Administrative Services Manager

City of Mission Viejo Invites Applications for

ADMINISTRATIVE SERVICES MANAGER

$125,216 - $179,940 annually

APPLY BY: 3:00 P.M., WEDNESDAY, APRIL 30, 2025

The City of Mission Viejo is seeking an experienced and motivated professional to join our team as our next Administrative Services Manager.  This is a “hands-on” working manager position that plans, organizes, oversees, coordinates and reviews the activities and operations of the day-to-day budgeting, purchasing, treasury, and risk management programs.  This individual will manage the work of staff performing difficult and complex professional, technical and office support activities; coordinates departmental activities with other City departments and outside agencies; and provides highly complex and responsible support to the Director of Administrative Services.

Currently, there is one (1) full-time vacancy normally scheduled to work Monday to Friday from 8:00 a.m. to 5:00 p.m., but may vary depending on the needs of the City including after-hours Commission and/or City Council meetings.  This is an FLSA exempt position and is not entitled to overtime.  The eligibility list established during this recruitment may be used to fill future full-time, part-time or temporary Administrative Services Manager vacancies. 

The first round of Zoom interviews is scheduled for May 5, 2025.  Only one date will be available for an applicant to attend.  The City will not accommodate applicant scheduling requests for alternative dates and it is recommended that you plan your calendar accordingly.

Your impact

1. Manages and participates in the development and implementation of goals, objectives, policies and priorities for assigned programs; recommends within departmental policy, appropriate service and staffing levels; recommends and administers policies and procedures.
2. Develops and standardizes procedures and methods to improve the efficiency and effectiveness of assigned areas of operation; continuously monitors and evaluates the service delivery methods and procedures and identifies opportunities for improvement; recommends improvements to the Director and implements new procedures and methods.
3. Plans, directs, coordinates, and reviews the work plan for the assigned areas of operation; meets with staff to identify and resolve problems; assigns work activities, projects and programs; monitors workflow; reviews and evaluates work products, methods and procedures.
4. Selects, trains, motivates, and evaluates assigned personnel; provides or coordinates staff training; works with employees to correct deficiencies; implements discipline and termination procedures.
5. Conducts special research projects and financial analysis for citywide programs and usage; produces findings and recommendations and prepares related reports and presentations.
6. Confers with other departments on questions regarding matters related to assigned areas of responsibility; negotiates and resolves significant issues.
7. Provides technical information and instruction regarding applicable procedures and methods; interprets and explains rules, regulations and procedures; answers questions and resolves concerns.
8. Represents the Administrative Services Department to other City departments, elected officials and outside agencies; explain and interpret departmental programs, policies, and activities; negotiate and resolve significant and controversial issues.
9. Prepares, reviews, and presents staff reports and other necessary correspondence to the City Council.
10. Performs other duties as assigned.

In Addition When Assigned to Budgeting Operations:

1. Responsible for coordinating and compiling the biennial and mid-cycle operating and capital budgets for the City including developing salary and benefits projections, account and expenditure projections, and preparing the initial draft of the budget document; calculates cost distribution, assists with financial forecasting and planning when necessary; tracks the adopted budget and prepares periodic budget reviews for submission to City departments, City management and the City Council.
2. Assists with the coordination, preparation, and updating of the City’s biennial Master Financial Plan including final report and significant supporting documentation development.
3. Develops, reviews, and monitors long-range goals, budget objectives, and performance measures.
4. Participates in hearings with the City Manager, City Council and department heads to evaluate revenue and expenditure requests; and prepares corresponding budget documents.
5. Monitors current year budget; prepares status reports and administers budgetary control systems; recommends and processes budget amendments.  
6. Recommends and prepares revisions for the update report on Management and Budget policies.
7. Assists with updating the City’s Cost Allocation Plan, including participating in the selection of related consulting services, and insuring that results meet the goals and objectives of the City. 
8. Manages the budget module in the City’s financial software system.
9. Develops and monitors the Budget program budgets, goals, and performance measures.

In Addition When Assigned to Purchasing Operations:

1. Serves as the City’s Purchasing Agent encompassing overall responsibility of the purchasing function, including authorizing, establishing, revising, and enforcing compliance with purchasing procedures, policies, ordinances, and contracts at the direction of the Director of Administrative Services.
2. Develops and implements purchasing policies and procedures; establishes and evaluates purchasing systems, records, forms, and controls.
3. Reviews, examines, and processes requisitions, purchase orders, and other related documents, including contracts and bid recaps, to ensure compliance with established purchasing procedures and to confirm funding availability.
4. Provides information and guidance to City departments regarding their purchasing needs, specifications for services, supplies, and equipment, and computerized purchasing system.
5. Develops and monitors the Interdepartmental and Purchasing program budgets, goals and performance measures.
6. Manages the purchasing module in the City’s financial software system.
7. Develops and monitors the Purchasing program budgets, goals and performance measures.

In Addition When Assigned to Treasury Operations:

1. Develops, implements and organizes the operational activities of the revenue, debt, and treasury functions. 
2. Conducts special research projects, financial analysis and projections for revenue programs and investment activities; review trends, develop assumptions and produces findings and recommendations and prepares related reports.
3. Develops, administers and oversees the City’s cash management functions including: monitoring cash handling; reviewing daily bank reports, revenue schedules and accounts payable registers; and administering cash flow planning.
4. Maintains extensive, up-to-date investment, market and financial records in order to make effective investment decisions based on cash flow requirements.
5. Makes investment security purchases and maintains records of investments and maturities.
6. Oversees debt administration including evaluation of potential bond issues, trustee relations, receipts, payments, reporting and compliance.
7. Develops the master financial plan and the revenue section of the City budget; prepares quarterly and annual reviews of revenues for financial statements.
8. Provides financial administration to the Housing Authority and Community Development Financing Authority.
9. Reviews capital project needs and develop revenue alternatives.
10. Administers and reviews revenue audits and fee studies; develops and implements recommendations.
11. Coordinates and oversees various audits and provides information to outside auditors; gives expert assistance to auditors for questions, data gathering, and compiling reports.
12. Provides staff support to the Investment Advisory Commission.
13. Develops and monitors the Treasury program budgets, goals, and performance measures. 

In Assigned to Risk Management Operations:

1. Serves as the City’s Risk Manager encompassing overall responsibility of the risk management function, including planning, organizing, and implementing the City’s Risk Management and Loss Control Programs.
2. Determines risk financing solutions; reviews and recommends adjustments to the amount and form of property insurance and excess casualty insurance needed and desired.
3. Functions as a liaison and coordinator between claimants, staff, insurance companies, appraisers, third party administrators, City Attorney, outside attorneys, other internal personnel, and third parties to claims.
4. Coordinates the investigation of claims by third party administrators and monitors claims activities and service to ensure efficient and effective processing; and coordinate with the City Attorney and third party administrators in resolving litigation issues related to claims.
5. Develops and monitors standard insurance provisions for City contracts, memoranda of understanding, and leases; reviews agreements, leases, purchase documents, and contracts to eliminate or reduce potential risk and liability and to determine adequate insurance coverage and protection.
6. Coordinate with risk management staff and third party administrator to prepare and present case summaries and settlement agreements for Council, City Manager, and City Attorney consideration of recommended settlements.
7. Develops and monitors the Risk Management program budget, goals, and performance measures.

YOUR TEAM

Our Business Partners, i.e. our City Council, Executive Management, fellow employees and vendors look to the Administrative Services Department for expert advice and consultation in all of the financial, human resources, and risk management affairs.  Financial management responsibilities include: developing financial policies and monitoring compliance; coordinating the long-range financial planning and two-year budget efforts of the City; monitoring revenues; billing, collecting, investing, and disbursing all funds; accounting, financial reporting and serving as liaison to the City’s external auditors; overseeing the City’s de-centralized purchasing activities; overseeing the financial information software (Tyler Munis); providing financial services to the Community Development Financing Authority, Housing Authority, and the Successor Agency; and providing staff support to the City’s Investment Advisory Commission.  The risk management program oversees the protection of the City’s physical, human, and financial assets against accidental losses, through proper exposure identification, risk evaluation, and the use of effective risk control techniques.

Applicants are encouraged to review the entire Administrative Services Manager job description by visiting the City’s website at https://cityofmissionviejo.org

IDEAL CANDIDATE

• Considerable experience in computerized municipal fund accounting systems;
• Communicate clearly and concisely, both orally and in writing;
• Ability to work in a fast-paced environment with numerous deadlines, is detail-oriented, and accurate in their work;
• Proactive thinker with a positive, solution-oriented attitude; 
• Flexible self-starter who is enthusiastic, open to new ideas, and works independently with minimal supervision; and
• Ability to establish and maintain effective and harmonious working relationships with all levels of staff, elected officials, vendors and the public.

Knowledge of:

• Administrative principles and practices, including goal setting, program development, implementation and evaluation and supervision of staff, either directly or through subordinate levels of supervision.
• Principles and practices of governmental accounting, public finance administration and budgeting, auditing, and reconciliation; federal and state regulations and guidelines as they pertain to municipal finance; municipal taxation and revenue management.
• Organizational and management practices as applied to the analysis and evaluation of programs, policies and operational needs.
• Practices and techniques of automated and manual financial and accounting document processing and record keeping.
• Principles and practices of employee supervision, including work planning, assignment, review and evaluation, and the training of staff in work procedures.
• Public agency payroll principles and practices.
• Applicable laws, codes and regulations.
• Standard office support practices and procedures, including the use of standard office equipment.
• Computer applications related to the work, including word processing, spreadsheet and database applications.
• Records management principles and practices.
• Techniques for effectively representing the City in contacts with governmental agencies, community groups, various business, professional, educational and regulatory organizations and with property owners, developers, contractors and the public.
• Techniques for dealing effectively with the public, vendors, contractors and City staff, in person and over the telephone.
• Techniques for providing a high level of customer service to the public and City staff, in person and over the telephone.
• Safe work practices.
• Safe driving principles and practices.

Skill in: 

• Assisting in developing and implementing goals, objectives, policies, procedures, work standards for the finance department.
• Planning, organizing, scheduling, assigning, training, reviewing, and evaluating the work of staff.
• Performing difficult, professional and technical accounting and financial support work accurately and in a timely manner.
• Interpreting, applying and explaining complex laws, codes, regulations and ordinances.
• Preparing, analyzing and interpreting financial and accounting records, reports and recommending improvements in financial record keeping systems.
• Entering and retrieving data from a computer with sufficient speed and accuracy to perform assigned work.
• Preparing clear and concise reports, correspondence, procedures and other written materials.
• Maintaining accurate records and files of work performed.
• Compiling and interpreting current market data with regard to investment instruments and debt issuance.
• Purchasing investments through a competitive bid process based on future cash requirements.
• Organizing work, setting priorities and meeting multiple deadlines.
• Making sound, independent decisions within established policy and procedural guidelines.
• Making accurate arithmetic, financial and statistical computations.
• Using English effectively to communicate in person, over the telephone and in writing.
• Using tact, initiative, prudence, and independent judgment within established policy and procedural guidelines.
• Establishing and maintaining effective working relationships with those contacted in the course of the work.
• Operating modern office equipment including computer equipment and software programs.
• Operating a motor vehicle safely.

Any combination of training and experience which would provide the required knowledge, skills and abilities is qualifying.  A typical way to obtain the required qualifications would be:

Equivalent to graduation from an accredited four-year college or university with major course work in business, public administration, accounting, finance, or a related field and four (4) years of professional-level accounting experience with a minimum of one (1) year in a lead or supervisory role.  

A driver’s license is not required, but the employee must be able to arrange reliable and timely transportation to offsite facilities and vendors to complete essential functions as determined by assignment.

Salary : $125,216 - $179,941