Chief Administrative Officer, Building Services - Austin Facilities Management

About This Position

This position is a Senior Manager, Leadership position that will oversee multiple divisions. They will be expected to lead, coordinate and manage projects while effectively communicating efforts/progress through oral presentations, written memos, and/or developing talking points for City executives. They will be responsible for drafting and responding to City Council and Boards and Commissions agenda items, follow-ups, questions, and initiatives. The Chief Administrative Officer is responsible for the department's financial forecast development and presentation, internal scheduling, planning and production of all required budget documents, performance measures data collection and reporting, and internal budget to actual reporting throughout the fiscal year.

The ideal candidate will have knowledge of facility services and will be a change agent and big picture thinker who connects a myriad of activities into an integrated system of standards and performance measurements to achieve results and improve standards. They should have experience in, and be comfortable and competent with, managing information and making decisions, finding innovative solutions to problems, and administering and monitoring budgets. They should have demonstrated success working in a deadline-driven environment while balancing multiple projects and changing priorities. They should also have demonstrated organizational development and change management skills, and be highly capable of working with different leadership styles and with diverse or complex organizational issues and structures. This role will oversee the Finance, Asset Management, Business Operations, Inventory Management, and Occupational Safety teams. Together, these teams manage the department's budget, asset management and capital planning, process improvement and performance measurement, surplus, uniform, and mail operations, and workplace safety. They are integral in ensuring our operational teams run efficiently and effectively.

Job Description:

Purpose:

Performs work under minimal supervision. This position reports directly to a Department Director or Assistant Director within the organization and is responsible for overseeing multiple support services within a department.

Duties, Functions and Responsibilities:

Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.

• •Plans, organizes, directs, audits and controls support services within the department. The services assigned to this type of workgroup provide a more complex strategic focus to the overall business operations.
• •Analyzes business and workforce needs to develop targeted short and long range strategies, and implement operational plans to meet performance measures. Operational plans include the strategic involvement and mediation for departmental workforce issues.
• •Works to align the programmatic services and activities of internal systems, which are associated with the desired outcomes for the department.
• •Serves as a direct or indirect resource for the department's operational needs.
• •Works to influence and serve as an advisor by communicating the business strategy to Executive leadership, City Officials or policy makers both internal and external to the department. Confers with the stakeholders to execute comprehensive program development which impacts the departmental policy initiatives.
• •Provides solutions to complex problems and works to resolve difficult issues between involved parties.
• •This job may have the responsibility for the development and monitoring of a departmental budget. In large departments, this job serves as an administrative resource tying budget needs to the programs of the organization.
• •Develops and evaluates short range and long range strategic plans and establishes the criteria for a variety of human resources and business services projects, programs, and plans.
• •Administers contracts and vendors to ensure delivery of agreed upon deliverables.
• •Prepares and reviews reports as part of the process of monitoring and communicating performance results.
• •Makes recommendations associated with purchasing and expenditures for departmental programs.

Responsibilities - Supervisor and/or Leadership Exercised:

Responsible for the full range of supervisory activities, including selection, training, evaluation, counseling and recommendation for dismissal

Knowledge, Skills, and Abilities:

Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

• •Knowledge of business case development, strategic business planning, reengineering, organizational change strategies, performance measurement, and project management.
• •Knowledge of fiscal planning and budget preparation.
• •Knowledge of Federal, State, and Local laws.
• •Knowledge of City practices, policies, and procedures.
• •Knowledge of supervisory and managerial techniques and principles.
• •Skill in oral and written communication.
• •Skill in handling multiple tasks and prioritizing.
• •Skill in using computers and related software.
• •Skill in data analysis and problem solving.
• •Skill in planning and organizing.
• •Skill in handling conflict and uncertain situations.
• •Ability to analyze and resolve irregular events.
• •Ability to work with frequent interruptions and changes in priorities.
• •Ability to establish and maintain good working relationships with City employees and the public.

Minimum Qualifications:

• •Graduation with a Bachelor’s degree from an accredited college or university with major coursework in a field related to Business; Finance; Accounting; or Economics or related field, plus five (5) years of experience associated with department wide budget programs or programs associated with operational services, of which three (3) years must be supervisory.
• •Masters degree in Business, Finance, Accounting, Economics or other related field may substitute for two (2) years of the required managerial experience

Licenses and Certifications Required:

None.

Preferred Qualifications:

• •Experience leading and managing multiple diverse divisions or business units, including counseling, coaching, and managing staff performance.
• •Experience managing a program or departmental budget aligned with strategic and operational goals, with an in-depth understanding of GAAP (Generally Accepted Accounting Principles).
• •Experience using facilities and operational data to drive decision-making, support asset management and long-term planning, and improve efficiency through process improvement or workflow automation.
• •Experience collaborating with executives, division managers, and supervisors on strategic planning, performance measurement, and establishing metrics and short- and long-term goals, including goals related to equity, diversity, and inclusion.
• •Project Management Professional certified or the ability to obtain within six months of hire.
• •Lean Six Sigma Certified or the ability to obtain within six months of hire.
• •Ability to travel to more than one work location.





Compensation Range:

The annual hiring range for this position is $110,100.00-$140,900.00



Notes to Candidate:

Please note that the Department may close the job posting at any time after seven (7) days.

Please be aware that the Job Posting Close Date reflects the final day to apply , but the posting will close at 11:59 PM the day before the date listed . All application steps, including attachments and submission, must be fully completed before that time.

We also recommend that you save or print a copy of the job posting for your records. Once a posting has closed, it will no longer be viewable in the system.

Days and Hours:

• Monday through Friday; 8:00 a.m. to 5:00 p.m.
• Hours may vary depending on departmental needs a