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ASSISTANT TO ADMINISTRATIVE DIRECTOR (MWB)
DISTINGUISHING FEATURES OF THE CLASS
The work involves responsibility for assisting the Administrative Director in the efficient and effective administrative and financial operation of the Metropolitan Water Board. Primary emphasis of this position is on the performance of a variety of administrative tasks, including oversight of personnel, purchasing and asset management functions, as well as assisting with budget preparation and administration, thereby releasing the Administrative Director for the more strategic, managerial technical and externally focused duties required in the operation of the Metropolitan Water Board. The position reports directly to, requires close collaboration with, and direction from, the Administrative Director in implementing and carrying out various plans and programs. Direct supervision is received from the Administrative Director, with work being reviewed regularly through meetings, conferences and reports. Supervision is exercised over the work of other administrative and financial subordinates, as assigned. Does related work as required.
TYPICAL WORK ACTIVITIES
Supports the efforts of the Administrative Director and Water Plant Managers in the administration and financial management of MWB activities and operations including but not exclusive to issues related to MWB financial analysis/reporting, personnel and purchasing.
Assists in the preparation of special, regular and annual reports as directed by, and for the use and presentation of the Administrative Director, including financial and other reports for the Board, County Executive and County Legislature.
Assists Administrative Director and other management staff in the acquisition of information, data and studies required to negotiate and contract for water supply with municipalities and authorities to serve water districts within and without Onondaga County.
Maintains an accurate accounting of capital and operating funds and reconciles on a monthly basis with the County Comptroller's records.
Assists the Administrative Director in the preparation of the annual operating budget including justifications for funding and coordinates budget evaluation and accounting procedures by collecting and organizing financial data to assist in budget preparation, planning and development, compliance/tracking and trending and general administration.
Reviews and maintains budgetary and financial documents and approves requisitions for services, materials and equipment and approves claims for payment of goods and/or services, monthly expense claims, program expense claims, and provides regular reporting to the Administrative Director, of such actions. All Budget transfers are to be approved by the Administrative Director.
Reviews and audits capital program expenditures and prepares reports of such for the Administrative Director.
Coordinates the External Customer Charge (ECC) billing process to assure timely receipt of revenues.
Tracks performance financial, productivity and asset management trends and offers insights for improvement to the Administrative Director.
Assists the Administrative Director with Asset Management strategy and coordinates and updates related data, including oversight of Maximo financial data.
Participates in special projects as assigned.
FULL PERFORMANCE KNOWLEDGE SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS
Thorough knowledge of the principles and practices of office and personnel management.
Thorough knowledge of Microsoft Office suite and other financial management software with particular emphasis on PeopleSoft, Excel and PowerPoint.
Thorough knowledge of budget preparation and administration and the ability to prepare and critically review budgets and related financial data.
Good knowledge of the functions of local government and the character of relationships between department and between public and private agencies.
Good knowledge of office terminology, procedures and methods.
Good knowledge of the principles and practices of supervision. Ability to organize, supervise and review the work of clerical and administrative subordinates.
Good knowledge of the laws governing municipal operations in New York State and their effect upon contractual agreements.
Ability to express oneself clearly and concisely, both verbally and in writing.
Ability to carry out complex written and oral instructions.
Ability to prepare comprehensive reports and electronic presentations.
A)Graduation from a regionally accredited college or university or one accredited by the New York State Board of Regents to grant degrees with a Baccalaureate degree in business management, finance, accounting, public administration or related field and five (5) years of professional level work experience, or its part-time equivalent, in business or government administration which must have included accounting, financial auditing or bookkeeping as a primary function; or,
B) Nine (9) years of professional or paraprofessional level work experience as described in (A), five (5) years of which must have been at the professional level.
Completion of a Masters degree in public administration, business administration, finance, accounting, management analysis or a closely related field can be substituted for two (2) years of professional level work experience.