Director of Administrative Services

Invitation to Compete #54-23: Director of Administrative Services

Central Library, Administrative Services Department
Regular, FLSA exempt, full-time position (80 hours per pay period)

Annual salary range: $118,139.04 - $194,893.92

This recruitment is open to the public and to The Seattle Public Library's employees. Please review the How to Apply section of this bulletin for important application information. This recruitment is open until the position is filled. Online applications that have been submitted with a cover letter and resume in NEOGOV by 5:00 p.m. on Friday, August 11, 2023 will receive first consideration.

Position Overview
The Library is in the middle of a strategic planning process and is looking for a leader to join the team who is creative, flexible and willing to consider the future of Library services over the next decade. We currently have a few leadership opportunities open, and we are looking for a collaborative leader as we consider restructuring and rebalancing units, services and team across the Library to better serve our patrons and support our staff.

The Director of Administrative Services is the Library's Chief Financial and Administrative Officer and reports to the Executive Director and Chief Librarian. The Director of Administrative Services is a member of the Senior Management and Leadership teams and plays a key role in system-wide strategic planning, coordinating operating activities, and aligning support services to maximize resources and enhance performance throughout the organization.

This position oversees the implementation of a 7-year, $219 million property tax levy passed by Seattle voters in 2019, which supplements the Library's core funding from the city. In addition to the special property tax levy, Library funding comes from municipal appropriations, state grants, fee revenue and a variety of gifts, grants, trusts and other sources. The director of Administrative Services is responsible for directing and overseeing all of the financial activities for the organization. The position serves as the Library's lead engagement officer with the City Budget Office.

Operations:

• Oversees the development and implementation of operating and contracting policies and procedures and related processes with the City Attorney's Office and City Contracting Services
• Oversees the Library's events services, security department, custodial services, facilities and grounds maintenance
• Oversees the Library's capital improvement program, parking garage and space / retail leases
• Oversees the Library's risk management in conjunction with the City's Risk Management Office and City Attorney's office
• Assists with negotiations and administration of lease and vendor agreements and conducts competitive vendor selection processes
• Administers the Library's compliance with the American with Disabilities Act related to facilities access, public services and administrative review of patron ADA accommodation appeals

• Participates on the Library's Senior Management and Leadership teams to provide direction and leadership on the Strategic Direction, policy review, and administrative and budget oversight for the Library
• Participates in the Library and city's Line of Succession, Emergency, and Continuity of Operations Teams
• Serves on the Library's Labor-Management Team to engage the Union in the forward movement of the organization
• Participates as Administrator in Charge, spokesperson and Library representative as appropriate with other members of the Senior Management Team

Finance:

• Ensures the Library's financial and business operations comply with city, state and federal legal requirements
• Oversees the Library's financial policies and procedures and audits conducted by the city or state auditor's offices.
• Appraises the organization's financial position and issues financial and operating reports to the chief librarian and Library board of trustees
• Oversees the Library's annual budget process with the Mayor's Office, the City Budget Office and City Council in order to identify General Fund support for the Library's programs and services.
• Develops an annual Operations Plan – subject to Library Board approval – that authorizes operating and capital budget allocations, as well as personnel allocation, and identifies revenues to support planned expenditures
• Directs/oversees the budgeting, audit, tax and accounting functions for the organization.
• Establishes business relationships with key city finance and executive leadership, the Library Foundation, and Friends of the Library organizations
• Oversees Library trusts and other assets for the Library
• Monitors budget to ensure efficient and proper use of contract, capital and operating funds
• Oversees risk management and directs purchasing of real estate
• Works with the Library Foundation to ensure fiscal requirements for grants and contracts are identified, realized and monitored
• Supervises the monitoring of all contracts to ensure compliance with fiscal and programmatic reporting
• Oversees financial and operational analysis to support strategic priorities and the development of services and programs
• Oversees levy funds and administration
• Oversees all federal, state and city grants

• Oversees, via the Levy administrator, the implementation of the 7-year $219 million special levy approved in 2019 in order to provide accountability to the Library Board, city officials and the public.
• Coordinates communication with elected officials and their staff related to the Library Levy.
• Oversees and provides support to the development of analysis related to the current and future Library Levy in order to ensure sustainable long-term funding for the Library.

• A combination of education and/or training and/or experience which provides an equivalent background required to perform the work of the class will be considered.

• 
  Knowledgeable about financial systems, budgeting, fiscal policy and political decision-making processes in a government or not-for-profit agency;
• Innovative, analytic, collaborative and self-directed;
• Knowledgeable in the area of race and social justice, and developing policies with stakeholder involvement for better community and staff diversity, equity, inclusion and accessibility (DEIA);
• Show a commitment to intellectual freedom, the freedom to read and lifelong learning;
• Demonstrate competency in approaching the development and evolution of policies and procedures with a priority focus on safety and equity while maintaining a welcoming environment for all patrons;
• An open, tactful and honest communicator who inspires trust;
• Exercise and promote excellent customer service with internal and external parties;
• Seek, support and foster creative contributions from others.

Additionally, qualified candidates will also have:

• A master’s degree in public administration or business administration, or equivalent combination of educational background and professional experience

• Five (5) years high-level executive experience providing direct oversight to major operating divisions in a large complex public or not-for-profit organization. Significant experience with change management, supporting employee involvement and the implementation of new processes and procedures strongly desired

• Five (5) years of experience managing a large and diverse workforce in a unionized environment including providing direct supervision to supervisors and managers and guidance on financial matters to Library division directors

• Experience interpreting complex financial data and providing concise management reports on a variety of topics

• Knowledge of and proven experience applying effective management practices and principles, including personnel administration, budget development, strategic planning and project management. Contract administration experience also required

• Experience developing effective working relationships with elected and appointed officials.
• Strong negotiation, persuasion and mediation skills are required

• The ability to lead effectively by example, inspire staff and promote enthusiastic teamwork.

• Exceptional interpersonal skills and creative problem-solving ability

• Exceptional written and oral communication skills, including experience delivering public presentations to diverse audiences

• Knowledge of public libraries and a belief in the essential role that libraries play within a community

How to Apply

Candidates who meet the qualifications are asked to submit the following items in NEOGOV. Application materials received by 5:00 p.m. on Friday, August 11, 2023 will receive first consideration.

• Complete online application
• A cover letter that describes how your experience and skills align with the stated job responsibilities and qualifications. Please let us know why you are interested in this position.
• Current resume that summarizes relevant professional experience, education, training and skills.

Applications that do not include a cover letter, resume, and complete online application will not be considered.

Applications will be screened for competitiveness and completeness. Initial screening will be based on a review of application materials. The employment history detailed in your application materials MUST validate/support your responses to the supplemental questions. If your responses cannot be validated, you will not proceed to the next steps of the review/selection process. The most competitive candidates will be invited to participate in a series of one or more interviews.

About The Seattle Public Library

The Seattle Public Library is Seattle's center of information and knowledge and one of the most popular and valued services in the City of Seattle. Library staff members are highly regarded by the public for their knowledge, quality of service and caring. Staff members are committed to the Library's organizational values of respect, partnership, engagement, diversity, transparency and recognition. In particular, they demonstrate respect, engage in partnerships, and are transparent in their communications and intentions. A strategic priority of the Library is to foster an internal culture of innovation which focuses on creativity, engagement, learning and staff development.

The Library supports the City of Seattle's Race and Social Justice Initiative to end institutionalized racism by eliminating barriers to access, providing the staff and public with opportunities for growth, and developing equitable access to the programs and services we offer. If you share those values and meet the qualifications, the Library invites you to apply for this position.

Benefits and Salary Information

The full salary range for this position is $118,139.04 - $194,893.92

The City of Seattle offers a comprehensive benefits package including vacation, holiday, and sick leave as well as medical, dental, vision, life, and long-term disability insurance for employees and their dependents. More information about employee benefits is available on the City's website at: "Most" Employees Plans - Human Resources | seattle.gov

Retirement information can be found here: Seattle City Employees' Retirement System (SCERS) - Retirement | seattle.gov

Additional Information

If you have questions regarding this bulletin or employment at The Seattle Public Library, please send an email to Shawna.dennard@spl.org. The Library promotes diversity and inclusion in employment. If accommodations are needed during the selection process, please email Shawna.dennard@spl.org.

The City of Seattle offers a comprehensive benefits package including vacation, holiday and sick leave as well as medical, dental, vision, life and long-term disability insurance for employees and their dependents.