Director of Administrative Services and Operations

Are you ready to be at the heart of our Town's operations, driving efficiency, innovation, and collaboration across all departments?

Reporting directly to the Deputy Town Manager, the Director of Administrative Services and Operations role offers a dynamic opportunity to lead and streamline administrative functions town-wide. You'll supervise the Town Clerk’s office, Municipal Courts, and two full-time administrative staff, while providing leadership and oversight to all Town administrative teams on key tasks and initiatives.

You’ll be the guiding force behind policies, procedures, technology initiatives, safety standards, and communication strategies. Your leadership will ensure consistency, accuracy, and excellence in everything from Legislative and Town Administration budgeting and contract management to records and purchasing. If you thrive on developing innovative solutions and enjoy empowering teams to improve processes, this role offers the chance to make a lasting impact on our community’s success.

All staff are expected to adhere to the Town’s mission, vision and values of PRIDE. If you’re a proactive leader ready to make a difference, we’d love to hear from you!

Pay Range Effective 01/01/2025:

Anticipated Work Schedule: 

• Full-time (Monday - Friday shifts) 40 hour per week with some nights and weekends as needed. This position is eligible to tele-commute for 1-2 days per week, dependent upon supervisor approval and successful completion of probationary period.

Work Location:  645 Holbrook Street, Erie CO 80516

Supervision Exercised:

This position supervises the Town Clerk’s office, Municipal Courts, and two full-time administrative staff. The Director of Administrative Services and Operations also provides leadership and oversight to all Town administrative staff for administrative tasks and initiatives.

DUTIES AND RESPONSIBILITIES:

Supervising Duties

• Provide leadership, direction and oversight for the administrative services and operations of all Town departments and staff
• Provides supervision and leadership, managing workflows, and oversight of Town Council agenda items
• Serve as a member of the Senior Leadership Team for the Town of Erie
• Assist all Town departments with policies, procedures, process improvements, and initiatives by participating in the development and implementation of interdepartmental projects
• Develop, implement and manage strategic goals and objectives in relation to administrative services and operations
• Communicate extensively with all Town departments and staff
• Analyze administrative services and operations for responsiveness to department needs, provide innovative solution, and assist with implementation
• Recruit, hire, interview, supervise, train and mentor full-time staff
• Manage staff performance by maintaining staff-related documentation, completing timely and thorough performance evaluations, and coaching and initiating disciplinary action as needed
• Create and promote positive working relationships and an inclusive environment amongst all staff. Facilitate conflict resolution strategies as needed
• Serve as the lead of the Internal Services Committee
• Serve as the liaison to the Innovation Team
• Serve on interdepartmental Town committees, e.g. Safety and IT Steering Committees

Strategic Planning and Project Management Duties

• Work closely with the Deputy Town Managers, Town Manager, and other Directors to identify goals, objectives, and desired outcomes for administrative services and operations throughout the Town
• Develop and implement strategies to achieve desired outcomes. Provide technical direction and problem solving
• Assist with strategic planning
• Lead logistic and planning efforts for Council and Town-wide staff meetings
• Act as project manager for high-level administrative and interdepartmental projects
• Implement directives from the Town Manager’s Office

Administrative Duties

• Work collaboratively with all Town departments to ensure successful and cohesive implementation of policies, procedures, and process improvements
• Conduct high level research and analysis for the Town to support decision making
• Prepare complex documents, presentations, and Town Council reports
• Research and investigate a variety of administrative issues and develop recommendations and strategies for implementation of best business practices
• Develop and interpret policy and code, make recommendations, and provide staff direction on implementation of policies and procedures
• Develop and oversee the Legislative and Town Administration budget, monitor all expenses, and ensure annual expenditures stay within appropriated limits
• Ensure records management and retention policies are strictly adhered to, including the administration of Laserfiche
• Respond to inquiries/complaints from residents, contractors, regulatory agencies, etc.
• Maintain logs of information related to previous Town policies, procedures and initiatives in order to provide historical context and succession planning
• Provide professional advice on internal issues to the Deputy Town Managers and Town Manager
• Develop and maintain Town data and information structure to ensure the accuracy and reliability of information

Town Wide Expectations/Duties 

• Interpret, communicate and enforce all Department, Town, County, State, and Federal policies and procedures within areas of program responsibility
• Complete all required safety trainings in a timely manner and ensure, staff compliance
• Attend and participate in staff meetings and trainings
• Work cooperatively with other Town departments
• Communicate the Town’s Mission, Vision, and Values to staff and community members 

Other/Miscellaneous 

• Assist supervising Deputy Town Manager with special projects, initiatives, and innovation
• Assist in logistical response to Town-wide emergency situations
• Screen feedback and identify sensitive issues. Bring appropriate issues to the attention of the supervising Deputy Town Manager and/or appropriate party
• Serve on other Town committees as needed
• Perform related work as required and assigned 

MINIMUM QUALIFICATIONS

• A Bachelor’s degree from an accredited college or university with major course work in Business Administration, Public Administration, or related field.
• Seven years of progressively responsible administrative or office management experience with a minimum of two years at a supervisory level.

A combination of education and experience may be considered.

DESIRED QUALIFICATIONS

• Experience leading a team within a municipality
• Proven demonstration of good judgement
• Strong problem solving and decision-making skills
• Excellent verbal and written communication skills
• Professional and tactful interpersonal skills with the ability to interact with a variety of personalities
• Excellent organizational skills and attention to detail
• Excellent time management skills with proven ability to meet deadlines
• Ability to adapt quickly and be flexible in an everchanging environment
• Demonstrated experience in handling difficult situations with customers or residents and resolving with a positive outcome
• Ability to delegate assignments to the appropriate individuals based on their skills, roles and interests and oversee delegation appropriately
• Experience in coaching, training and mentoring others

KNOWLEDGE, SKILLS & ABILITIES REQUIRED:

Knowledge of: To perform this job successfully, an individual must possess expert knowledge of the principles and practices applied in the operations, financing and budgeting, planning, administration, supervision and direction of municipal government for a growing and diverse population.

Skills in: Initiative and decision-making; verbal and written communication; directing and coordinating the activities and operations of multiple work teams; identifying and defining problems, collecting and interpreting data, establishing facts, drawing conclusions, analyzing and presenting reports; leadership and interpersonal relationships; financial methods of municipal government; outstanding customer service to a diverse population; administrative functions; time management, meeting deadlines, responding to internal and external requests in a timely manner; the use of standard office equipment, computers, and various software programs; positive and professional working relationships with all Town staff and the community; conflict resolution; handling controversial issues; comprehending instruction, correspondence, and policies and procedures; problem solving; remaining composed in emergency situations and working effectively under stressful circumstances.

Environmental Factors:

The Director of Administration works in a standard office environment, with frequent use of a personal computer. The role involves managing competing demands, performing multiple tasks, and meeting deadlines while navigating the complexities of local regulations, community needs, and evolving public policies.

Physical Factors:

This role requires frequent sitting and/or standing at a desk for extended periods of time (up to 7-9 hours per day) as well as standing or moving around for short periods of time.  Up to 7 hours per day will be spent doing repetitive motion tasks such as typing.  The role may also involve occasional lifting of storage boxes or office supplies weighing up to 20 pounds, and frequent travel between municipal buildings or off-site locations is necessary.  Out of Town/State travel may occasionally be required to attend conferences.  The ability to receive information from and input information into a computer system and effectively communicate with other employees is required.

Town of Erie Benefits: 

Coverage of these benefits begin the 1st of the month following date of hire for benefited employees regularly working an average of 30 hours per week. Each year you will have the option of changing your elections through open enrollment. 

• Designated full time employees are eligible for the following benefits: 
• Robust Medical, Dental and Vision plans including spouse, domestic partner and family coverage options
• Supplemental Accident, Critical Illness and Hospital Indemnity Plans 
• Employer paid Basic Life/Accidental Death & Dismemberment Insurance (AD&D)
• Employer paid Short and Long Term Disability
• Voluntary Supplemental Life/Accidental Death & Dismemberment Insurance (AD&D)
• Diagnosis and infertility treatment options via Cigna plans
• Lifestyle Spending Account (LSA)
• Employer paid Employee Assistance Program
• Robust Extended Sick Leave (ESL) and family sick leave program
• Up to 48 hours of Colorado Sick Leave preloaded on the 1st of every year
• 3 ½ Weeks of Paid Time Off (PTO) per year (increases with years of service)
• 40 hours of pre-loaded Paid Time Off (PTO) to each new employee upon hire
• Fifteen (15) Paid Holidays
• Twenty-Four (24) Hours of Paid Volunteer Leave
• Up to 12 weeks of paid Parental Leave for bonding with a new child
• Option to “sell back” PTO after two years of continuous employment
• 457 Retirement Plan, with a 5% employer match and immediate 100% vesting in your deferral AND employer contributions
• Education reimbursement up to $2,000 per year
• Individual free membership to the Erie Community Center and steep discounts on couple or family memberships
• Employer sponsored wellness program, including employee-based fitness classes
• Childcare benefits which includes 10% discount to any KinderCare location in Colorado
• Half-off charging at town-owned EV charging stations
• Pet Insurance
• Employee Discount Program through Benefits Hub
• Eligible for discount Dell Computer program 
• Onsite/virtual trainings for growth and development opportunities

We are a Public Service Loan Forgiveness (PSLF)-qualified employer! 

EEOC Statement: 

The Town is dedicated to the principles of equal employment opportunity in any term, condition or privilege of employment. Applicants, employees and former employees are protected from employment discrimination based on race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age (40 or older), disability and genetic information (including family medical history), veteran status, marital status or any other status protected by federal, state or local law.  This prohibition includes unlawful harassment or discrimination based on any of these protected classes.  Unlawful harassment includes verbal or physical conduct, which has the purpose or effect of substantially interfering with an individual’s work performance or creating a severe, intimidating, hostile or offensive work environment. This provision applies to all employees, including directors, supervisors, co-workers, and non-employees such as residents, members of all boards and task force groups, contractors, vendors, consultants, etc.