ADMINISTRATIVE MANAGER

Job Description:

ADMINISTRATIVE MANAGER

Description

Position Scope

Our Vision: We aspire to be the community of limitless possibilities.

Our Mission is to provide exceptional services for a safe, thriving community, while honoring our history and innovating for the future.

Embrace the New - Do Right - Lend a Hand - Find a Way - Enjoy our Work - Celebrate Uniqueness

Our Benefits
The City of Buckeye provides an extensive benefits package designed to support the well-being of our employees. This includes health, dental, vision, life, pet insurance, as well as wellness incentives. Coverage begins the first day of the month following the start of your employment.

Vacation & Sick Leave

At the City of Buckeye, we understand the vital role that vacation time plays in supporting the mental, physical, and emotional well-being of our employees. Vacation and sick leave accruals begin on the first day of employment and may be used upon accrual. Additionally, employees receive credit towards vacation leave accruals for years of service with other public sector retirement systems nationwide (not including Federal service).

Holidays

The City of Buckeye observes eleven holidays per year: New Years Day, Martin Luther King Day, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Veteran's Day, Thanksgiving and the day after Thanksgiving, and Christmas Day.

Retirement
This position participates in the Arizona State Retirement System (ASRS). Contribution is mandatory, and the current contribution rate is 12.27%, per fiscal year.

Primary Duties and Responsibilities

Position Scope: Under limited supervision manages the administrative operations of the Utility Billing/Customer Service, and Procurement functions for the Finance Department. Manages various projects for the department.

Primary Duties & Responsibilities:

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. lncumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Plans, organizes, and manages the activities of staff involved in the daily operations of customer service, billing, receipt, reconciliation, security of revenues, and resolution of billing complaint functions
• Manages staff, programs, functions, and customer services for the Finance Department which may include: prioritizing and assigning work; ensuring staff are trained; ensuring that employees follow policies and procedures; maintaining a safe working environment; and make recommendations
• Analyzes processes utilized by the billing group, writes specifications outlining system modifications required to enhance existing programs, adds new programs, and implements changes
• Manage operations of a customer service call center; ensures customers receive timely assistance and accurate information, investigates and resolves difficult customer complaints and concerns
• Schedules timely billing and collection of charges for water, sewer, and trash services; oversee and coordinate the establishment and maintenance of customer accounts; the calculation and generation of utility bills; collection and posting of account payments; provision of information and assistance to customers; ensures accuracy of account database; and oversees the revenue collection activities through the operations of the central cashiering functions
• Manages a broad range of sensitive and ongoing special projects including their design, development and implementation; serves as project lead and leads other staff within the department; performs extensive research for special projects; collects information on operational and administrative problems and performs comprehensive analysis
• Assists in developing and administering the division budget; and approves expenditures within established guidelines; line-item budget responsibility
• Performs highly complex professional work involving project design, program development, coordination, and management. Resolves highly complex and difficult administrative problems. Assists in developing and maintaining short and long-term strategic planning processes; and coordinates departmental efforts related to assigned area of responsibility
• Regularly directs or coordinates assigned personnel and their projects ensuring timely and quality activities for the benefit of the division, department, City and the community
• Assists the Chief Financial Officer in presenting financial and budget data to the City Council in support of utility rate changes, service modifications and other related issues
• Develops, modifies, and monitors performance measurement tools to maximize revenues, minimize expenses and improve the department's performance; reviews and analyzes department optimization programs and other innovation requests and develops departmental optimization program guidelines
• Research assigned problems or issues, analyze findings, develops in-depth and high-level reports and recommendations, and present findings to relevant staff. Facilitates and monitors projects (both public and private) at the direction of the Chief Financial Officer.
• Leads team in process improvements and efficiency management
• Assist the Procurement division of the Finance Department with development of solicitations, addendums,
  contracts, and contract modifications pertaining to the Water Department
• Develop and maintain contract folders (to include both hard copy and electronic copies) to ensure that a complete and accurate record of events related to all formal and informal procurement is maintained
• Process requisitions and review purchase orders to ensure that purchases are in accordance with contract terms and conditions.

Minimum Qualifications & Position Requirements

Education and Experience:

Bachelor's degree in business or public management, accounting, or a closely related field, five years customer service related experience, and five years of supervisory experience; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

Necessary Knowledge, Skills and Abilities:

Knowledge of:

• Customer service practices
• Sound business practices related to accounting, cash receivables, cash handling, auditing, collections and procurement
• Project management principles and techniques
• Management research and evaluation techniques, methods, and procedures • Principles and practices of statistical analysis and budgets
• City policies and procedures, and State and Federal laws related to billing and collection of City revenue

Skill in:

• Assessing and prioritizing multiple tasks, projects and demands
• Use of various computer software programs related to general business processes

Ability to:

• Provide a service-oriented demeanor toward internal and external customers
• Develop, evaluate, recommend, and implement processes and procedures
• Adapt to rapidly changing environments
• Recognize problems, identify alternative solutions, and make appropriate recommendations
• Present clear and concise information both orally and in writing, at all levels
• Provide leadership and mentoring
• Analyze processes and make recommendations for improvement
• Exercise independent judgment, discretion, and initiative in carrying out the daily operations and developing new programs
• Conduct research, analyze and interpret data and prepare concise, well-conceived oral and written reports
• Establish and maintain effective working relationships with City officials, all employees, external contacts, and the general public
• Research problems or complaints and initiate problem resolution
• Exercise considerable initiative and independence in managing assigned areas of responsibility

12-Month Goals:

• Gain working knowledge of Water Resources Field operations ranging from water meter reads to the billing process.
• Gain working knowledge of Public Works Field operations affecting the Utility Billing Customer Service and Billing areas.
• Gain working knowledge of Tyler Munis, Tyler Cashiering , Itron Meter Reading and Call Reporting and Routing software.
• Have the ability to produce ad hock data reports or queries as requested by outside departments.
• Have working knowledge of drafting and executing an operational budget for division.
• Gain working knowledge the bill run process and trouble-shooting techniques.

Additional Information

Special Requirements: Must have and be able to maintain a valid Arizona driver's license at time of hire.
Physical Demands / Work Environment: Work is performed in a standard office environment, however, may involve some outdoor work.
Reports To: Chief Financial Officer
Supervision Exercised: Utility Billing Supervisor and others as determined by the Chief Financial Officer

FLSA Status: Exempt

EQUAL EMPLOYMENT OPPORTUNITY: It is the policy of the city to provide employment opportunities to all persons based solely on ability, regardless of race, color, religion, sex, national origin, age, sexual orientation, gender identity or disability.

Employee Benefits & Wellness

The City offers a comprehensive benefits package to full-time classified and management employees. Part-time classified employees may be eligible for select benefits where defined.

For complete Benefit Plan & Wellness Information, please visit the City website at:
Benefits & Wellness

City benefit plans are subject to change at any time.

Closing Date/Time: 6/5/2025 11:59 PM Mountain

Salary:

$89,190.40 - $133,806.40 Annually