Town of Mansfield

APPENDIX A

Job Summary: This class is accountable for administering and directing the shared services (which includes Finance, Human Resources and Talent Management, Communications, Facilities and Information Technology) programs and operations of the Town of Mansfield, Mansfield Public Schools (MPS), and Regional School District No. 19 (R19).

Supervision Received: Receives administrative direction from the Town Manager and is responsive to the Superintendents of Mansfield Public Schools and Regional School District No. 19.

Supervision Exercised: Directs all shared services programs and operations staff.

Examples of Essential Duties:

• Provides counsel to Town and District administration, administrators, department heads and other supervisors on all matters related to shared services;
• Acts as principal division liaison with the town’s public schools, regional school district, Eastern Highlands Health District, and partner organization representatives;
• Acts on behalf of the Town Manager during absence and serves as Acting Town Manager when so designated by the Town Manager;
• Administers the fiscal management functions including budget preparation and management, accounting, and financial reporting and analysis for the Town, MPS and R19;
• Administers the Town’s human resources programs and operations;
• Provides administrative oversight and guidance of the Town’s IT and Facilities departments;
• Provides advice and counsel to management regarding Town policies, regulatory compliance, state and federal laws, and collective bargaining agreements;
• Administers the risk management program which includes maintaining workers’ compensation and liability claim records, evaluating the program in relation to cost-benefit and identifying trends and developing programs to address any identified trends;
• Administers, coordinates and provides guidance over divisional work activities and service delivery;
• Advises the Town Manager and Town Council by conducting studies, analysis and investigations and making reports concerning new or ongoing programs and program effectiveness and general operations of the departments, offices, agencies of the Town;
• Assists division and other EDP experts in planning and implementation of financial aspects of EDP systems;
• Assists the Town Manager with the strategic direction, control and evaluation of department operations and oversees/coordinates special projects as assigned;
• Collaborates with other Town departments, school districts and pertinent partner organizations to address common issues around strategic planning, technology, budgeting, talent management, professional development and employee productivity;
• Designs and develops division programs and activities;
• Designs and implements performance review standards for Town and division staff;
• Determines appropriate staffing levels and directs management and coordination of staff;
• Develops and administers systems-wide training and development program for staff;
• Actively researches, identifies and evaluates grant funding opportunities, and, in collaboration with Department Heads and other Town staff as appropriate, secures and administers external grants to supplement/offset municipal funding sources and advance the Town’s strategic goals and priorities;
• Develops, communicates, implements and evaluates shared services policies and procedures, goals and objectives;
• Directs financial planning activities including long- and short-term forecasting, bonding, debt management, and capital project financing;
• Directs, coaches, trains and appraises staff, and meets regularly to discuss and resolve priorities, workload, resource allocation, quality standards, and technical issues;
• Drafts and administers Town and division policies and procedures and ensures compliance with applicable federal, state and local laws and regulations;
• Ensures appropriate interpretation and administration of shared services rules and regulations;
• Evaluates and analyzes operational and technical issues, interprets regulations and town codes, and advises on specialized areas of technical expertise;
• Identifies and measures key performance metrics and uses those metrics to analyze workforce problems and leverage solutions to maximize operational effectiveness;
• Identifies areas for technological improvements and solutions and researches new and upcoming technological resources and how they can best be implemented;
• Maintains contacts with individuals within and outside of the shared services division who might impact on policy or program activities;
• Meets and confers with town officials and management, union representatives, members of the public and others as required;
• Monitors assigned programs to identify and resolve problems and ensure operations meet customer service and quality requirements;
• Monitors relevant legal and legislative changes and court decisions and makes administrative recommendations to ensure compliance with applicable laws and regulations;
• Oversees the development of the budget for the shared services programs and operations;
• Oversees the efficient execution of multiple shared/intra-organization administrative services, and ensures effective internal collaboration among associated entities;
• Oversees the preparation of various Federal and State reports for the Town, local school districts, and select partner organizations;
• Participates in the employee safety and wellness committee and activities;
• Performs complex professional and administrative work directing and coordinating administrative functions and assisting the Town Manager in a variety of assignments;
• Plans, develops and implements goals and objectives as identified through the annual evaluation and program review to improve the delivery of services and programs;
• Prepares programmatic fiscal/administrative analysis and impact statements on proposed regulations and legislation;
• Provides research, analytical, technical, and other support to both elected and appointed committees as assigned;
• Provides training and assistance to staff in all phases of shared services administration;
• Represents the town at hearings involving complex and sensitive grievance issues;
• Reviews, evaluates and determines policies, procedures and practices applicable to all aspects of the shared services division;
• Serves as a town representative in a variety of forums and venues;
• Serves as chief spokesperson for assigned bargaining units and leads negotiation preparation meetings;
• Serves as member of municipal budget team, and conducts departmental budget review sessions;
• Stays abreast of changing laws and practices and drafts and proposes changes to policy by identifying best practices and presenting recommendations to various stakeholders;
• Performs related duties as required.

Knowledge, Skills and Abilities:

• Comprehensive knowledge of public management and organization theories, principles, practices and techniques at the local level;
• Comprehensive knowledge of the basic laws, ordinances and regulations applicable to budget preparation, approval and administration;
• Considerable ability to develop, communicate and implement systems wide policies and procedures;
• Considerable knowledge of and ability to apply collaborative leadership and decision-making methods;

• Considerable knowledge of and ability to apply management principles and techniques;
• Considerable knowledge of and ability to apply relevant State and Federal laws, statutes and regulations;

• Considerable knowledge of facilities management;
• Considerable knowledge of human resources practices and administration;
• Considerable knowledge of information technology and systems;
• Considerable knowledge of labor relations and contract administration;
• Considerable knowledge of municipal finance and administration;
• Considerable knowledge of grants administration;
• Considerable knowledge of relevant federal and state statutes, guidelines and regulations, including statutes prohibiting discrimination and retaliation;
• Considerable knowledge of the theories, principles and practices of public administration;
• Knowledge of occupational safety and health;
• Considerable interpersonal skills;
• Considerable negotiation and conflict resolution skills;
• Considerable problem-solving and analytical skills;
• Considerable written and oral communication skills;
• Leadership skills;
• Considerable ability in the preparation and analysis of financial and statistical reports;
• Ability to analyze a variety of complex administrative problems;
• Ability to analyze and develop budget estimates;
• Ability to establish and maintain effective working relationships with local, state and other officials, civic and business leaders, Town Council members and the general public;
• Ability to utilize EDP systems for financial management;
• Managerial ability;
• Supervisory ability;
• Ability to work with individuals from diverse backgrounds.

Minimum Qualifications:

Ten (10) years of professional experience in public administration in a combination of human resources/fiscal/administrative functions (e.g., accounting, accounts examining, affirmative action/EEO, budget management, facilities management, grants administration, information technology, talent management, payroll, purchasing, grants administration, etc.) Two (2) years of experience must have been in a managerial capacity in the municipal sector. College training may be substituted on the basis of fifteen (15) semester hours equaling one half (l/2) year of experience to a maximum of four (4) years for a Bachelor's degree. A Master’s degree in public administration, business administration, human resources management, labor relations, industrial/organizational psychology or closely related field or a law degree may be substituted for one (l) additional year. Incumbents in this class may be required to possess and retain a valid Motor Vehicle Operator’s License.

Working Conditions, Physical and Mental Requirements: Employees appointed to positions in this class must have adequate physical strength, stamina, physical agility and visual and auditory acuity and must maintain such physical fitness as to be able to perform the duties of the class. A physical examination may be required.

Frequency: Place an “X” in each box that is appropriate to your job.

The above statements are intended to describe the general nature and level of work being performed by the employee assigned to this position. They are not to be construed as an exhaustive list of all job responsibilities and duties performed by personnel so classified.

The Town of Mansfield is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Town will provide reasonable accommodations to qualified individuals with disabilities and encourage both prospective and current employees to discuss potential accommodations with the Town when necessary.

 Prepared on: February 3, 2023