POSITION TITLE: Administration & Planning Director
DIVISION: Administration & Planning
REPORTS TO: Assistant Director of Parks & Recreation
FLSA STATUS: Exempt
PAY RANGE: Starting Pay $75,000 - $85,000
The Administration & Planning Director provides leadership in all areas of business administration for the department. Work includes directing and coordinating significant administrative areas, including accounts payable, revenue management, purchasing, payroll, human resources, risk management, information technology and planning. Must be a detail-oriented leader with excellent communication skills and ability to prioritize and make sound business decisions to support the mission, guiding principles, and goals of the department.
Essential Job Functions
The following duties are normal for this position. These are not construed as exclusive or all-inclusive. Other duties may be required and assigned.
Manage and establish job responsibilities, priorities and professional goals for division employees.
Formulate, implement and monitor policies regarding cash handling, payroll, purchasing, contracting, payment processing and collections.
Ensure the timeliness and accuracy of financial records
Supervise and oversee the department’s human resources area.
Coordinate department-wide planning efforts and track the implementation of approved plans.
Oversee the department’s information technology (IT) systems, directing the IT consultant and serving as the central point of coordination for IT matters.
Administer the department’s internal control system in compliance with department policy and state law.
Maintain systematic, complete and accurate records of department assets.
Develop and manage systems for document filing, maintenance, accessibility and retention, and oversees process for public records requests in compliance with Indiana Public Access laws.
Plan, organize and coordinate employee training on financial systems (including cash handling) and risk management.
Serve as the department’s liaison with the fiscal agent, State Board of Accounts, bank representatives and consultants.
Coordinate and administer grants, including grant preparation, documentation of expenditures, and adherence to compliance regulations.
Initiate system and process improvements related to the administrative and planning functions in support of the departments various divisions.
Serve as trusted advisor to the Director and Assistant Director of Parks and Recreation.
Directly supervises six (6) employees and Information Technology consultant. Responsible for the overall direction, coordination, and evaluation of direct reports within division. Carries out supervisory responsibilities in accordance with policies and applicable laws. Management functions include interviewing, hiring and training division employees; planning, assigning and directing work; appraising performance, providing feedback and coaching; and resolving issues.
Knowledge, Skills & Abilities
The following list are necessary for the successful performance of this position.
Excellent knowledge of public-sector finance, auditing, cash control and accounting language, policies, procedures and practices.
Ability to set strategic direction and work plans for a business unit.
Ability to compile, review, classify, prioritize, analyze and present data. Ability to utilize a variety of reference data and information, coordinate and manage data, and use data to make professional and management decisions.
Ability to provide guidance, assistance and interpretation regarding the application of procedures and standards to specific situations.
Ability to exercise discretion in analyzing and selecting from alternative courses of action.
Ability to organize and direct work of self and others, and to apply principles of persuasion and influence over others in a supervisory and professional capacity.
Ability to understand the development, monitoring and analysis of financial and business reports.
Ability to read, analyze and interpret laws, policies, legal documents, and technical reports
Understanding and knowledge of techniques and processes for developing planning documents for governmental entities.
Knowledge of computers and understanding of business applications of various technological tools and systems; Ability to operate a personal computer utilizing word processing, spreadsheet, database management, accounting and other software applications as may be necessary to perform essential job functions.
Ability to communicate clearly, both orally and verbally.
Demonstrated leadership experience, including ability to provide constructive feedback and coaching
Ability to focus on detail and maintain strict standards of accuracy.
Bachelor’s degree in business administration, parks and recreation administration, public administration or a related field; Master’s degree preferred.
Minimum of three (3) years administration or financial management experience at a governmental agency.
Minimum of three (3) years of supervisory experience.
An equivalent combination of education, training and experience that provides the requisite knowledge, skills and abilities for this position.
The Carmel/Clay Board of Parks and Recreation is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age (40 or older), disability or genetic information.
About Carmel Clay Parks & Recreation
Carmel Clay Parks & Recreation has played an integral role in why Carmel, Indiana has been named one of the top cities to live in within the United States for the third year in a row. In short, the parks department has more than 15 parks and greenways spread across 500 park acres, numerous recreation facilities, including the Monon Community Center and The Waterpark, a before and after school program held at all 11 Carmel elementary schools, and a summer camp program.
Carmel Clay Parks & Recreation holds the Gold Medal Award for Excellence in Park and Recreation Management by the American Academy for Park and Recreation Administration (AAPRA) in partnership with the National Recreation and Park Association (NRPA). As an accredited agency, the department serves the recreation, fitness, and nature needs of the community, manages and develops existing spaces and resources and creates a sustainable future for parks and recreation programs through a financially viable and environmentally conscious parks system.