Sample Job Descriptions: Chief

Administrative Officer

City Administrator
JOB SUMMARY:
Plans, directs, manages and oversees the activities and operation of the City organization including:
water, wastewater collection and treatment, gas and electric utilities, police services, finance,
streets and storm drainage, code enforcement, airport, parks including historic areas, library and
contracted services for solid waste collection.

ESSENTIAL JOB FUNCTIONS:

The fundamental duties and tasks that define the job are:
Performs high level administrative, technical and professional work in directing and
supervising the administration of the day-to-day management of the City in accordance with
policy established by the City Council, City, state and Federal laws, regulations and
guidelines.
Monitors and evaluates the efficiency and effectiveness of service delivery methods and
procedures; assesses and monitors workload, administrative and support systems, and
internal reporting relationships; identifies opportunities for improvement and directs the
implementation of changes.
Represents the City and meets and confers with citizens, business entities, elected officials
and outside agencies to discuss City policies, procedures and remedy problems and resolve
inquires and complaints from both internal and external sources; and negotiates and
resolves sensitive, significant and controversial issues.
Manages the development and implementation of City/departmental goals, objectives,
policies and priorities within City policy, appropriate service and staffing levels and allocates
resources accordingly.
Manages the development and administration of the City budget, revenue and expenditure
forecasts of funds needed for staffing, equipment, materials and supplies; directs and
approves expenditures in accordance with City policy; and directs the preparation and
implementation of budgetary adjustments as necessary.
Stays abreast of new trends and innovation in the field of public management and
administration.
Advises the City Council on matters of policy and maintains weekly, and more frequent if
necessary, written communication with Council.
Reviews and analyzes reports, legislation, court cases and related matters and directs or
personally conducts studies, research and investigation on a wide variety of administrative
and technical areas.
Prepares and recommends long-range plans for City service programs and develops specific
proposals for action on current and future City needs.
Sample Job Descriptions: Chief
Administrative Officer
JOB REQUIREMENTS:
EDUCATION AND EXPERIENCE:

Bachelors degree in public administration, political science, business management or a

closely related field from an accredited college or university
5 years of experience as City Manager, Assistant City Manager and/or executive experience;
or an equivalent combination of education and experience.

SKILLS, KNOWLEDGE AND ABILITIES: Utilized in the performance of the essential functions of the
job.

Knowledge of operational characteristics, services and activities of municipal administration

and organization
Knowledge of modern policies and practices of public administration; working knowledge of
municipal finance, public works, public safety, community development, human resources,
economic development and airport Knowledge of and skill in advanced principles and
practices used municipal budget preparation and administration
Skill in preparing and administering municipal budgets and programs
Knowledge of pertinent Federal, State and local laws, ordinances, statutes and regulations
Ability to develop, implement and administer goals, objectives and procedures for providing
effective and efficient services for the City
Ability to analyze problems, identify alternative solutions, project consequences of
proposed actions and implement recommendation in support of established goals
Ability to identify and respond to community and City Council issues, concerns and needs
Ability to communicate effectively with diverse groups of individuals using tack and
diplomacy

LICENSE REQUIRED:

Must possess a valid Texas Drivers License and have a satisfactory driving record, or ability
to obtain a drivers license within 30 days of commencing employment.

PREFERRED QUALIFICATIONS:

Masters Degree in Public Administration

Extensive senior level experience as a City/County Manager/Administrator, Assistant City
Manager/Administrator, Department Head or similar position
Familiarity with Texas laws and programs
Knowledge of and/or experience managing:
o Water and Wastewater Functions
Sample Job Descriptions: Chief
Administrative Officer
o Gas and Electric Utilities
o Airport Operations
o Capital Improvement Programs
o Economic Development
o Historic Preservation Programs
Sample Job Descriptions: Chief
Administrative Officer

City Manager
The City Manager is appointed by the Mayor and City Council and oversees the operation,
programs, and personnel of all City departments. The City Manager develops and issues
administrative rules and procedures necessary to ensure proper functions of all departments and all
duties and responsibilities granted by federal and state law and the city code. The City Manager is
the chief administrative officer for the City and is responsible for implementation of City Council
direction. Twenty-seven full-time, seven part-time, and seven seasonal staff, are employed by the
City of Mound. Five departments report to the Manager, including Finance & Administration,
Community Development, Public Works, Liquor, and Fire. Several consultants also serve the City
including finance, legal counsel, assessing, planning, and engineering. The 2016 proposed operating
budget for the general fund is $5,368,219. The City Manager oversees the following departments:

Finance and Administration:

Accounting, investing, IT, risk management, reporting, budgeting, capital planning, audits, human
resources, payroll, accounts payable, utility billing, public housing, elections, official records,
licensing, legal publications, assessments, and dock administration.

Fire:
Firefighting/EMS, hazardous materials, MCI, technical rescue, inspections, and emergency
preparedness.

Municipal Liquor Operations:

Consists of one off-sale retail store

Community Development:
Planning and zoning administration, building code, inspections, subdivisions, redevelopment, and
community development

Public Works: parks, docks, city hall, facilities, streets and grounds maintenance, water, sewer,
storm sewer, and recycling enterprises.

Duties and Responsibilities of the City Manager:

Coordinates activities of the City Council including preparation of agendas, packets, and
reports
Sample Job Descriptions: Chief
Administrative Officer
Works with City Commissions, presents recommendations concerning policies, objectives,
and specific actions
Ensures an effective municipal organization, including recommending changes in
organizational structure as appropriate
Establishes goals & objectives for department heads, prepares work plans, assigns work,
delegates authority/responsibility
Creates, establishes, and monitors City policies and procedures, ordinances and resolutions
Responsible for effective management and use of City assets, including effective investment
of available funds, proper accounting practices to control financial assets, and providing for
financial planning
Prepares and presents the annual operating budget and capital improvement budget
Authorizes purchases and expenditures
Provides professional support to the City Council by attending meetings to report on City
affairs, presents recommendations concerning policies and objectives, as well as specific
actions, participates in discussion, and implements council decisions
Attends all City Council meetings and other public meetings as needed, ensures council
decisions are implemented
Ensures proper public relations by following-up with all departments to ensure public
services are efficiently provided and that all complaints, concerns, and public contacts are
effectively handled
Assists with legal activities such as monitoring, drafting legislation, and coordinating with
the City Attorney
Stays current with developments in both the public administration and organizational
development fields, and cooperates with other governmental units and municipalities on
matters of mutual interest
Oversees the work of financial, engineering, legal, and other consultants
Maintains effective relationships with school district, businesses, community organizations,
residents, and other key stakeholders, representing the City of Mound in a positive manner
Manages and administers personnel policies and programs, including compensation
practices, labor/employee relations, contract negotiations, and staff recruitment
Performs overall employee management including evaluation systems and compensation
adjustments per City Council approved budget guidelines
Responsible for the completion of employee performance evaluations in conformity with
City guidelines and timelines
Responsible for the hiring, directing, development, and discipline of employees
Sample Job Descriptions: Chief
Administrative Officer
Resolves employee problems, addresses complaints, and sets the organizational culture
Ensures the proper execution and oversight of City contracts
Stays abreast of legislative issues, specifically those affecting local government
Oversees enforcement and recommends changes to ordinances and resolutions

The Ideal Candidate:

The ideal candidate is an experienced and personable City Manager or Administrator with
demonstrated leadership skills and strong customer service skills.

Other desired skills and character traits include:

Trustworthy, ethical, respectful, and approachable leader who listens carefully and
thoughtfully to others
Builds trusting relationships with Council, staff, and community
Prioritizes work, meets deadlines and manages multiple tasks
Embraces the community and proactively engages with the public and community groups
while participating in activities
Effective oral and written communicator, including public presentations
Effective with creating partnerships with businesses, civic groups, and outside governments
and organizations
Promotes staff leadership and development, by encouraging creativity, ownership, and skill
development
Strategic thinker
Big-picture budgeting experience with thorough knowledge of financial government
management, including public financing techniques (TIF, bonds, grants, CIP)
Project management experience, with attention to detail
Knowledgeable in infrastructure repair and replacement, downtown
development/redevelopment and business, labor and other negotiations
Sample Job Descriptions: Chief
Administrative Officer

City Administrator
The Position
The City Administrator is responsible for managing the operations of the city and reports directly to
the City Council as set forth in by the City Charter. The City Administrator directs, supervises and
coordinates the work of Safety Services, Public Services, Community Services, Financial and
Administrative Services, Human Resources Services, Communications, the City Clerk and additional
services as the Council may, from time to time, designate. The City Administrator leads strategic
planning, goal setting and policy development in support of the City's Guiding Principles and Goals.
The City Administrator is responsible for creating and sustaining the City of Ann Arbor as a results-
oriented organization through expertise in organizational effectiveness, performance,
measurement and budget accountability.

Additional duties and responsibilities are as follows:

Plan, coordinate and administer programs, inter-service area projects, contracts, events and
studies.
Plan, administer and evaluate management programs and policies related to the City
Administrator's office.
Lead, direct and supervise the City's Service Areas and direct reports.
Lead the budget process and assemble the budgets as prepared by the Service Areas and
present the same to the Council, with the recommendations, in accordance with the
applicable provisions of the City Charter.
Working with the various Service Area Administrators, establish reporting procedures to
ensure timely knowledge of the Service Areas businesses, including periodic or special
reports as he/she or the Council may deem necessary.
In case of conflict of authority between administrative units, or in case of absence of
administrative authority occasioned by inadequacy of Charter or ordinance provisions,
resolve the conflict or supply the necessary authority, so far as may be consistent with law,
the Charter, and the ordinances of the city, and direct the necessary action to be taken,
making a full report immediately to the Council of the problem, action taken and
recommendation for corrective legislation.
Attend all meetings of the Council, with the right to take part in all discussions, but without
the right to vote.
Recommend to the Council, from time to time, such measures as he/she deems necessary
or appropriate for the improvement of the City or its services.
Sample Job Descriptions: Chief
Administrative Officer
Furnish the Council with information respecting the City's affairs and prepare and submit
such reports as may be required, including an annual report which shall consolidate the
reports of the several administrative units.
Possess such further powers and perform such additional duties as may be granted to or
required of him/her, from time to time, by the Council, so far as may be consistent with
state law and the City Charter.

Related Work:

Oversee various studies and analyses; coordinate and assemble the findings and
recommendations of the Service Area Administrators related to various systems, programs,
procedures and administrative practices.
Provide leadership on issues of organizational culture, communication and community
relations.
Collaborate with Human Resources Services to determine leadership development needs
and to design and sponsor leadership development programming for the city.
Perform other duties as assigned.

Knowledge of:

Functions of City Council and City government and associated Boards and Commissions
Public Sector collective bargaining environments
Multi-cultural environments where issues are openly debated
Principles and best practices of financial management, municipal organizations, public
administration, leadership development, executive coaching and change management
Principles and techniques of public relations
Outstanding customer service principles and practices
Large multi-service organizations with full development and administration of budgets
Contemporary management principles and supervisory practices
Pertinent City, County, State and Federal laws, regulations and ordinances

Skills and Abilities:

Supervise a large multi-service organization, including development and administration of

the budget and associated city goals and objectives
Develop and sustain positive working relationships with senior University of Michigan
administrative personnel
Sample Job Descriptions: Chief
Administrative Officer
Demonstrate successful working relationships in a partisan political environment
Demonstrate excellent communication skills including advanced techniques in facilitating
communication among various city components and constituencies
Engender trust and demonstrate advanced interpersonal skills
Demonstrate team leadership by guiding collaborative efforts, direction and focus, while
delegating authority appropriately
Take strong initiative and lead innovation, and implement city initiatives effectively
Lead an organization without need of personal recognition or ego gratification
Develop strong professional staff, provide feedback, guidance and opportunities for
development
Work with Council in an honest, forthright manner while maintaining focus on the goals and
objectives of the organization
Provide leadership to the Council and also accept direction from the Council
Accept criticism in a mature manner and not be unduly influenced by special interests or
factions
Demonstrate a strong sense of personal values and listen and process different viewpoints
calmly and rationally
Demonstrate organizational awareness by understanding and championing the identities
and respective roles of the Administrator, City Service Areas, Mayor and Council, Boards and
Commissions, community organizations and citizens
Demonstrate personal confidence and work directly with all elements of the community,
including the business community, special interest advocacy groups, neighborhood
associations and minority groups

The Ideal Candidate

The ideal candidate will have:

Extensive experience in public sector management, preferably as a City Administrator or

City Manager in a city with a population of over 50,000, or as a County Administrator in an
urban setting which has a wide diversity of cultural, political, and service issues
Experience must include direct responsibility for management and supervision of a large
multi-service organization with full responsibility for development and administration of the
budget
Experience with a major university, and prior experience with developing positive working
relationships with senior university administration personnel would be a definite asset
Sample Job Descriptions: Chief
Administrative Officer
Candidate must have experience in a multi-cultural and politically active environment where
issues are openly debated. A background that includes serving in positions that required
active community contact and open communications between citizens, council, and staff is
necessary

Education:

Interested candidates should possess a Bachelor's Degree from an accredited college or

university in Public or Business Administration or related field; a Master's degree is preferred.