Administration and Finance Officer

Administration and Finance Officer 40 Main Street, North Stonington, CT 06359 $79,000

• $92,000 a year
• Full-time $79,000
• $92,000 a year
• Full-time The Administration and Finance Officer position is an exempt, 40 hour a week, salaried position.

POSITION SUMMARY/PURPOSE

The Administration and Finance Officer, under the direction of the Board of Selectmen, is responsible for the administration of all town functions and activities not specifically reserved to another elected body. Performs complex and highly responsible duties, requiring the exercise of a high level of independent judgment and initiative. Provides professional advice to the Board of Selectmen, town officials, boards and committees concerning the development, implementation and administration of the policies, goals, regulations, and statutory requirements related to the administration and operation of the town.

SUPERVISION RECEIVED

The Administration and Finance Officer is appointed by the Board of Selectmen and functions under the jurisdiction and policy direction of the board. He/she maintains close contact with the First Selectman and will refer specific issues or problems to the First Selectman and the Board of Selectmen as necessary when clarification of interpretation of town policy or procedures is required.

SUPERVISION EXERCISED

Jointly with the First Selectman has supervisory responsibility for all personnel reporting to the Board of Selectmen through the department heads

EXAMPLES OF ESSENTIAL JOB FUNCTIONS

Supervise, direct, and assume responsibility for the efficient administration of all functions and activities for which the Administration and Finance Officer is given authority. Evaluate the effectiveness of departments reporting to him/her and take actions necessary to achieve optimum performance levels. Develop and revise as necessary standard operating procedures for the regular activities of each department in cooperations with department heads and First Selectman. Prepare an annual budget for First Selectman/Board of Selectmen, review and monitor budget execution throughout the fiscal year. Oversee financial functions for town through the Accounting Generalist and will fill in for the Accounting Generalist during absences including payroll, AP and AR. Assist with Town Financial Audit. Write proposals for competitive and non-competitive State, Federal and other grants, and act as the administrator for all grant programs. Writes all RFPs for the grants. Attend all regular and special meetings of the Board of Selectmen, Board of Finance, Tri-Board (BOE, BOS, BOF) including executive sessions, unless excused in advance by the First Selectman. Provides advice as requested. Serve on the Capital Projects Planning Committee and develop long-range planning and infrastructure improvement plans. Prepares CIP Budget Serve on the POCD Action Plan Committee. Advise and recommend to the First Selectman/Board of Selectmen policies, programs and actions he/she deems necessary, including but not limited to analysis and drafting regulations, policies and ordinances. As the Human Resource Director, administer the town personnel policies and collective bargaining unit agreements. Provide support during labor negotiations and grievance proceedings. Oversee all disciplinary processes with Department Heads and proceedings for all union and non-union staff. Administer and maintain all human resource tasks to include workers compensation, DOT clearinghouse for CDL drivers, random drug/alcohol testing, background checks and maintain all personnel files. Administer all FMLA requests and track hours, medical documentation, and assist employees as needed. Act as health insurance administrator through vendors to include managing open enrollment and maintaining contracts for all employee health benefits. Pension administrator for the staff, manage retirement contracts and work with TPA to assist staff with changes to the retirement plan. Update and maintain the employee handbook to ensure all policy changes and procedures are documented and benefits are current in the handbook. As Human Resources Director, supervise the recruitment and hiring of all personnel, excluding those managed by the Board of Education, and administer employee benefits. Conduct annual performance evaluations for all non-union employees, and union members. Coordinate, facilitate, and monitor the provision of services by town counsel and consultants. Maintain accountability for all town physical assets, excluding those overseen by the Board of Education. Answer complaints and refer complaints to the proper town department for attention. Submit recommendations for the disposition of specific complaints to the Board of Selectmen. Oversee risk management for the Town, including worker's compensation, fleet, property, and liability insurance. Ensure all work is done by employees under state and federal guidelines. Ensure that complete records of the administrative and financial activities of the town are kept, well organized, properly safeguarded and readily accessible. Serve as the chief procurement officer for the town, responsible for a decentralized purchasing environment. Prepare Request for Bid/Proposal specifications, analyze resulting submittals, and serve as the town's contract administrator. Assigned as the Town's Freedom of Information Officer to handle all correspondence and documentation gathered for FOIA requests. Work with attorneys as needed and have a full understanding of FOI Act in its entirety. Maintain all content on the Town of North Stonington's website (except minutes and agendas). Liaison with IT consulting company, to ensure all issues are resolved and cyber security requirements and training are in place. Grant writer and administrator for all Town grant applications.

OTHER GENERAL RESPONSIBILITES

Ensure all work is performed in accordance with all federal and state laws, local ordinances and policies. Attend meetings, workshops, training and review publications to remain current on practices and new developments in assigned work areas. Represent the town on regional and state organizations. Represent the town in a professional and ethical manner at all times.

• The proceeding list of duties and responsibilities are intended only as illustrations of various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

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REQUIREMENTS AND QUALIFICATIONS OF WORK

The qualifications required would generally be acquired with a bachelor's degree in public administration degree or related field suggested, and over 5 years of experience in municipal administration, human resources, budgeting, and finance with at least 2 years of supervisory type experience or similar position; or any equivalent combination of education and experience. Master's degree preferred with 4 years of experience.

Knowledge, Skills & Ability:

Comprehensive knowledge of the functions of municipal government. Working knowledge of the interaction between local, state, and federal government. Knowledge of Connecticut General Statutes as they apply to municipal operations or ability to research the Statutes such as FOIA. Knowledge of Human Resource Practices. Some knowledge of risk management, purchasing and grant administration. Working knowledge of business administration practices and general office procedures. Excellent administrative and fiscal and budget skills. Demonstrated skills in working cooperatively with other departments, agencies, citizen groups, and individuals in promoting the best delivery of services to the community. Excellent managerial, organizational and communication skills. Imagination, innovation and judgment relating to planning and achieving town-wide goals. Skills in public speaking and presentations. Ability to establish and maintain effective working relationships with all town employees, board/committee members, officials and the general public. Ability to recognize town-wide priorities and work cooperatively to support their accomplishment. Ability to conceptualize and put into operation department and town-wide goals and objectives. Ability to prioritize multiple tasks and deal effectively with interruptions, often under considerable time pressure.

Physical Demands:

Administrative work is performed in a moderately noisy or quiet office with regular interruptions during the day at the office and by phone from the general public or staff to deal with customers or staff issues and questions Requires the operation of computer-related and office equipment. Make constant and periodic contact with residents, boards and commissions and staff, vendors, state and federal agencies and officials; Communication is frequently in person, by telephone, email, and in writing. Errors in judgment or omissions could result in monetary loss, loss of reputation, injury of employees and liability to the town. This position will require a criminal background check, DMV license check, and pre-placement physical which requires drug testing. The Town of North Stonington offers

Equal Employment Opportunities Job Type:

Full-time Pay:

$79,000.00

• $92,000.

00 per year

Benefits:

Dental insurance Employee assistance program Health insurance Life insurance Paid time off Retirement plan Vision insurance

Physical Setting:

Office Experience:

Municipal Administration:

5 years (Preferred) Human resources: 5 years (Preferred) Grant proposal writing: 5 years (Preferred)

Work Location:

In person