About This Role
This administrative manager role involves planning, organizing, directing, and overseeing the day-to-day administrative, operational, financial, public records, and human resources functions for a community services district. The position acts as the Clerk of the Board, manages public transparency requirements, oversees utility billing, coordinates human resources and risk management, and assists in budget development.
Responsibilities
- Serve as Clerk of the Board of Directors, managing agenda preparation, posting legally compliant meeting notices, attending all regular/special board meetings, recording board actions, and drafting official minutes
- Ensure strict adherence to the Ralph M. Brown Act (Gov. Code § 54950 et seq.) for notice deadlines, closed session compliance, and public access
- Act as the Custodian of Records for the District; process and respond to California Public Records Act (CPRA) requests in accordance with statutory guidelines
- Coordinate required filings, including Statements of Economic Interests (FPPC Form 700) and Ethics (AB 1234) / Sexual Harassment Prevention (SB 1343) training compliance for board members and designated staff
- Oversee daily financial processing, including utility billing, accounts receivable, accounts payable, revenue collection, and bank reconciliations, working with the District Bookkeeper
- Assist the General Manager in compiling data for annual budget preparation, multi-year financial forecasting, and rate studies
- Coordinate with independent auditors during annual financial audits and prepare required financial schedules and documentation
- Monitor vendor contracts, purchasing compliance, and local bidding procedures
- Oversee personnel administration, including recruitment, onboarding, benefits administration, leaves of absence, and employee file maintenance
- Administer district safety, workers' compensation, and risk management programs in coordination with the District’s insurance carrier
- Maintain and update the District’s employee handbook, injury/illness prevention program (IIPP), and operational policies
- Manage day-to-day office operations, customer service inquiries, ratepayer communications, and escalation of complaints
- Maintain the District’s public website to ensure compliance with digital accessibility guidelines (AB 434) and public disclosure mandates
- Supervise, train, and evaluate assigned administrative and clerical staff
Requirements
- Bachelor’s degree from an accredited college or university in Public Administration, Business Administration, Finance, or a closely related field (substantial, directly relevant experience may substitute on a year-for-year basis)
- Minimum of four (4) years of progressively responsible administrative or financial management experience, including at least two (2) years in a supervisory or management capacity