Administration Division Manager (Public Works)

Definition

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Definition: Under general supervision from the Public Works Director, manages and supervises the day\-to\-day administrative and operational functions of the Public Works Department. Responsibilities include office management, staff supervision, asset management, procurement, personnel records support, inventory control, and warehouse operations. The role serves as a key liaison across internal divisions and external partners to ensure efficient service delivery and resource use. This job class is treated as FLSA Exempt. Distinguishing Features: The Administration Division Manager (Public Works) is distinguished by its primary responsibility for oversight of the department’s internal administrative systems and resource management functions rather than direct coordination of daily department\-wide operations. This position concentrates on structured oversight of administrative services such as asset and inventory management, warehouse operations, personnel support processes, procurement coordination, and internal administrative controls. This role ensures that the department’s administrative infrastructure, records systems, and resource tracking functions operate efficiently in support of Public Works service divisions. Essential Functions: Essential functions may vary among positions and may include the following tasks, knowledge, skills, abilities, and other characteristics. This list of tasks is ILLUSTRATIVE ONLY and is not intended to be a comprehensive listing of tasks performed by all positions in this classification.

Examples of Tasks

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Tasks:

Financial Management and Accounting:

• Oversees accounting duties for the Public Works department.

+ Provides oversight of department budget accountability and ensures proper tracking and reconciliation of expenditures.

+ Oversees the management of department budget accounts and expenditures.

+ Ensures staff implement finance/accounting protocol in the Department in accordance with Finance Department policies and GAAP for governmental accounting.

+ Ensures accurate and timely submission of all accounting transactions to Finance.

+ Oversees department purchases and ensures transactions are appropriately verified and reconciled before payment.

+ Oversees requisition processing through PeopleSoft LUCY financials, following purchasing guidelines.

+ Supervises fiscal staff workflow, ensuring adherence to internal payment schedules, deadlines, and fiscal policy.

+ Acts as department liaison to Finance/Purchasing for policy and compliance matters.

+ Consults with management staff on budget allocation and expenditure status.

Budgeting:

• Oversees the preparation of annual department operating and capital improvement project budgets under the direction of the Public Works Director.

+ Utilizes budgetary software to prepare and submit annual budget materials.

+ Coordinates with management to determine operational and CIP budget needs.

+ Monitors expenditures and trends; reviews and submits budget accounts and journal entries to Finance.

Management \& Supervision:

• Manages and supervises day\-to\-day work activities of accounting, clerical, office manager, business manager, asset management, and warehouse staff.

+ Provides mentorship and direction to staff.

+ Assigns, prioritizes, and evaluates work.

+ Develops and enforces standard operating procedures.

+ Conducts performance evaluations and maintains records.

+ Monitors and responds to staff questions and addresses performance issues.

+ Oversees staff time reporting.

Personnel Records and Support:*

+ Supervises maintenance of department personnel files.

+ Oversees employee\-issued property tracking (e.g., uniforms, electronics).

+ Ensures processing of HR actions (e.g., timekeeping, travel, incident reports).

Asset Management and Inventory Control:*

+ Oversees department asset management and inventory control procedures.

+ Manages warehouse operations and implements asset tracking protocols.

+ Ensures accurate receipt and recording of goods.

+ Coordinates with staff to align inventory with work activity needs.

Miscellaneous:*

+ Performs other duties as assigned to support department operations.

+ May act on behalf of the Director during absences.

Knowledge, Skills, Abilities and Other Characteristics:

• Knowledge of the culture, customs, traditions, history and government of the Salt River Pima\-Maricopa Indian Community.
• Knowledge of PeopleSoft software financials billing procedures for tracking budgetary accounts and expenditures.
• Knowledge of general accounting, auditing and budgeting principles and practices.
• Knowledge of generally accepted accounting practices (GAAP) for governments (“fund accounting”/GASB).
• Knowledge of the financial reporting requirements of the state and federal programs.
• Knowledge of public works operations in building and ground maintenance, water and wastewater operations, trash collection, cemetery management, and other related functions.
• Knowledge of asset management and warehousing procedures and protocols.
• Knowledge of personnel management functions including time recording, payroll, disciplinary actions, personnel files, and training.
• Knowledge of the principles of effective supervision.
• Skill establishing and maintaining effective working relationships at all levels of the Community and Tribal Government.
• Skill understanding and applying complex rules, regulations, procedures and guidelines including generally accepted accounting principles.
• Skill preparing a variety of computerized financial and budgetary records and reports.
• Skill reviewing and evaluating a variety of financial and budgetary records.
• Skill assigning, coordinating, scheduling and reviewing the work of direct reports.
• Skill supervising and evaluating employees.
• Ability to effectively and accurately maintain financial and inventory tracking systems.
• Ability to communicate effectively verbally and in writing.
• Ability to effectively interpret and handle documents including, but not limited to, purchase orders, invoices, statements, receiving reports, packing slips, aging and general ledger reports.
• Ability to prepare and maintain accurate and timely records of financial transactions.
• Ability to use a personal computer and MS Windows and MS Office software including MS Word, MS Excel, MS Outlook, including the following proficiency levels:

+ Proficiency in MS Office (Excel, Word, Outlook; basic Access preferred)

• Ability to lift and carry 25 lbs.

Minimum Qualifications

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Education \& Experience: Bachelor’s degree from an accredited university in Business Administration, Public Administration, Office Management, or a closely related field AND A minimum of 7 years of full\-time professional experience in office management, operations oversight, or administrative services.

Required Experience:

• Four (4\) years of experience managing office operations, including coordination of administrative processes, procurement, recordkeeping, and/or resource allocation.
• Three (3\) years of supervisory experience, including leading teams and managing work performance.
• Proficiency with office productivity software and enterprise systems.

Preferred Experience:

• Experience using PeopleSoft, including financial\-related modules
• Familiarity with asset tracking or work order management software
• Background supporting financial/budget tasks within operations or administration

Equivalency: Any combination of education and/or experience that clearly demonstrates the ability to perform the duties of the position will be considered.

Underfill Eligibility: An enrolled Community Member whom closely qualifies for the minimum qualifications for a position may be considered for employment under SRPMIC Policy 2\-19, Underfill.

Special Requirements

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Prior to hire as an employee, applicants will be subject to drug and alcohol testing. Will be required to pass a pre\-employment background/fingerprint check. Employees are subject to random drug and alcohol testing.

"SRPMIC is an Equal Opportunity/Affirmative Action Employer" Preference will be given to a qualified: Community Member Veteran, Community Member, Spouse of Community Member, qualified Native American, and then other qualified candidate.

In order to obtain preference, the following is required: 1\) Qualified Community Member Veteran (DD\-214\) will be required at the time of application submission 2\) Qualified Community Member (must provide Tribal I.D at time of application submission),3\) Spouse of a Community Member (Marriage License/certificate and spouse Tribal ID or CIB is required at time of application submission), and 4\) Native American (Tribal ID or CIB required at time of application submission).

Documents may be submitted by one of the following methods:

1\) attach to application

2\) fax (480\) 362\-5860

3\) mail or hand deliver to Human Resources.

Documentation must be received by position closing date.

The IHS/BIA Form\-4432 is not accepted.

Your Tribal ID/CIB must be submitted to HR\-Recruitment\-Two Waters.

Salt River Pima\-Maricopa Indian Community Employee Benefits Overview

Salt River Pima\-Maricopa Indian Community (SRPMIC) is committed to supporting the health, well\-being, and financial security of our employees. We offer a comprehensive benefits package to employees, designed to enhance your quality of life both at work and at home. Below is a summary of the benefits available to SRPMIC employees. Plan details and eligibility requirements are provided upon hire and are subject to change.

Health Care Benefits

SRPMIC provides medical, dental, vision, and life insurance coverage for all regular full\-time employees enrolled in standard plans. These benefits represent a significant part of your total compensation.

Medical: Choose from three plan options to fit your needs—the Low Deductible Plan, the Mid\-Deductible Plan, and the High Deductible Health Plan (HDHP) with a Health Savings Account (HSA). As a self\-funded plan, SRPMIC directly covers the cost of medical, pharmacy, dental, and vision services for all participants.

Dental: Enjoy nationwide access to the Humana Dental PPO/Traditional Preferred network, offering flexibility and choice in selecting dental care providers.

Vision: Coverage is provided through Davis Vision, including eye exams, lenses, frames, and contact lenses. Members also benefit from discounted rates on additional eyewear and services.

Life Insurance: All eligible employees are automatically enrolled in a fully paid basic term life insurance policy with a matching accidental death benefit.

Retirement Plans

SRPMIC supports your long\-term financial goals through multiple retirement plan options:

401(k) and Roth Plans: Eligible employees can participate in both pre\-tax and post\-tax retirement savings plans. SRPMIC contributes 5% of your compensation to the pre\-tax 401(k) and matches up to 3% of your salary deferral contributions.

Public Safety Personnel Retirement System (PSPRS): Available to eligible certified police officers and firefighters.

Arizona State Retirement System (ASRS): Available to Salt River School educators.

Health Reimbursement Arrangement (HRA): A retiree HRA with Health Equity, which is a tax\-advantaged employer\-funded account that retired employees (Age 55\+) can use for qualified medical expenses, including some premiums, and out\-of\-pocket expenses such as copays and deductibles.

Paid Leave \& Holidays

Annual \& Sick Leave: Employees accrue separate balances for sick and annual leave each pay period. Sick leave may be used for personal or family illness and medical appointments, while annual leave covers vacation or personal time.

Holidays: SRPMIC observes 15 paid holidays each year, including two discretionary holidays and one day of birthday leave.

Other SRPMIC Paid Benefits

Short\-Term Disability

Long\-Term Disability

Employee Assistance Program (EAP)

SRPMIC offers a confidential Employee Assistance Program through SupportLinc, available at no cost to employees, their dependents, and household members.

Additional Voluntary Benefits

WellPath Wellness Program: A voluntary wellness initiative that encourages healthy living and rewards participation with incentives. Available to all employees and their dependents.

Flexible Spending Accounts (FSA): Administered by HealthEquity, FSAs allow you to pay for eligible health and dependent care expenses with pre\-tax dollars.

Health Savings Account (HSA): Available to employees enrolled in the HDHP.

Supplemental Life \& AD\&D Insurance: Employees may purchase additional life and accidental death coverage for themselves and their dependents.

Public Service Loan Forgiveness (PSLF): SRPMIC is a qualified employer under the PSLF program. Employees may be eligible for federal student loan forgiveness.

At SRPMIC, we value our employees and are proud to offer benefits that support your health, well\-being, and future.