Administrative Services Director

Job Summary

This position directs and manages the operations of the Administrative Services Division.

The Administrative Services Director is a key leadership position that collaborates with and advises the Fire Chief, senior management team, and district members to ensure effective personnel and administrative services to support the needs of the District. The Administrative Services Director will provide strategic and operational oversight for administrative services and in-depth human resources and payroll support. This position develops and executes human resources management in support of the overall strategic direction of the District, including the areas of labor relations, employee relations, payroll, policy management, recruitment management, talent management, change management, employment risk management, organizational design, compliance with State and Federal labor laws, HRIS implementation and analysis, job classification, and compensation analysis.

The person in this position may also, if qualified, assist with contract review and drafting, and other legal issues related primarily to labor and employment.

Essential Duties and Responsibilities

The duties and responsibilities of the position will be determined based on District operational needs.

Essential Functions

1) Strategic Planning and Organizational Development

a) Plans, organizes, and leads initiatives to closely align administrative services, human resources, payroll, and technology with organizational goals, industry best practices, and state and federal laws.

b) Develops and updates policies and procedures including writing policies to ensure compliance with District goals and governance, and state, and federal law.

c) Supports and executes employee development, organizational

development, professional development, succession planning, and strategic

planning efforts.

2) Human Resources Operations

a) Recruitment and Selection:

i) Develops and oversees recruitment, selection, promotion, and onboarding processes, ensuring compliance with district policies, civil service rules, and state and federal laws.

ii) Collaborates with hiring managers to attract and select qualified candidates for positions.

iii) Ensures job descriptions are up to date and reflective of the work performed.

b) Employee and Labor Relations

i) Consults with management and employees to resolve personnel issues such as grievances, communications difficulties, etc.

ii) Assists in development of strategy related to collective bargaining and labor relations. Serves on the negotiation team for the District during collective bargaining.

iii) Collaborates with management in developing, updating, and administering employee engagement and recognition programs.

iv) Conducts or facilitates employment-related investigations and exit interviews.

c) Compensation and Benefits Administration

i) Oversees compensation and benefits programs, including compensation structures, benefits, and incentive plans.

ii) Manages staff assigned to handle employee benefits such as health insurance, retirement plans, deferred compensation plans, leave entitlements, annual open enrollment, and change requests.

iii) Ensures the administration of Family Medical Leave Act (FMLA), Oregon Family Leave Act (OFLA), Oregon Paid Family and Medical Leave Act (PFML), workers’ compensation, Americans with Disabilities Act (ADA), and disability leave.

iv) Conducts market studies to ensure competitiveness in attracting and retaining talent.

d) Performance Management

i) Develops and implements performance management processes, including goal setting, performance reviews, and feedback.

ii) Provides guidance to managers on performance improvement plans, discipline, promotions, and career development opportunities for their teams.

iii) Implements effective processes, tools, and training to ensure fair and consistent performance evaluation processes in compliance with relevant policies and regulations.

3) Payroll

a) Oversees staff who complete the District’s payroll functions including, but not limited to, payroll maintenance, payroll processing and paycheck preparation.

b) Ensures direct deposit, taxes, and Section 125 plan funds are transferred.

c) Works with Finance staff as necessary related to payroll and Quickbooks.

d) Ensures the accuracy of employee compensation, benefits, deductions, leave accruals, and direct deposits consistent with collective bargaining agreements, district policies, and federal and state laws.

Job Type: Full-time

Pay: $97,320.00 - $145,968.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Application Question(s):

• How many years' experience do you have working in the public sector?

Experience:

• public legal or HR management: 3 years (Required)

License/Certification:

• law license (Preferred)

Ability to Commute:

• McMinnville, OR 97128 (Preferred)

Work Location: In person

Salary : $97,320 - $145,968