Internal Services Director

Internal Services Director

City of Ashland, OR

POSITION SUMMARY

This position provides strategic leadership and oversight for Human Resources, Finance and Information Technology divisions, ensuring effective planning, coordination, and management of these functions for the City of Ashland, Oregon. The role is responsible for providing administrative and support services to all the City's operating departments. These services include accounting, budgeting, treasury, financial reporting, purchasing and contracts oversight, payroll, employee and labor relations, benefits administration, recruitment, risk management, information technology deployment and management, operation and administration of Ashland Fiber Network. The Administrative Services Director also serves as a trusted advisor to the City Manager, City Council, and City departments on these matters.

ESSENTIAL FUNCTIONS

The following duties are normal for this position. However, they are not to be construed as exclusive or all-inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may also be required or assigned.

1. Relationship building and serving as a strategic thought partner to the City Manager and City leadership team to achieve organizational goals.

2. Flexibility, creativity, and process improvement through innovative thinking.

3. Leads citywide innovation efforts by identifying opportunities for process improvement, new technology adoption, and enhanced digital services to residents and staff.

4. Successful at managing complex projects from inception to completion.

5. Ability to facilitate, mediate and build consensus.

6. Ethical, honest, respectful, professionally trustworthy and customer service focus and instill these core values in the team.

7. Advises the City Manager, Mayor, City Council, and leadership teams on financial policy, fiscal forecasting, and budget planning; contributes to strategic initiatives and long-range planning through expert financial analysis and scenario modeling.

8. Lead initiatives to attract, retain, and develop an engaged workforce that delivers outstanding services to Ashland residents and businesses.

9. Oversee the preparation and submission of the Annual Comprehensive Financial Report (ACFR) and biennial budget.

10. Ensure adherence to all legal requirements by continuously monitoring legislation, advising management on necessary actions, and enforcing compliance.

11. Administer the City of Ashland's job classification system, including developing and updating job descriptions and determining the placement of positions within the classification framework.

12. Manage compensation and benefits programs to ensure compliance with union contracts, the FLSA, and applicable state and federal regulations.

13. Support organization-wide performance management by overseeing employee transfers, promotions, disciplinary actions, and terminations.

14. Manages the City's investment strategy and monitors fund balances, cash flow, reserves, and debt obligations to maintain financial sustainability.

15. Ensure customer-focused service delivery and user support by implementing effective end-user training, system documentation, and help desk operations

16. Advise supervisors, managers, and directors in resolving complex and sensitive human resources, technology and finance issues.

17. Address employee inquiries regarding the interpretation of city policies, labor contracts, employment law, benefit programs, and personnel management, referring complex legal matters to labor counsel as necessary.

18. Ensure compliance with employment-related laws and policies-including the FLSA, EEO, Fair Employment Practices, and ADA-and oversee related complaint investigations.

19. Acts as staff liaison to the Citizen Budget Committee and Municipal Audit Commission preparing materials, facilitating discussion and presenting reports, projections and policy recommendations.

20. Guide management and staff by researching, developing, and updating policies, procedures, and guidelines while effectively communicating and enforcing the citys values.

21. Shape organizational strategy by identifying service challenges, providing insightful analysis and recommendations, and aligning objectives with overall organizational goals.

22. Perform additional duties as required.

MINIMUM REQUIRED QUALIFICATIONS

• Bachelor's Public Administration, Business Administration, Finance, Accounting or related field.
• Seven (7) years of progressively responsible financial oversight or human resources related experience.
• Two (2) years of supervisory experience.

OTHER REQUIREMENTS

• Seven (7) years of progressively responsible leadership role
• Five (5) years in a lead or supervisory role.

PREFERRED QUALIFICATIONS

• SPHR, SHRM-SCP, CLRP, IPMA-CP, or other professional human resources certification.
• CPA Certification or CMA.
• Master's degree from an accredited college or university in Business Administration, Public Administration or related field.
• Experience in a municipal government setting that is similar to or larger than the City of Ashland is desirable.
• Experience with State of Oregon budget and labor laws.

SUBSTITUTION

Any satisfactory equivalent combination of education, training and experience that demonstrates the knowledge, skills and abilities to perform the duties of the job proficiently may substitute for the above requirements.

KNOWLEDGE, SKILLS AND ABILITIES

KNOWLEDGE:

• Principles and practices of public administration, including strategic planning, personnel management, budgeting, and leadership in a government setting.
• Organizational development, interdepartmental coordination, and the delivery of public services in a municipal environment.
• Best practices in fiscal management, including technology cost allocation, budgeting, forecasting, and capital project financing.
• In-depth knowledge of federal, Oregon state, and City of Ashland laws, regulations, codes, ordinances, and legal precedents governing data privacy, public records, accessibility, budget law, Governmental accounting principles (GAAP), Governmental Accounting Standards Board (GASB), HR administration, labor relations, and civil rights.
• Expertise in management and supervisory practices, including program planning, budgeting, contract administration, coordination, evaluation, and final employment recommendations.
• Proficiency in labor contracts, negotiation, and collective bargaining techniques.
• Familiarity with the administrative policies and procedures specific to the City of Ashland and its departmental operations.
• Strong grasp of budgeting, fiscal management, and project management principles and techniques.
• Proficiency with current office practices, standard office equipment, and essential software applications such as word processing, spreadsheets, and databases.

SKILLS:

• Skilled in dissecting complex administrative information, defining issues, evaluating alternatives, and recommending effective solutions.
• Proficient at organizing tasks and managing time to handle a high volume of work while adapting to shifting priorities.
• Adept at researching and comprehending complex written materials.
• Experienced in facilitating negotiations and mediating conflicts to secure mutually beneficial outcomes.
• Effective at engaging and building collaborative relationships with diverse stakeholders.
• Capable of leveraging metrics and analytics for data-driven decision making.
• Proficient with advanced information systems and software tools to enhance operational efficiency.
• Creative in generating innovative solutions to complex challenges.
• Experienced in guiding and supporting organizational change initiatives.

ABILITIES:

• Leverage strategic planning and research to set departmental goals, develop projects/programs, and execute long- and short-range plans.
• Develop, interpret, and implement policies, procedures, and regulations, while preparing and managing detailed operating budgets.
• Establish and maintain accurate records and perform precise mathematical calculations under strict deadlines.
• Lead and train teams, organize work assignments, and adjust priorities to meet deadlines.
• Communicate clearly in writing and verbally, handling sensitive information tactfully while maintaining confidentiality.
• Exercise sound judgment and professionalism, adapting to stressful situations and responding to after-hours needs as required.
• Drive talent acquisition, onboarding, and retention strategies to build and sustain a high-performing workforce.
• Develop and implement performance management systems, employee development programs, and succession planning.
• Manage conflict resolution and employee relations, ensuring compliance with labor laws and HR policies.
• Communicate complex financial concepts clearly to technical and non-technical audiences, both verbally and in writing.
• Utilize analytics and metrics to inform strategic decision-making and continuous improvement.
• Oversee organizational change initiatives and advise City leadership on workforce planning and development.
• Cultivate strong working relationships with internal and external stakeholders.
• Demonstrate emotional intelligence, empathy, and integrity in handling complex interpersonal situations and employee grievances.

PHYSICAL AND WORK ENVIRONMENT

The physical and work environment characteristics described in this description are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions or as otherwise required by law. Employees needing reasonable accommodation should discuss the request with the employee's supervisor.

• This work regularly requires sitting, frequently requires standing, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires walking, stooping, kneeling, crouching or crawling and reaching with hands and arms.
• Work has standard vision requirements.
• Vocal communication is required for expressing or exchanging ideas by means of the spoken word.
• Hearing is required to perceive information at normal spoken word levels.
• Work requires preparing and analyzing written or computer data and observing general surroundings and activities.
• Work has no exposure to adverse environmental conditions.
• Work is generally in a moderately noisy office setting (e.g. business office, light traffic).