Title: Administrator/Controller
Department: Administrator/Controller Updated: 10/2017
Division: Administrator/Controller FLSA Status: Exempt
Bargaining Unit: CANUE Wage Range: Not Available
POSITION SUMMARY:

The Administrator/Controller serves as the Chief Administrative Officer of the County with management responsibility and commensurate authority for the direction of the departmental operation as assigned by the County Board of Commissioners. The Administrator/Controller is the County Controller exercising all the statutory responsibilities of the Michigan Controllers Public Act 257 of 1927 as amended. This position is responsible for establishing and directing budgets, accounting systems, payroll, insurance programs, purchasing services and supplies as well as maintenance of County buildings and property.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

·         Implements the policies established by the County Board of Commissioners.

·         Coordinates a wide variety of staff and operating departments.

·         Plans, directs and reviews the work of departments as designated by the Board of Commissioners.

·         Prepares periodic and special reports as required or deemed appropriate.

·         Organizes and prepares agendas for regular and special Board of Commissioner and Committee meetings.

·         Attends all Commission meetings in order to participate and report as requested by Commissioners.

·         Prepares plans and programs for the Board’s consideration in anticipation of future needs and services.

·         Responsible for the preparation of minutes of Commission Committee meetings.

·         Provides inter-governmental representation as directed or appropriate.

·         Attends professional meetings and remains current on modern developments in municipal and county government.

·         Investigates appropriate citizen inquires and concerns.

·         Conducts regular staff meetings and encourages department heads in self-development in their field of work and provide reports to same on a regular basis to the Board.

·         Oversees the maintenance and operation of County buildings.

·         Responsible for the development of annual fund budgets for Board of Commissioner review and adaptation.

·         Responsible for the maintenance of a central accounting system and general ledger.

·         Serves as secretary of the Employee’s Retirement Board and County Building Authority.

·         Provides basic document to implement the disbursement of all funds in accordance with officially established procedures.

·         Prepares financial statements, cost reports and statement of receipts and expenditures as required by statute, state of federal agency or the Board of Commissioners.

·         Makes recommendations on staffing requirements.

·         Develops and is responsible for an internal audit system to insure fiscal integrity.

·         Performs a wide variety of related administrative work.

·         Other duties as assigned.

 

SUPERVISION RECEIVED:

Supervision is exercised by the Board of Commissioners.

SUPERVISORY RESPONSIBILITIES:

Departments supervised include but are not necessarily limited to Human Resources, Equalization, Emergency Services, Information Technology, MSU Extension, Public Health, Veterans Affairs, Senior Citizen Services, County Airport, County Landfill & Resources Recovery and the Office of the Controller.

EXPERIENCE, SKILLS, EDUCATION:

·         A minimum of five years of progressively responsible experience in public management, fiscal/budgetary preparation, oversight and control, along with managerial control over multi-departmental operations at a level exercising considerable independent judgment and authority.

·         A Human Resources background in a unionized work environment preferred.

·         Possession of a Bachelor’s degree from a college or university of recognized standing with major work in Public Administration, Business Administration, Finance or closely related field required.

·         Master’s Degree Preferred.

·         Comprehensive knowledge of general laws, modern principles of Public Management and Fiscal practices, procedures and general laws of the State of Michigan.

·         Proven internal and external organizational leadership and consensus building experience.

·         Manage and direct departmental operations, including budgeting, strategic planning. Knowledge of and interpret applicable federal, state and local regulations. Develop, apply and explain department and County procedure and policies. Plan and coordinate work staff activities, prioritize, instruct, set deadlines, objectives, measure success, and make recommendations and resolve issues. Methods of research, planning, conducting and implementing major studies or projects. Design and recommend new forms, reports or procedures. Ability to understand and work in complex data processing system, analyze data and exercise sound financial judgment. Analyze administrative problems, evaluate alternatives and implement sound solutions. Prepare and present reports, speeches or training programs to groups. Provide training and guidance in handling difficult or complex problems or resolving escalated complaints or disputes. Work independently with limited direct supervision. Coordinate activities with other departments.

·         Complex accounts receivable/payable practices, banking procedures, third party billing and private pay processes.  Proficient in accounting software, i.e. Bi-Tech or One Solution. Ability to reconcile financial reports or records; process department payroll; prepare and reconciled journal entries; purchasing procedures. Knowledge of accounting principles, audit standards, budgeting; annual financial reporting; and IRS practices for Federal, State and Local. Knowledge of liability coverage and claims procedures.         

·         Ability to communicate effectively and efficiently with management, co-workers and clients; obtain and communicate accurate information; apply common sense understanding to complex instructions and respond accordingly;  communicate complex ideas through graphs, charts, presentations, reports or other professional correspondence.

·         Knowledge or understanding of basic administrative tasks: operate standard office equipment; document management; prepare and maintain records, various correspondences and reports; answer general inquiries and refer as necessary; answer telephone calls, process mail, order supplies/equipment; prepare meeting agendas, attend meetings, record/transcribe/distribute minutes; entering, transcribing, recording, storing or maintaining information in written or electronic form with speed and accuracy; maintain calendars, arrange meetings, schedule rooms and equipment as necessary.    

·         Writing, reading, mathematical principles; proficient computer skills-Microsoft Office Suite, Outlook; exercise sound judgment and decision making in accordance with policies and procedures; ability to research and problem solve independently; knowledge of County operations and functions; ability to prioritize and time manage; handle stressful situations, provide effective and friendly customer service; support the County's mission and values; ability to think critically where necessary.    

 

ESSENTIAL ABILITIES FOR ALL ST. CLAIR COUNTY JOB CLASSIFICATIONS:

·         Ability to demonstrate predictable, reliable, and timely attendance.                 

·         Ability to read, write & communicate in English; follow written and verbal instruction and understand basic mathematics and figure checking.              

·         Ability to interpret and apply procedures, rules, technical information, instructions, manuals to complete tasks accurately and on schedule.                                     

·         Ability to learn from directions, observations, and mistakes; and apply procedures using good judgment.                                                                        

·         Ability to use discretion and maintain sensitive and confidential information.     

·         Ability to work independently or part of a team; ability to interact appropriately with others such as County officials, employees, vendors and the general public.

·         Ability to work under supervision, receiving instructions/feedback, coaching/counseling and/or action/discipline.                                            

·         Adaptability to change in the work environment, managing competing demands and ability to deal with frequent changes, delays or unexpected events.

·         Knowledge of principles and processes for providing customer and personal services including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

  • Proficient skills using Microsoft Office programs including, but not limited to: Word, Excel, Access, and Outlook required.  Proficiency may be tested.                           
CONDITIONS OF EMPLOYMENT:
  • Prior to starting employment, the candidate must complete a satisfactory background check.  The background check is understood to encompass all forms of pre-employment screening, including but not limited to: drug screen, physical, criminal background, driving record, sex offender registry, education, training and licensing verification, employment history, credit check, and professional and personal references.
  • Must possess a valid State of Michigan operator license and maintain this license throughout employment in this position.
PHYSICAL REQUIREMENTS AND WORKING CONDITIONS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job with or without accommodations.  Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

 

While performing the duties of this job, the employee is regularly required to:

·         Speak to others to convey information effectively.

·         Read, interpret and understand procedures, rules, technical information, instructions and manuals.

·         Hear and understand information presented through spoken words and sentences.

·         Specific vision requirement includes close vision, distance vision, color and depth perception.

·         Use hands to operate a computer, handle materials and operate equipment.

·         Push or pull carts, reach with hands and arms forward, above and below shoulder level.

·         Occasionally lift, move or carry objects, equipment and supplies weighing up to 35 pounds.

·         Sit, bend, stoop, crouch, crawl and kneel in an ergonomically correct manner.

  • Stand and walk, climb stairs.
  • Travel to various County departments when needed.

 

Disclaimer: The statements contained in this job description are intended to describe the general nature and level of work being performed by individuals assigned to this position.  They are not to be construed as an exhaustive list of all job requirements or duties performed.  The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

 


AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER

 

 

It is the policy of St. Clair County not to discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age, marital status, disability that does not prevent performing essential job functions or because he or she is a protected veteran.