Administrative Services Manager

Description

City of Mission Viejo Invites Applications for

ADMINISTRATIVE SERVICES MANAGER

$125,216 - $179,940 annually

APPLY BY: 3:00 P.M., FRIDAY, JUNE 6, 2025

The City of Mission Viejo is seeking an experienced and motivated professional to join our team as our next Administrative Services Manager. This is a “hands-on” working manager position that is responsible for all services and activities of the Fiscal Services Division including ACFR preparation, external audits, financial reporting, accounts payable, cash receipts, and payroll. This individual will manage the work of staff performing difficult and complex professional, technical and office support activities; coordinates departmental activities with other City departments and outside agencies; and provides highly complex and responsible support to the Director of Administrative Services.

Under the direction of the Director of Administrative Services, this position plays a key role in overseeing the City’ s financial operations, ensuring compliance with government accounting standards, and leading a team of finance professionals. The ideal candidate will have a strong background in municipal finance, considerable experience in municipal fund accounting systems; exceptional analytical skills, and a commitment to accuracy and integrity in financial reporting. If you’re looking for a dynamic leadership role in a beautiful city, we encourage you to apply!

Currently, there is one (1) full-time vacancy normally scheduled to work Monday to Friday from 8:00 a.m. to 5:00 p.m., but may vary depending on the needs of the City including after-hours Commission and/or City Council meetings. This is an FLSA exempt position and is not entitled to overtime. The eligibility list established during this recruitment may be used to fill future full-time, part-time or temporary Administrative Services Manager vacancies.

The first round of Zoom interviews is scheduled for June 23, 2025. Only one date will be available for an applicant to attend. The City will not accommodate applicant scheduling requests for alternative dates and it is recommended that you plan your calendar accordingly.

Examples of Important and Essential Duties

Your impact

• Manages and participates in the development and implementation of goals, objectives, policies and priorities for assigned programs; recommends within departmental policy, appropriate service and staffing levels; recommends and administers policies and procedures.
• Develops and standardizes procedures and methods to improve the efficiency and effectiveness of assigned areas of operation; continuously monitors and evaluates the service delivery methods and procedures and identifies opportunities for improvement; recommends improvements to the Director and implements new procedures and methods.
• Plans, directs, coordinates, and reviews the work plan for the assigned areas of operation; meets with staff to identify and resolve problems; assigns work activities, projects and programs; monitors workflow; reviews and evaluates work products, methods and procedures.
• Selects, trains, motivates, and evaluates assigned personnel; provides or coordinates staff training and development; works with employees to correct deficiencies; implements discipline and termination procedures.
• Conducts special research projects and financial analysis for citywide programs and usage; produces findings and recommendations and prepares related reports and presentations.
• Confers with other departments on questions regarding matters related to assigned areas of responsibility; negotiates and resolves significant issues.
• Provides technical information and instruction regarding applicable procedures and methods; interprets and explains rules, regulations and procedures; answers questions and resolves concerns.
• Represents the Administrative Services Department to other City departments, elected officials and outside agencies; explain and interpret departmental programs, policies, and activities; negotiate and resolve significant and controversial issues.
• Prepares, reviews, and presents staff reports and other necessary correspondence to the City Council.
• Performs other duties as assigned.
  
  

In Addition, When Assigned To Accounting Operations

• Researches and audits a variety of reports, records and documents to reconcile ledgers and journals and to produce a variety of specialized reports; may develop report formats and utilize varied databases.
• Assists in monitoring various accounts, verifying availability of funds and classification of expenditures; researches and analyzes transactions to resolve concerns.
• Oversees and reviews accounts payable check processing; answers questions related to proper coding, proper authorizations and available budget.
• Assists in formulating fiscal policy and develops effective procedures for financial record keeping and accounting systems that comply with current Generally Accepted Accounting Principles and practices, legal mandates, special grant funding and special programs.
• Prepares the year-end close of City books; coordinates and oversees various audits and provides information to outside auditors; gives expert assistance to auditors for questions, data gathering, and compiling reports.
• Assists with contract procedures, miscellaneous holding accounts and purchasing requirements consistent with public contract code.
• Oversees reconciliation of City bank accounts to the general ledger on a monthly basis, inclusive of providing support for fiscal agent and investment reconciliation.
• Records and verifies a variety of complex financial transactions; prepares and maintains records and a variety of periodic and special financial, accounting and statistical reports; may present reports to Council and other groups as requested.
• Coordinates the preparation of the Annual Comprehensive Financial Report and financial reports for the City and related entities.
• Manages the general ledger, accounts payable, cash management and fixed assets modules in the City’s financial software system.
• Develops and monitors the Accounting program budgets, goals, and performance measures.
  
  

In Addition, When Assigned Billing Operations

• Plans, directs, coordinates, and reviews the work plan for the billing function.
• Oversees the billing process; ensures that billing statements submitted and payments received are correct; audits billing revenue reports for correctness.
• Troubleshoots and resolves operational problems.
• Manages the general revenues module in the City’s financial software system.
• Develops and monitors the Billing program budgets, goals, and performance measures.
  
  

In Addition, When Assigned Payroll Operations

• Plans, directs, coordinates, and reviews the work plan for the payroll function.
• Oversees the payroll process; ensures that data submitted and payments made are correct; audits payroll deductions and earning registers for correctness.
• Ensures that tax reporting is in compliance with Internal Revenue Service regulations and guidelines.
• Troubleshoots and resolves operational problems.
• Manages the payroll module in the City’s financial software system in coordination with the Human Resources Manager.
• Develops and monitors the Payroll program budgets, goals, and performance measures.
  
  

Applicants are encouraged to review the entire Administrative Services Manager job description by visiting the City’s website at https://cityofmissionviejo.org

YOUR TEAM

Our Business Partners, i.e. our City Council, Executive Management, fellow employees and vendors look to the Administrative Services Department for expert advice and consultation in all of the financial, human resources, and risk management affairs. Financial management responsibilities include: developing financial policies and monitoring compliance; coordinating the long-range financial planning and two-year budget efforts of the City; monitoring revenues; billing, collecting, investing, and disbursing all funds; accounting, financial reporting and serving as liaison to the City’s external auditors; overseeing the City’s de-centralized purchasing activities; overseeing the financial information software (Tyler Munis); providing financial services to the Community Development Financing Authority, Housing Authority, and the Successor Agency; and providing staff support to the City’s Investment Advisory Commission. The risk management program oversees the protection of the City’s physical, human, and financial assets against accidental losses, through proper exposure identification, risk evaluation, and the use of effective risk control techniques.

Knowledge Of

Job Related and Essential Qualifications

• Administrative principles and practices, including goal setting, program development, implementation and evaluation and supervision of staff, either directly or through subordinate levels of supervision.
• Principles and practices of governmental accounting, public finance administration and budgeting, auditing, and reconciliation; federal and state regulations and guidelines as they pertain to municipal finance; municipal taxation and revenue management.
• Organizational and management practices as applied to the analysis and evaluation of programs, policies and operational needs.
• Practices and techniques of automated and manual financial and accounting document processing and record keeping.
• Principles and practices of employee supervision, including work planning, assignment, review and evaluation, and the training of staff in work procedures.
• Public agency payroll principles and practices.
• Applicable laws, codes and regulations.
• Standard office support practices and procedures, including the use of standard office equipment.
• Computer applications related to the work, including word processing, spreadsheet and database applications.
• Records management principles and practices.
• Techniques for effectively representing the City in contacts with governmental agencies, community groups, various business, professional, educational and regulatory organizations and with property owners, developers, contractors and the public.
• Techniques for dealing effectively with the public, vendors, contractors and City staff, in person and over the telephone.
• Techniques for providing a high level of customer service to the public and City staff, in person and over the telephone.
• Safe work practices.
• Safe driving principles and practices.
  
  

Skill In

• Assisting in developing and implementing goals, objectives, policies, procedures, work standards for the finance department.
• Planning, organizing, scheduling, assigning, training, reviewing, and evaluating the work of staff.
• Performing difficult, professional and technical accounting and financial support work accurately and in a timely manner.
• Interpreting, applying and explaining complex laws, codes, regulations and ordinances.
• Preparing, analyzing and interpreting financial and accounting records, reports and recommending improvements in financial record keeping systems.
• Entering and retrieving data from a computer with sufficient speed and accuracy to perform assigned work.
• Preparing clear and concise reports, correspondence, procedures and other written materials.
• Maintaining accurate records and files of work performed.
• Compiling and interpreting current market data with regard to investment instruments and debt issuance.
• Purchasing investments through a competitive bid process based on future cash requirements.
• Organizing work, setting priorities and meeting multiple deadlines.
• Making sound, independent decisions within established policy and procedural guidelines.
• Making accurate arithmetic, financial and statistical computations.
• Using English effectively to communicate in person, over the telephone and in writing.
• Using tact, initiative, prudence, and independent judgment within established policy and procedural guidelines.
• Establishing and maintaining effective working relationships with those contacted in the course of the work.
• Operating modern office equipment including computer equipment and software programs.
• Operating a motor vehicle safely.
  
  

Experience and Training and License/Certificate

Qualifications

Any combination of training and experience which would provide the required knowledge, skills and abilities is qualifying. A typical way to obtain the required qualifications would be:

Equivalent to graduation from an accredited four-year college or university with major course work in public administration, accounting, finance, or a related field and four (4) years of professional-level governmental accounting experience with a minimum of one (1) year in a lead or supervisory role.

LICENSE AND CERTIFICATES

A driver’s license is not required, but the employee must be able to arrange reliable and timely transportation to offsite facilities and vendors to complete essential functions as determined by assignment.

Possession of a CPA license is highly desirable when assigned to the Accounting Operations.

Benefits Overview

The following description is a general overview of the benefits provided to City of Mission Viejo benefit eligible employees. For specific details, please review the Human Resources Policies, Management and Budget Policies, Administrative Regulations, and official plan documents, or contact the Human Resources office at 949.470.3060.

Employees of the City are currently covered under the California Public Employees' Retirement System (CalPERS). While the City does not participate in the Social Security System, federal mandate requires new employees to contribute 1.45% of wages to Medicare insurance coverage.

Retirement

Employees Hired On or After January 1, 2013, Who Are CalPERS Members –

A CalPERS member hired by the City of Mission Viejo within less than a six (6) month break in CalPERS covered service, will participate in the 2% at 60 formula, three-year final compensation, and 1959 survivor benefit. Employees are required to contribute the full 7% member contribution, plus an additional 1.5% towards the employer rate.

A CalPERS member hired by the City of Mission Viejo with a six (6) month or more break in CalPERS covered service, will participate in the 2% at 62 formula, three-year final compensation, and 1959 survivor benefit. The employee pays the full member contribution, which is variable. The contribution rate for new members is 50% of the normal cost rate which is subject to change. The current member contribution is 7.5%. Employees also contribute 1.5% towards the employer rate.

Employees Hired On or After January 1, 2013, Who Are Not CalPERS Members –

Employees hired on or after January 1, 2013, will participate in the 2% at 62 formula, three-year final compensation, and 1959 survivor benefit. The employee pays the full member contribution, which is variable. The contribution rate for new members is 50% of the normal cost rate which is subject to change. The current member contribution is 7.5%. Employees also contribute 1.5% towards the employer rate.

Employer's Contribution Rate –

Beginning July 1, 2025, the employer's normal cost contribution rate is 11.96%, which reflects the employee pick-up of 1.5% of the employer rate.

Retiree Benefits

Employees Hired On or After December 2, 2006 –

The City's Retiree Health Savings Plan is a defined contribution health reimbursement plan, which is intended to help employees offset post-retirement healthcare costs by allowing employees to contribute pre-tax dollars from their current wages with an additional contribution from the City, into an account that can be accessed upon retirement. To be eligible for the full benefits of the RHS Plan, an employee must reach age 55 with a total of 15 years of service with the City of Mission Viejo.

The RHS Plan requires mandatory contributions from both the employee and the City. Contributions to the RHS Plan will commence for an employee beginning with the first pay period that occurs after the eligible employee's completion of one year of service with the City. Eligible employees will be required to contribute 1.5% of their salary. Deductions will be pre-tax and will be taken from each paycheck.

Starting the same date, the City contribution will be $100 per month ($50 per pay period for 24 pay periods) for full-time employees, $75 per month ($37.50 per pay period for 24 pay periods) for full-time equivalents of .750 to .999, and $50 per month ($25 per pay period for 24 pay periods) for full-time equivalents of .500 to .749, after the completion of the waiting period. This program is administered by MissionSquare.

Payday

The City issues paychecks on a biweekly basis (see Payroll Calendar), every other Friday. Benefits are deducted from paychecks twice a month.

Holidays

The City observes ten (10) paid holidays, including a Winter Closure at City Hall and the Corporation Yard between December 26th and December 31st. Effective July 2025, employees also have two (2) floating holidays per year, which is credited annually on January 1st (on the employee's hire date in the first year) and cannot be carried-over.

Comprehensive Annual Leave

Provides employees with paid time off for rest and relaxation, personal or family illness, bereavement, and personal business. For non-exempt classifications, 19 days annual accrual during the first year, increasing to 30 days beginning in year ten, prorated based on the full-time equivalent for all part-time positions. For exempt classifications, 24 days annual accrual during the first year, increasing to 35 days beginning in year ten, prorated based on the full-time equivalent for all part-time positions.

Jury Duty Leave

Employees are granted up to 30 paid days for jury service.

Cafeteria Plan

The City offers a "cafeteria style" flexible benefits plan, with a fixed monthly contribution provided by the City for all regular and probationary full-time and part-time employees. The benefits plan is covered under Section 125 of the Internal Revenue Code allowing employees to pay monthly benefit premiums on a pre-tax basis. Benefit coverage begins the first day of the month following thirty-days (30) of continuous regular employment.

Medical Insurance

The City contracts with CalPERS to offer medical insurance to employees, plus their qualified dependents. Employees are required to participate in the City group medical plan.

Dental Insurance

The City contracts with Delta dental for dental coverage for employees, plus their qualified dependents. There is a choice among two plans, Delta PPO and Delta Care PMI.

Vision

The City contracts with Vision Service Plan (VSP) for vision coverage for employees, plus their qualified dependents.

Life Insurance

The City contracts with Voya to provide term life insurance for employees in an amount equal to two (2) times the employee's annual salary to a maximum of $400,000. The City pays the full cost of the monthly premium. If you need more than the Basic Life insurance the City provides, you may purchase additional coverage by enrolling in the Supplemental Term Life (STL) and AD&D insurance programs.

Short and Long Term Disability

The City contracts with Voya to provide both short and long-term disability insurance coverage to the employee, in a benefit amount up to 66% of the employee's salary. The City pays the full cost of the monthly premium.

Flexible Spending Account

You can set up one Flexible Spending Account (FSA) for health care expenses and another to pay for the cost of caring for your dependents while you are at work. The Health Care Spending Account is a tax-free way to pay any qualified out-of-pocket expenses associated with medical, dental, and vision care for yourself and any family members who are legal dependents. You may contribute up to the IRS allowed maximum, pre-tax, annually to this account. The Dependent Care Spending Account allows you to pay for child or elder care expenses on a tax-free basis. You may contribute up to the IRS allowed maximum annually towards this account. Both types of accounts are administered through Wex Benefits.

Employee Assistance Program

The City contracts with CONCERN to provide short term counseling benefits, as well as life management services and referrals, to employees, their dependents, and any other members within their household. The City pays the full cost of the monthly premium.

Deferred Compensation

A voluntary deferred compensation plan is available through Voya. The City matches contributions up to $150 per month.

College Savings Plan

The City offers payroll deductions to a qualified 529 plan. This voluntary ScholarShare fund, managed by ScholarShare, is a flexible college savings program that helps make saving for a child's higher education easier.

Wellness Program

The City offers free membership, with some restrictions, to the City's Recreation and Tennis Centers for employees and their resident family members.

Tuition Reimbursement

Once probation has been successfully completed, the City offers tuition reimbursement to employees for qualified classes and/or programs up to $1,250 per fiscal year, prorated based on the full-time equivalent for all part-time positions. Pre-approval by the employee's supervisor and the City Manager is required.

Technology Loan Program

Once probation has been successfully completed, an interest-free technology loan is available to employees in an amount up to $3,500, prorated based on the full-time equivalent for all part-time positions.

Flexible Workplace Program

The Flexible Workplace Program allows an employee to enter into an agreement to schedule portions of their work week away from their regular worksite. Participating employees will work a full workday, but program participation allows times and number of hours in the office to be scheduled differently between individual days of the week. The City Manager must approve all Flexible Workplace Program applications. Program participation is a benefit and not an entitlement and is approved on a case-by-case basis.

01

Your responses to the following supplemental questions and your ability to follow instructions will be a primary tool in the evaluation of your qualifications for this position and will be used in conjunction with your application to evaluate your experience, knowledge and skills. Do not refer to your application and/or resume when completing these questions. Do you understand and acknowledge these instructions?

• Yes
• No
  
  

02

The first round of Zoom interviews is scheduled for June 23, 2025. Only one date will be available for an applicant to attend. The City will not accommodate applicant scheduling requests for alternative dates and it is recommended that you plan your calendar accordingly. Further, if you are invited to an interview, you will receive an email from the City of Mission Viejo with instructions to self-schedule yourself for an interview time on June 23, 2025. Failure to self-schedule an interview on time and/or to show up for the interview on time is an automatic fail for this recruitment. Do you understand and acknowledge these instructions?

• Yes
• No
  
  

03

Describe your background, training and work experience as it relates to the position of Administrative Services Manager and the qualities identified for an ideal candidate.

04

Describe your management responsibility and your technical work experience in the following areas. Include in each program the number of years experience, the number of employees supervised, and any awards received for financial reporting. Lack of experience in areas listed below will not necessarily disqualify an applicant. 1. Financial Reporting 2. Audits and Audit Findings 3. GASB Implementation 4. Internal Controls 5. General Ledger 6. Grant Management 7. Accounts Payable 8. Cash Receipts 9. Fixed Assets 10. Payroll 11. Other related Accounting/Finance Experience

05

Describe your experience using Tyler Munis or comparable financial information software. Include the name of the program, numbers of years used, your level of expertise with the software, and the reports you generated from the software.

06

Briefly describe your experience supervising staff.

07

Describe your experience assisting customers. What is your definition of excellent customer service?

08

Briefly describe your experience preparing the Annual Comprehensive Financial Report; highlight any sections you have been directly responsible for.

09

How do you stay up to date on laws and regulations? How do you ensure compliance with governmental financial reporting standards like GASB?

10

Please tell us about a work project where you had primary responsibility, from first involvement to completion. Include a differentiation between the work you personally completed and the work that you delegated or managed.

11

What are your long-term career goals, and how does this role fit into your overall career plan?

• Required Question