Director of Administration-Commissioner

Location:

Hamilton County is one of Indiana’s fastest growing, highest educated and wealthiest counties in the state and the Midwest. Two-thirds of the workforce lives and works in the county - a percent that has remained constant since 2010. Hamilton County is continually recognized in rankings ranging from “Best Cities to Relocate To” and “Best City to Raise a Family” to “Healthiest County in Indiana” and “Happiest Suburbs in the Nation”. Come be a part of all Hamilton County has to offer as we work together to serve the citizens of Hamilton County.

Job Description:

POSITION DESCRIPTION

COUNTY OF HAMILTON, INDIANA

POSITION: Director of Administration

DEPARTMENT: County Commissioners

WORK SCHEDULE: 8:00 a.m. - 4:30 p.m., M-F

STATUS: Full-time

FLSA STATUS: Exempt

Hourly: $67.3204

To perform this position successfully, an individual must be able to perform each essential function of the position satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Hamilton County provides reasonable accommodations to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job unless the accommodation would present an undue hardship.

Incumbent serves in the appointed position of Director of Administration for the County Commissioners, responsible for assisting Commissioners, County personnel, the public, and supervising assigned personnel.

DUTIES:

Supervises and directs assigned personnel, including interviewing applicants, making hiring recommendations, delegating work assignments, evaluating performance, providing training and corrective instruction, and maintaining discipline as needed.

Provides strategic and tactical planning, development, evaluation, and coordination of information for the Hamilton County Board of Commissioners. Ensures continuous delivery and operation of integrated public safety, government, and administrative systems.

Defines, delivers, and supports strategic plans for implementing information throughout the County organization, including evaluating systems and trends, identifying problems, anticipating requirements, preparing, and making presentations, and recommending strategies to the Board of Commissioners.

Fields daily calls from public, other agencies, and departments, making independent decisions with issues such as problem resolution and service provisions to assist public and agencies.

Serves as liaison for County Commissioners, facilitating communication with other County officials/ offices/agencies, and the public, receiving complaints/concerns, and assisting in resolving problems.

Coordinates resources and timetables with departments and communicates with elected officials/department heads in understandable terms. Maintains quality service by establishing and enforcing County standards for effective, and timely completion.

Assists with or acts as the project manager on special projects assigned by the Board of Commissioners related to building maintenance, construction and equipment research and procurement.

Provides support to County Commissioners, such as composing and preparing correspondence and news releases, researching issues/concerns, responding to inquiries, forwarding informational requests, and attending all Commissioner meetings. Periodically schedules special meetings for Commissioners and subcommittees.

Provides conflict resolution between Department Heads and employees when necessary.

Responsible for preparation of department claims/vouchers for payroll and other costs, including verifying charges, documentation, and calculations, preparing forms, entering on computer, and forwarding to Auditor for payment. Reconciles fund accounts and Auditor’s records monthly.

Responsible to attend all County Council meetings and any other assigned meetings, providing detailed written reports of meeting activities to the Board of Commissioners.

Responsible for assigning, recording, and maintaining an accurate inventory of all County employees parking access permits.

Prepares annual department budget, including analyzing current year expenditures, forecasting financial objectives, and discussing with County Council as requested.

Administers and maintains Commissioner department budget throughout the year, including authorizing payroll and other encumbrances, monitoring account balances, requesting fund transfers as needed, and ensuring cost-effective operations and accurate recordkeeping, including providing fiscal projections, making recommendations, and approving expenditures as appropriate.

Reviews and submits department budgets for Human Resources, Safety & Risk Management, Weights & Measures, and Veteran Services departments.

Regularly monitors and reviews daily activity performed by Buildings & Grounds, Human Resources, Safety & Risk Management, and Weights & Measures departments.

Assists in conducting fiscal and management research and compiles data for comparative analysis. Advises Commissioners, County departments, and agency officials on budgetary matters, ensuring communications, orders and directives emanating from Commissioners are performed accordingly.

Collects data as requested by the Board of Commissioners for County contracts and projects.

Assists with computerized inventory system for fixed assets. Assists in coordinating insurance coverage for fixed assets and forwards reports to the Board of Commissioners and Insurance Committee.

Assist in organizing and setting up auctions of surplus County equipment and recovered stolen property.

Collects data and provides annual information to the Board of Commissioners regarding County-wide departmental fees, including ensuring fees for like functions are set at similar rates, and evaluating fees according to service cost and rates of other jurisdictions.

Develops and maintains a unified system for fleet management tracking, including maintaining on-going inventory system for vehicles owned by the County. Obtains appropriate titling and licensing of each vehicle.

Works with Highway Department Project Manager in coordinating improvement projects as needed.

Periodically represents Commissioners on boards/committees as needed.

Periodically attends training sessions and conferences as needed.

Performs related duties as assigned.

I. JOB REQUIREMENTS:

Master’s Degree in political science, business, public relations, or related field preferred, or equivalent combination of education and experience, including at least three years of management experience.

Thorough knowledge of business principles and techniques of administration, organization, and management, including in-depth understanding of key business issues that exist in government, data processing methods and procedures and computer software systems.

Thorough knowledge of functions of all County departments/offices and current issues affecting the public, and ability to effectively represent County Commissioners in responding to inquiries, resolving problems, and communicating with personnel, news media, and the public.

Practical knowledge of budget preparation and administration, and ability to project funding needs and ensure cost-effective operations.

Working knowledge of standard office procedures and computer software programs, and ability to apply such knowledge to a variety of interrelated processes, tasks, and operations.

Working knowledge of standard English grammar, spelling and punctuation, and ability to prepare correspondence and detailed reports.

Working knowledge and demonstrated ability to relate to all levels of the community; set and manage priorities; comprehend complex, technical subjects; translate technical language to lay audiences, and link/apply complex technologies to government business strategies.

Ability to supervise/direct assigned personnel, including interviewing applicants, making hiring recommendations, delegating work assignments, evaluating performance, providing training and corrective instruction, and maintaining discipline as needed.

Ability to plan and manage resources human, financial, material and information to accomplish the County’s mission, and ability to maximize the potential of employees within the department.

Ability to explain, advocate and express facts and ideas in a convincing manner and negotiate with individuals and groups internally and externally, including executive management, Board of Commissioners, and County Council

Ability to perceive the County’s goals and priorities and creatively plan, organize, and implement projects of various size and impact which meet or exceed the objectives.

Ability to effectively communicate orally and in writing with co-workers, other County departments, elected officials, department heads, municipal leaders within Hamilton County, vendors, insurance agencies, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.

Ability to plan, lay out, and prioritize work projects, work on several tasks at the same time, often under time pressure, and complete assignments effectively amidst frequent distractions and interruptions.

Ability to compile, analyze and evaluate data, and making determinations and present findings in oral or written form.

Ability to work alone with minimum supervision and with others in a team environment.

Ability to understand, memorize, retain, and carry out oral and written instructions.

Ability to properly operate standard office equipment, such as computer, calculator, copier, telephone, and fax machine.

Ability to competently serve the public with diplomacy and respect, including occasional encounters with irate/hostile persons.

Ability to comply with all employer/department personnel policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.

Ability to provide public access to or maintain confidentiality of department/County information/ records according to state requirements.

Ability to regularly works extended hours, occasionally works evening and/or weekend hours, and occasionally travels out of town for seminars/training/meetings, sometimes overnight and serves on 24-hour call for emergencies,

Possession of a valid Indiana driver's license and demonstrated safe driving record.

II. DIFFICULTY OF WORK:

Incumbent's duties are broad in scope and of substantial intricacy, requiring consideration of complex variables, including the impact of alternative solutions on all County present and future information systems. Incumbent performs according to general County objectives and standards of the profession, exercising independent judgment in analyzing precedents and adapting standard methods to fit complex situations.

III. RESPONSIBILITY:

Incumbent receives administrative direction from the Board of Commissioners, with broad discretion in accomplishing desired results. Incumbent makes an extensive contribution and leadership to County operations, involving planning, development, implementation and is actively involved in organizational performance improvement activities. Responsible for the implementation of policies and procedures for the Board of Commissioners to ensure maximization of the County’s goals and objectives.

Incumbent's decisions and work product are primarily evaluated for appropriate supervision or direction of assigned operations, soundness of judgment, and compliance with legal requirements.

IV. PERSONAL WORK RELATIONSHIPS:

Incumbent maintains frequent contact with co-workers, other County departments, elected officials, department heads, municipal leaders within Hamilton County, and vendors, insurance agencies, and the public for purposes of exchanging information, explaining/ interpreting policies and procedures, supervising/directing personnel, and resolving problems.

Incumbent reports directly to Board of County Commissioners.

V. PHYSICAL EFFORT AND WORK ENVIRONMENT:

Incumbent performs duties in a standard office environment involving sitting/walking/standing at will, sitting for long periods, lifting/carrying objects weighing less than 25 pounds, pushing/pulling objects, grasping/fingering, bending, reaching, crouching, close/far vision, color/depth perception, driving, keyboarding, speaking clearly, and hearing communication.

Incumbent serves on 24-hour call for emergencies, regularly works extended hours, occasionally works evening and/or weekend hours, and occasionally travels out of town for seminars/training/meetings, sometimes overnight.

APPLICANT/EMPLOYEE ACKNOWLEDGMENT

The job description for the position of Director of Administration for the County Commissioners describes the duties and responsibilities for employment in this position. I acknowledge that I have received this job description, and understand that it is not a contract of employment. This position is appointed by and serves at the pleasure of the Hamilton County Board of Commissioners. I am responsible for reading this job description and complying with all job duties, requirements and responsibilities contained herein, and any subsequent revisions.

Hamilton County is an Equal Opportunity Employer. We participate in E-Verify.