CENTRAL SERVICES MANAGER 

NATURE OF WORK 

Serves the public with purchasing, budgeting, and risk management program work, planning and managing and evaluating an array of central service functions and activities, in accordance with federal and state laws and city rules and regulations. 

DISTINGUISHING FEATURES 

Work involves planning, developing, recommending and managing the budget preparation, purchasing, property and liability insurance programs, and related financial management programs to assist City management in meeting organizational and service delivery goals. Work includes supervising professional, technical and clerical staff in support of program operations. This is a single position class. The employee has regular contact by phone, email, and in person with aldermen, department heads, and senior managers regarding procurement issues and budget preparation issues; and with vendors and contractors regarding specification questions and contract performance concerns. The employee may also represent the Finance Director at meetings, as assigned. 

ESSENTIAL FUNCTIONS(These essential duties are only illustrative.) 

Manages budget administration program, including the preparation, adoption, and execution of annual operating budgets; conducts budget analyses and forecasts revenue and expenditure positions and makes recommendations; reviews and researches assignments relative to the budgetary process; prepares various trend analyses on revenues and expenses. Analyzes departmental budget requests to ensure that operating expenses are in line with appropriated funds. 

Plans, develops and supervises a comprehensive purchasing program for the city; ensures cost effective competitive procurement program is maintained in accordance with City ordinance, state purchasing laws, grant funding requirements, and administrative rules. Presents recommended actions for contract approval to City Council at regular and special meetings. 

Supervises and reviews the work of subordinate staff engaged in preparing bid specifications and awarding city contracts with respect to services, supplies materials, and equipment required. 

Supervises and reviews the work of administrative staff engaged in various management, budget and fiscal analyses and other functional and project assignments. 

Manages risk management program, reviewing property and liability insurance policies and submitting claims to insurance companies for claims adjustment; assesses property and liability insurance needs; and manages vehicle self-insurance program. Allocates insurance premiums, uninsured losses, and other risk costs to budgetary units. 

Develops, implements, administers, and evaluates policies and procedures; and remains current on new developments in state and federal laws applicable to municipal budgeting, public purchasing and risk management programs. 

Maintains reasonable and predictable attendance. 

SUPERVISION RECEIVED 

Works under the direction of the Finance Director with considerable latitude and independence in carrying out tasks and assignments to completion. Budgetary work is reviewed for accuracy and completeness, and work overall is reviewed annually for overall results achieved. Special projects or situations may be reviewed in progress and at conclusion. The employee uses a variety of guidelines in performing work, including state laws and local ordinances, insurance policies, vendor contracts, rules and regulations, and industry best practices. These are used to assure compliance and accurate interpretation of decisions. 

SUPERVISION EXERCISED 

Exercises supervision over professional, technical and program support staff engaged in carrying out the various functions and requirements of their respective responsibilities. Supervisory responsibilities include assigning and evaluating work, resolving personnel problems, setting performance goals and standards, making hiring and disciplinary decisions, and performing other supervisory functions. 

WORKING CONDITIONS & PHYSICAL DEMANDS 

Work is performed primarily in an office setting, although work activities may require attending meetings and conferences that involve travel. 

SUCCESS FACTORS (KSAs) 

Considerable knowledge of the principles, practices, and related legal provisions and accounting standards of governmental accounting, budgeting, purchasing, insurance, and fiscal administration. 

Considerable knowledge of the functions, structure, and operations of municipal government. 

Knowledge of state laws and municipal ordinances, rules and regulations governing budgeting of city funds and public purchasing. 

Knowledge of the principles and methods of organization, management, and supervision. 

Ability to develop sound fiscal and administrative systems and procedures. 

Ability to establish and maintain effective working relationships as required by the work of the position. 

Ability to analyze problems and apply sound judgment in developing solutions. 

Ability to communicate effectively both orally and in writing. 

Ability to supervise others effectively. 

Skill in the use and care of a personal computer and software, including Microsoft Word and Excel and municipal accounting software systems. 

EDUCATION, TRAINING & EXPERIENCE 

Graduation from an accredited four year college or university with a Bachelor’s degree in Business or Public Administration and at least five years of experience, that includes fiscal and management analysis, public purchasing, risk management administrative experience, and demonstrated supervisory experience. Any satisfactory equivalent combination of experience and training which ensures the ability to perform the work may be substituted for the required experience. Possession of a Master’s degree in public or business administration is highly desirable. 

NECESSARY SPECIAL REQUIREMENTS 

Possession of a valid Illinois driver’s license. 

Residency Requirement: 

Effective June 1, 2018 all newly hired employees, including newly hired Department Heads, shall live within the municipal boundaries of City of Rockford within six (6) months of their completion of their introductory period.