Administrative Services Officer - Rent Control

City of Santa Monica•Santa Monica, CA

2d•Onsite

About The Position

Performs a variety of complex administrative, financial, personnel, and operational management functions for the Rent Control Agency. Oversees preparation and administration of the agency's annual budget, monitors expenditures and revenue, and prepares financial and analytical reports. Coordinates agency administrative services and operational systems and provides direct administrative support to the Executive Director and division managers. Serves as a member of the agency's executive team in support of organizational planning and decision-making. Supervises and coordinates the work of professional and clerical support staff.

Requirements

Graduation from an accredited college or university with a bachelor’s degree in public administration, business administration, finance, or a related field.
Four years of progressively responsible experience in administrative management, financial analysis, budget preparation and administration, or human resources administration.
At least two years of this experience must include supervisory responsibility or experience leading and coordinating the work of others.
Knowledge of principles and practices of public administration.
Knowledge of budget development and financial management.
Knowledge of accounting principles and procedures.
Knowledge of quantitative and administrative analysis techniques.
Knowledge of report writing and project management.
Knowledge of principles and practices of personnel administration.
Knowledge of labor relations and collective bargaining processes.
Knowledge of modern office practices, procedures, and equipment.
Knowledge of principles and practices of supervision.
Knowledge of computer systems and their application in administrative and financial management.
Ability to prepare and administer complex budgets and financial reports.
Ability to interpret and apply policies, laws, and regulations.
Ability to develop and implement policies and procedures.
Ability to conduct financial and operational analyses.
Ability to communicate effectively both orally and in writing.
Ability to analyze and solve administrative and organizational problems.
Ability to plan, coordinate, and administer programs and projects.
Ability to supervise, train, and evaluate the work of staff.
Ability to establish and maintain cooperative working relationships with administrators, employees, City departments, and the general public.
Skill in use of personal computers and applicable spreadsheet, database, and word processing software applications.
Skill in developing and maintaining financial and administrative reporting systems.
Skill in project coordination and administrative program management.

Nice To Haves

A master’s degree in public administration, business administration, or a related field is desirable.

Responsibilities

Coordinates the preparation and administration of the agency’s annual operating budget, including developing revenue projections, monitoring expenditures, and preparing periodic financial and analytical reports.
Conducts complex financial, administrative, and operational analyses and prepares reports related to agency programs, policy initiatives, and organizational performance.
Develops performance measures, financial projections, and operational metrics to support agency planning and evaluation.
Serves as liaison with City departments, including Finance, Human Resources, and Information Technology, regarding administrative, fiscal, and personnel matters affecting the Rent Control Board.
Ensures agency compliance with City personnel rules, administrative policies, and related procedures.
Reviews documentation related to employee discipline and personnel actions and provides recommendations to division managers and the Executive Director.
Assesses departmental training needs and coordinates employee development activities in conjunction with the Human Resources Department.
May assist in labor relations activities, including participation on negotiating teams, as assigned.
Conducts complex administrative studies and operational reviews and prepares reports recommending improvements to administrative policies, procedures, and internal processes.
Analyzes the economic and financial feasibility of proposed programs, initiatives, and operational changes.
Reviews and determines the scope of work for consultants, assists with consultant selection processes, and monitors consultant work products and contracts.
Coordinates administrative systems supporting agency operations.
Serves as liaison with City information technology staff regarding agency computer systems and assists with implementation and maintenance of agency information and reporting systems.
Oversees administrative operations, including records management, procurement coordination, office systems, equipment acquisition, and operational logistics.
Supervises professional and clerical staff engaged in administrative support functions and participates in the selection, training, and evaluation of staff.
Prepares reports and informational materials for executive leadership and the Rent Control Board.
Responds to inquiries from City staff, other agencies, and the public regarding administrative and operational matters, as needed.
Performs related duties as assigned.