DEFINITION AND PURPOSE: (Note:  this job descriptionis scheduled to be amended 2/26/26.

Under the general direction of the District Administrator, the Administrative Services Manager is responsible for the financial affairs of the District, including accounting, fiscal control, insurance, payroll and employee benefits, taxes, assists in the preparation of the District budget for Board presentation and related administrative activities. The Administrative Services Manager acts as the Deputy District Administrator in the absence of the District Administrator or as otherwise directed. The Manager performs statistical record-keeping assignments and serves as technical advisor to District management on general administrative, fiscal and personnel issues and related policies and procedures. The Manager meets with the staff to establish clear program direction, evaluate performance and provide/receive feedback. The Manager is also responsible for implementing and monitoring District policies and procedures.

ESSENNTIAL JOB FUNCTIONS: 

Responsibilities and duties include, but are not limited to the following:

• Manage the District finances within various funds, carrying out all revenue and expense transactions, adjusting entries, bank and county ARMS report reconciliations, and periodic internal and public reporting in compliance with applicable District policies, State and Federal laws
• Coordinate the annual preparation of the budget and budget reports, monitor expenditures to ensure adherence to budgeted amounts; conduct budgetary analysis; provide cash flow projections to provide guidance in budgetary planning
• Provide assistance and coordination of annual District fiscal audit
• Prepare financial, statistical and analytical studies and manuals, and present a variety of oral and written reports
• Assist with development and adherence of District Policies and Procedures, oversee and maintain leases, contracts and warranties
• Manage the Districts’ fixed asset record-keeping and coordinate the preparation of a fixed asset report
• Attend committee and Board of Directors’ meetings and provide technical information as necessary
• Supervise accounting, and human resources, including recruiting, interviewing, hiring recommendations, training, assigning, planning, reviewing assignments, maintaining standards, conducting performance reviews and disciplinary proceedings, including recommending release from employment
• Review and approve department time on the time clock system; ensure that all entries are correct
• Review accounts payable and District payroll for accuracy and completion prior to execution of checks by District Administrator or designee
• Manage the District’s insurance programs, including analyzing and renewing insurance benefits annually
• Manage District’s retirement programs, including maintaining proper participation in CalPERS and processing final distribution requests for terminated Money Purchase Pension Plans
• Responsible for computer network system security and purchasing computer information system software and hardware upgrades and maintenance contracts. Liaison to employees and contracted computers consultants for troubleshooting computer and network related issues
• Prepare written grant applications and park dedication fees proposals to obtain project funding approval. Apply for funding reimbursement upon completion and acceptance of projects by Board of Directors and as required by grant or project policies
• Liaison to District counsel, District auditor and union representative as required. Represent District during union negotiations to provide technical information as necessary
• Ensure completion of paperwork by all new departmental hires
• Serve as Custodian of Records regarding Department of Justice records
• Maintain a variety of confidential records and files
• Answers telephone and responds to questions from the public

KNOWLEDGE, SKILLS AND ABILITIES:

Innovation and creativity; strong organizational skills; ability to multi-task; budget management as pertaining to public agencies and parks and recreation specifically; work independently; maintain records and prepare reports; communicate effectively both orally and in writing; public speaking skills; demonstrated experience with word processing, spreadsheets and finance based programs, preferably on PC based systems; have knowledge of the following: theories, principals and practices common to the laws, rules and regulations governing the maintenance of accounting and fiscal records for a public agency; analyze and resolve unusual situations through application of District policy; knowledge of federal and state laws, rules and regulations regarding employment and human resources practices; meet the public in situations requiring diplomacy and tact; establish and maintain cooperative working relationships with District employees, contractors, user groups, volunteers and the general public; ability to work with the District Board of Directors.

EDUCATIONAL REQUIREMENTS AND QUALIFYING EXPERIENCES:

Education: Degree from an accredited four-year college or university with a degree in accounting, business administration, public administration or a closely related field.

Experience: Minimum of two years increasingly responsible administrative and fiscal experience, including the maintenance of accounting and fiscal records, preferably with a public agency; or any combination of education and administrative and fiscal experience to meet qualification.

LICENSES AND CERTIFICATES:

Must possess and maintain a valid California C driver’s license and a satisfactory driving record based upon specific program needs.

Position requires fingerprint and background check per Section 5164 of the Public Resource Code. Conviction of certain criminal offenses may prohibit employment.

About Auburn Area Recreation and Park District - Auburn, CA

The Auburn Area Recreation and Park District (ARD) was created by the voters in 1947. ARD is an independent special district with an elected five-member Board of Directors. While ARD works closely on many issues with Placer County, the City of Auburn and the Auburn State Recreation Area, it is independent from these agencies in its funding and governance. ARD covers 100 square miles, including the City of Auburn, unincorporated north Auburn, Christian Valley and Meadow Vista. Approximately 43,000 residents enjoy ARD’s 11 major parks, 3 community centers, 2 swimming pools and a multitude of park amenities. Approximately 70% of ARD’s FY 16/17 $4.1 million operational budget comes from property taxes. The remaining funding is the result of ARD’s wide variety of programming, rentals and special events.

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