COUNTY OF LOUISA

DEPARTMENT OF EMERGENCY SERVICES

ADMINISTRATIVE SERVICES MANAGER

Distinguishing Characteristics of the Class:

The incumbent's responsibilities include developing and providing assistance in directing the integrated administrative support system which includes all departmental functions and activities involving human resources policies, procedures and transactions; and fiscal and budget management. The incumbent assists with supply and procurement; participates in the annual budget planning and preparation, coordinates and prepares projections for all administrative expenditures including salary, benefits, and operating expenses. Responsibilities also include coordinating all career and volunteer Fire & EMS applications, records and recruiting/retention efforts. The work is performed under the general direction of the Fire & EMS Chief and the Deputy Chief of Administration.

Illustrative Examples of Work

· Provides professional assistance to the Fire & EMS Chief and the Deputy Chief of Administration (DFC-A) for planning, programming, budgeting and organizing the administrative activities of the department;

· Answers incoming calls and directs public inquiries to appropriate person within department.

· Ensures adherence to approved budgetary standards and guidelines by monitoring budget transactions and expenditures and prepares expenditure projections;

• Provides informational programs and displays to various civic, business, church, school and community groups explaining volunteer opportunities with the County’s Fire & EMS agencies.
• Prepares recruitment materials, brochures, etc. in coordination with the County’s volunteer Fire and EMS agencies – Louisa, Mineral, Bumpass, Holly Grove, Locust Creek and Trevilians Volunteer Fire Departments and Louisa, Lake Anna and Holly Grove Volunteer Rescue Squads.
• Administers the recruitment and retention budget in coordination with the volunteer Management Oversight Group’s (MOG) recruitment and retention committee and departmental staff.
• Serves as a point of contact for individuals interested in volunteer opportunities with the volunteer agencies.

· Assists DFC-A with audits, tracks and researches all encumbrances and monitors all encumbered expenditures;

· Performs extensive analysis on personnel and non-personnel expenditure projection and prepares reports for and performs thorough analysis of the department's budget performance measures.

· Monitors the expenditures of County's non-departmental budget and assists with the preparation and administration of the department's budget;

· Works in conjunction with the DFC-A and County budget analyst in charge of revenue projections to research and prepare complex financial analyses, trends and forecasts to assist with the preparation and administration of both the department's and County budgets as well as for presentations to the Board of Supervisors;

· Performs various fiscal and statistical analyses requested by County management, County departments/organizations, and other states/localities;

· Manages the departmental administrative services functions;

· Monitors and evaluates the efficiency and effectiveness of the department's internal administrative support system, and identifies and recommends solutions for programmatic and logistical problems in the administrative system;

· Provides leadership in recommending, developing, coordinating and implementing new and/or revised administrative support policies and procedures for the department;

· Works with the DFC-A to review existing County contracts and prepares and develops departmental policies on purchase requisition for RFP's and/or purchase orders for encumbrances; monitors, audits, and manages departmental purchase card transactions and reports; and reviews, monitors, and maintains performance budgeting system data;

· Works with the DFC-A to coordinate and control the County’s Purchase Card transactions for all supply and/or procurement functions for the Finance Department;

· Assists the DFC-A and County human resources director by overseeing key aspects of human resources operations; reviews all personnel related documents for accuracy and proper application of County Administrative Regulations (FMLA, ADA, Leave Donation Program, performance evaluations, hiring/termination of employees etc.) and serves as departmental training representative for various employee trainings related to human resources;

• Performs related work as required.

Essential Knowledge, Skills and Abilities

Thorough knowledge and experience in fiscal analysis and financial management; thorough knowledge and experience in automated budgeting systems, accounts receivable system; advanced knowledge in spreadsheet software (Microsoft Excel); ability to formulate complex mathematical formulas; ability to perform thorough research, and analyze, interpret, and prepare clear and comprehensive reports related to fiscal matters and public administration; ability to communicate clearly and effectively both orally and in writing; ability to persuade others and negotiate issues to obtain desired results; ability to establish and maintain effective working relationships with Fire & EMS Chief, Deputy Chiefs, supervisors, and representatives of internal and external agencies; or any combination of experience and training which provides the required knowledge, skills and abilities.

Minimum and Additional Requirements

Minimum:

A Bachelor's degree in Management, Business Administration, Finance, or related field.
Four (4) years of relevant experience in support functions such as human resources, purchasing, accounting, budgeting, etc. Degree requirements may be substituted with an equivalent combination of education, training and experience.

Preferred:

Experienced in working for a Fire & EMS Department. Experienced in various EMS reporting and billing software programs. Experienced in working with Fire & EMS training records management programs. Experienced in CAD data analysis for Fire & EMS response districts.

EOE/ MARCH 2022

Job Type: Full-time

Pay: $35,000.00 - $45,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person