Description

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.  

General Job Functions

        Establishes and maintains effective working relationships with staff, other agencies, and the public.

        Performs other duties as assigned within the scope of the classification. 

        Participates on internal and external committees and workgroups when requested.

        Maintains proficiency in job requirements which may include attending training and meetings, reading materials, and meeting with others in areas of responsibility, which may require travel.

        Maintains work areas in a clean and orderly manner.

        Maintains confidentiality, data integrity, and complies with all related district, state, and federal standards.

        Supports the implementation of workplace safety programs and policies.

Supervision Received and Exercised

Supervision Exercised:  This position supervises other staff, who work in the areas of finance, billing, procurement, accounts payable and general administrative support.  This position will assign work, provide training and oversight to employees and volunteers, and advance specific projects.  

Supervision received:  This position works under the general supervision of the Fire Chief or their designee. 

Requirements

Minimum Qualifications

The Fire District will consider any equivalent combination of education, training, and/or experience which provide the knowledge, skills, and abilities required to perform the duties as described. Typical qualifications include a bachelor’s degree in human resources, business administration, public administration, or a closely related field. 

Eight (8) years of progressively responsible experience in Human Resources with at least three (3) years of public sector legal or Human Resources management experience.  

Preferred Qualifications

        Master’s degree in human resources, business administration, public administration, or a related field.

        Certification from IPMA (IPMA-CP or IPMA-SCP), certification from SHRM (SHRM-CP or SHRM-SCP), and/or certification from HRCI (PHR or SPHR) is highly desirable.

        Law degree and experience providing general advice, contract review and drafting, and support of pubic boards or commissions.

        Experience with finance activities such as budget development and oversight, accounts payable, accounts receivable, and billing.

Required Knowledge, Skills, and Abilities

        Knowledge and understanding of municipal operations, financial management, and budgeting. 

        Knowledge of the principles and practices of human resources administration, including knowledge of pertinent federal and state laws.

        Strong interpersonal communication and conflict resolution skills.

        Ability to be analytical, identify trends, and make data-driven decisions. 

        Ability to continuously improve strategic and operational effectiveness, efficiency, and speed of critical functions to deploy services across the District.

        Ability to thoroughly investigate sensitive HR issues.