporting procedures, or implement cost reductions.
• Coordinates department seasonal hiring process with Human Resources Division.
• Analyzes unit operating practices, such as record keeping systems, forms control, suggestion systems, personnel and budgetary requirements, and performance standards to create new systems or revise established procedures.
• Coordinates collection and preparation of operating reports, such as time-and-attendance records, budget expenditures, and statistical records of performance data.
• Assists in the development of the annual department budget.
• Understands and interprets all necessary union contracts and personnel rules in regards to payroll administration.
• Monitors and controls budget reports.
• Serves as liaison to other City departments and state agencies; prepares annual reports and tracks activity.
• Monitors administrative staff processes that require documentation, meeting Department benchmarks, City policies, and outside agency deadlines.
• Monitors employees for strict adherence to City payroll practices, policies and procedures.
• Performs other duties as required or assigned.
• Researches, analyzes, and prepares special studies or projects; writes reports and makes recommendations.
• Performs review of programs, policies and procedures, recommending appropriate goals and objectives; assists in the implementation of approved policies and procedures.
• Approves and edits all program information for the department’s program guide and flyers.
• Supervises civic center PRCS front desk operations and staff.

MINIMUM REQUIREMENTS OF WORK:

• Must possess sixty (60) or more college credit hours and must possess three (3) or more years of administrative experience. Previous government work experience and possession of a Bachelor’s degree in Public or Business Administration, Finance, or substantially similar area are preferred.
• Must possess a valid driver’s license and a safe driving record.
• Knowledge, skills, and abilities in the following areas:

• Excellent verbal and written communication skills; including presentation skills.
• Ability to analyze comprehensive business processes, perform in-depth work analyses, and associated project plans for executing changes to existing policies and processes.
• Skill in the use of personal computers and related software applications specifically, Microsoft Word, Excel, PowerPoint, Outlook, Access.
• Knowledge of grant writing and proposal preparation are key; also budgeting, special event coordination, research and review of statistical data, and development or recommendations based on such analysis.
• Familiarity with RecTrac, Novatime, ExecuTime, Target Solutions and New World software systems.
• Knowledge of theory, techniques and applications of municipal management.
• Knowledge of municipal policy and process theory, evaluation of concepts, the ability to assemble, analyze and organize critical data.
• Ability to learn, understand and incorporate city ordinances, rules, regulations and procedures into daily activities.
• Ability to gather and analyze complex data using statistical methods and cost center analyses.
• Ability to work on municipal projects, some which may have conflicting deadlines and/or priorities.
• Strong interpersonal skills and ability to deal effectively in a team environment.
• Ability to establish and maintain effective working relationships with a diverse group of individuals and staff throughout the City and outside of the organization.
• Capability to perform a large volume of numerical detailed work accurately, to make difficult mathematical computations with mechanical assistance, and to understand and follow complex oral and written instructions including technical terminology.
• Ability to facilitate meetings and lead special project teams.
• Apply mathematical operations to frequency distributions, reliability and validity tests, normal curve, analysis of variance, correlation techniques, and related statistical methods of measure.
• Ability to read, understand and interpret scientific and technical journals, manuals, ordinances, policies and procedures, ordinances, statues, rules, regulations, newspapers, memos, letters, abstracts, financial reports and legal documents.
• Ability to speak before audiences with poise, voice control and confidence, using proper grammar and vocabulary appropriate to the audience.

PHYSICAL REQUIREMENTS OF WORK:
Ability to work primarily indoors and is occasionally subject to outdoor environmental conditions – no effective protection from the weather conditions or temperature changes.
Employee should have the ability to exert up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or a negligible amount of force consistently to lift, carry, push, pull, or otherwise move objects, including the human body.
Must possess the ability to lift, reach, handle, finger, kneel, bend, stand for long periods of time, talk, hear, feel, smell, climb, maintain balance, stoop, crouch, crawl, and see the nature of objects by the eye.
SUPERVISION:
Work is performed under the general direction of the Director or Designee. The employee is responsible for completing work according to City work rules and safety regulations. Work is reviewed through on going observation, written and verbal communications, meetings and feedback. Guidance is provided through state statutes, city ordinances, standard operating procedures, rules and regulations, policies, procedures and personnel rules. Performance is evaluated annually for quality of tasks, adherence to work rules, and performance in accordance with classification standard.
PUBLIC CONTACT:
The employee is responsible for maintaining working relations with command staff, elected officials and the public. The employee has regular contact with the general public and other city employees.
Chosen candidates will be required to provide proof of licenses, certifications, and education required for this position. Candidates will also be subject to qualifying pre-employment processes, including medical examination, drug/alcohol screen, employment verification, and criminal background check.
The City of Evanston is an equal opportunity employer and ensures against discrimination in employment on the basis of a person’s race, color, sex, age, religion, disability, national origin, ancestry, sexual orientation, marital status, parental status, military discharge status, source of income, housing status, or gender identity. The City of Evanston is also committed to accessibility for persons with disabilities. Any person needing mobility or communications access assistance should contact Human Resources at 847-448-8204 (voice) or 847-448-8052 (TTY).