Utilities Administration Manager

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Utilities Administration Manager

Salary

$89,525.06 - $112,143.28 Annually

Location

Charlottesville, VA

Job Type

Regular Full-Time

Job Number

240800039

Department

Public Utilities

Opening Date

10/02/2024

Closing Date

Continuous

Bargaining Unit

N/A

• Description

• Benefits

• Questions

General Summary

The Department of Utilities is committed to providing the Charlottesville community with safe, reliable, and sustainable utility services that include water, wastewater, stormwater and natural gas. Working in conjunction with the Utility Billing Office, these services are supported by a dedicated staff who are committed to excellence in service to the community.

To learn more about the department and the services they provide, please visit: https://www.charlottesville.gov/458/Utilities

The Utilities Administration Manager performs responsible, managerial work directing and managing the professional work, resources and operations of all fiscal and administrative personnel within the Utilities Department; as well as administering the federal DOT drug and alcohol program. Normally completes work with substantial discretion and within broad parameters. Reports to the Deputy Director of Utilities.

The preferred hiring amount for this position is between $89,525.06 - $112,143.28 Annually . Starting offer is based on applicable education, experience, and internal equity. This is a full-time, exempt, position which provides excellent benefits including 13 paid holidays plus 1 floating holiday, paid vacation and sick leave, health insurance options with employer contribution, employer-paid life insurance, City's retirement options, gym membership reimbursement, tuition reimbursement, and continuing education/training opportunities.

• For a general summary of benefits offered by the City, please click the 'benefits' tab on this posting, or visit https://www.charlottesville.gov/1047/Employee-Benefits.

• The City of Charlottesville manages its own retirement system and does not participate in VRS, however the City has a Portability Agreement with VRS and there are certain provisions that must be met. For questions pertaining to the Portability Agreement, please contact the City's Benefits Administrator at 434-970-3462.

  NOTE: This job opportunity is advertised with a closing date of "Continuous." If interested in being considered, an application should be submitted as soon as possible. Applications will be evaluated on a continuous basis. Interviews will be conducted as soon as possible during the recruitment with candidates who are best qualified. Applications may no longer be considered once a candidate to fill the position is identified. This job announcement will close when the position(s) have been filled and may close at any time.

Essential Responsibilities and Duties

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations will be considered to enable individuals with disabilities to perform the essential functions. The essential functions of the job are not limited to those listed in the job description. The City retains the discretion to add to or change the duties of the position at any time.

• Manages business and administrative support activities, including but not limited to budget, human resources management, and procurement and contract administration.

• Supervises, coaches, trains, motivates, assigns work, and evaluates the performance of assigned staff; interviews, selects, and administers disciplinary action to subordinate employees in accordance with established personnel policy and procedures. Establishing professional standards for work quality, quantity, performance, and accountability.

• Assists department staff with personnel matters.

• Develops, updates, and manages the city-wide federally regulated Department of Transportation (DOT) drug and alcohol testing compliance program across multiple City departments. Includes maintaining employee testing pool, coordinating monthly testing, monitoring collection sites, testing labs, Medical Review Officer, and Substance Abuse Professional services for compliance with federal regulations, updating policy handbook to reflect regulatory changes, and monitoring federal regulatory changes that may affect implementation of program.

• Compiles, completes, and authorizes Pipeline Hazardous Materials Safety Administration (PHMSA) and Federal Motor Carrier Safety Administration (FMCSA) annual MIS drug and alcohol testing reports. Prepares, provides, and presents information in response to program audits conducted by federal agencies.

• Coordinates and/or assists with the hiring processes, pre-employment screenings, and with the onboarding of new departmental employees. Accurately and timely submits personnel transactions.

• Oversees and approves preparation of payroll processing and time administration.

• Assists with preparing and managing departmental budget and state/federal funded projects, utilizing applicable software.

• Develops, monitors, and analyzes department-wide operating, capital and grant budgets.

• Provides financial management of long-term, large-scale, high-priority programs/projects that are multi-disciplinary and involve multiple divisions or departments.

• Identifies organizational problems, evaluates possible solutions, and selects and implements the most advantageous course of action.

• Interfaces with City staff departments, such as Human Resources, Finance, Procurement, Information Technology, etc. for seamless collaboration.

• Assists in the development and revision of policies and procedures ensuring compliance with laws and regulations.

• Represents department on committees, task forces, and projects to develop new programs, policies and/or systems, or to evaluate existing ones. May serve as a member on the department management team.

• Monitors and maintains ongoing changes, and regularly runs applicable reports utilizing various department software for review and/or submission to internal or external stakeholders.

• Prepares for, writes, and finalizes reports and presents to various internal and external stakeholders regarding area of expertise and responsibility.

• Provides consultation and guidance on strategic planning organizational development and redesign projects, and other matters of significance.

• Responsible for appropriate use and maintenance of City equipment, tools, and other resources, including work time.

• Regular and reliable attendance.

Other Duties:

• Performs additional duties to support operational requirements as apparent or assigned.

Education, Experience and Skills

Education and Experience: Candidates may qualify by demonstrating the required knowledge and skills outlined for the job through experience(s) other than formal education.

• Bachelor’s degree in business administration, public administration, human resources, budgeting and financial management, or related field, AND 5 years of experience in human resources, finance or budget, including at least 2 years of experience handling DOT drug and alcohol testing and supervisory/personnel management experience.

OR

• Associate degree in business administration, public administration, human resources, budgeting and financial management, or related field, AND 7 years of experience in human resources, finance or budget, including at least 2 years of experience handling DOT drug and alcohol testing and supervisory/personnel management experience.

OR

• An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above.

Preferred:

• Master’s degree in a related field.

Certifications/Licenses/Other Requirements:

• Required to successfully pass a pre-employment background check and pre-employment drug screen.

• Must obtain and maintain all certifications required by applicable federal, state, and local regulations.

Knowledge, Skills, Abilities and Other Characteristics:

Job Knowledge

• Extensive knowledge of the mission, goals, objectives, funding sources, organizational structure, workload, and staffing of the organizational unit or program to which incumbent is assigned.

• Extensive knowledge of the principles, practices, and techniques relating to the functional area of business operation.

• Extensive knowledge of statutory and regulatory requirements governing application of program funding, execution of program activities, and achievement of program outcomes.

• Extensive knowledge of applicable federal, state, DOT, and local laws, codes, policies, and procedures.

• Thorough knowledge of the principles, practices, and techniques relating to human resources management.

• General knowledge of the legislative and executive decision-making processes.

• General knowledge of the project management life cycle and its supporting phases.

Reading

• Advanced: ability to read and understand complex written materials such as technical analyses, local laws and procedures, state or federal laws and regulations, financial reports, and/or legal documents.

Writing

• Advanced: Ability to organize data, develop and write clear and concise complex written materials such as research papers, editorials, journals, speeches, manuals, or critiques. Provide documentation and records for the planning and evaluation of projects, facilitating print and social media reports, writing policies and procedures. Ability to tailor writing to specific audiences and explain complex information and ideas.

Math

• Advanced: Ability to apply fundamental concepts of theories, works with complex mathematical calculations, operations, and analyses. Ability to determine cost and expenditures of projects, develop and monitor budget and fiscal accountability.

Communication Skills

• Advanced: Communicates current and revised policies and makes recommendations regarding implementation. Establishes and maintains effective working relationships with City officials, business leaders, citizen groups and others. Makes presentations to department management, other departments, or the public. May involve communicating controversial positions and presenting sensitive issues. May include interactions that involve stressful, negative situations requiring significant tact and the ability to diffuse aggressive behavior and reach consensus. Evaluates effectiveness, develops cooperative associations, and utilizes resources to continuously improve communications.

Independence and Decision-Making

• Requires Administrative Direction: normally completes work with substantial discretion and within broad parameters defined by general organizational requirements and accepted practices. Overall results determine job performance.

Technical Skills

• Advanced: high level skills and extensive knowledge in approaches and systems, which affect the design and implementation of major programs and/or processes organization wide. Independent judgment and decision-making abilities are necessary to apply technical skills effectively. Proficiency in Microsoft Office applications and various departmental systems and software.

Fiscal Responsibilities

• Oversees budget preparation of a division or department budget. Reviews and approves expenditures of significant budgeted funds for the department and/or does research and prepares recommendations for organization-wide budget expenditures.

Supervisory Responsibilities

• Oversees and regularly supervises and directs the work of two or more employees. Manages a recognized division or other permanent organizational unit on an on-going basis. Makes final decisions, or input carries substantial weight, on hiring, discipline, work objectives/goals, performance evaluation, and work assignments.

Other Characteristics

• Excellent organizational and time management skills; sometimes under strict time constraints.

• Independently balances multiple complex tasks.

• Frequent change in tasks.

• Working closely with others as part of a team.

• Maintain accurate records and files.

• Performs tedious or exacting work.

• May require dealing with angry, frustrated and/or upset individuals.

• Works effectively with sensitive and confidential issues and information.

• May require additional hours outside of normal schedule.

Physical Conditions & Additional Information

Physical Demands:

• Light Work: Exerting up to 25 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to lift, carry, push, pull or otherwise move objects.

• Must be able to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.

• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.

• Must occasionally move about inside the office to access file cabinets, office machinery, etc. and position self to maintain files in file cabinet.

• Ability to observe details at close range (within a few feet of the observer).

Machines, Tools, Equipment, Software and Hardware:

• Typically requires use of standard office equipment and telephone, and related software and hardware; and any other equipment as appropriate or as assigned.

Work Environment:

• Work is performed in an office environment where there may be exposure to computer screen for extended periods of time, monitor glare and dust.

• The noise level is typically moderate.

The City of Charlottesville is an Equal Opportunity Employer and supports workforce diversity at all levels of the organization. The City prohibits discrimination on the basis of race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, genetic information, or any other characteristic protected by federal, state or local laws. The City is dedicated to this with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities, access to facilities and programs, and general treatment during employment.

Requests for reasonable accommodation by individuals with disabilities may be requested by contacting Human Resources at (434) 970-3490 or hr@charlottesville.gov.

The City of Charlottesville conducts job related background checks, reference checks, and pre-employment drug tests, in accordance with federal, state, and local law, of applicants who reach the final stages of the employment selection process. The City’s policy has not changed because of the decriminalization of marijuana in the Commonwealth of Virginia. Marijuana remains an illegal drug under federal law, and it continues to be a violation of the US Department of Transportation regulations and the City’s policy prohibiting employees from testing positive for marijuana.

SUMMARY OF EMPLOYEE BENEFITS

Updated July 1, 2022

Benefits cited represent those for regular 40-hour employees and may differ for Management Level, Part-Time, and/or Library positions. Long-term temporary employees are eligible for all benefits except retirement. Interns, temporary, seasonal, substitute, and relief employees are not eligible for benefits.

1. LEAVE:

• Vacation:

• 3.09 hours accrued biweekly -- 0 - <3 years

• 3.85 hours accrued biweekly -- 3 - <5 years

• 4.62 hours accrued biweekly -- 5 - <10 years

• 5.40 hours accrued biweekly -- 10 - <15 years

• 6.16 hours accrued biweekly -- 15 - <20 years

• 6.93 hours accrued biweekly -- 20 - <25 years

• 7.70 hours accrued biweekly -- 25+ years

• Sick:

• 4.62 hours per biweekly pay period, approximately 120 hours a years, no limit on accumulation

• Holidays:

• 14 paid holidays per calendar year (13 observed and 1 floating)

2. INSURANCE:

• Aetna Medical –

• Choose from three options with different premiums and levels of coverage and coverage is effective on the first of the month following date of hire:

• HMO: $0 premium for employee only coverage

• POS 1: Employee-only premium of $36.28 per biweekly pay

• POS 2: Employee-only premium of $13.02 per biweekly pay

• (Dependent coverage is available but the cost of the premium is not subsidized.)

• Prescription Card ($10 generic, $30 lower cost name brand, $55 higher cost name brand)

• Mail Order Maintenance Prescription Drug Program ($20 generic, $60 lower cost name brand, $110 higher cost brand)

• Dental (Delta Dental)

• No cost for employee only coverage. Dependent coverage is available but the cost of the premium is not subsidized.

• Diagnosis and Preventive -- 100% of allowable charge; Basic Dental Care - 80%; Major Dental Care - 50%

• Primary -- $50 deductible, 80/20

• Prosthetic & Complex Restorative -- $50 deductible, 50/50

• $1,500 maximum annual benefit

• $1,000 Orthodontic Benefit

• MetLife Vision Plan: Optional

• Employee only coverage: $2.50 bi-weekly; Dependent coverage also available at differing rates.

• Eye health exam, dilatation, prescription and refraction of glasses covered after $10 co-pay;

• $130 allowance for frames, after co-pay, plus additional discounts where accepted.

• Life:

• Two times annual salary (paid by the City)

• Optional supplemental life available for employee, spouse, dependents (paid by employee)

• AFLAC: Optional

• Cancer/accident/short term disability/intensive care insurance (paid by employee)

• Long Term Disability

• Protection from income loss due to long-term illness or injury (paid by the City)

3. RETIREMENT: The City of Charlottesville manages its own retirement system and does not participate in VRS, however the City has a Portability Agreement with VRS. There are certain provisions that must be met and the portability request must be executed within 18 months of vesting in the City's Plan.

• Pension:

• Choose from two options:

• A Defined Benefit Pension plan pays a monthly benefit in retirement using a defined formula based on the employee's earnings history, tenure of service, and age. Our plan has a 5 year vesting period and an employee contribution of 5% of salary.

• A Defined Contribution 401a plan in which fixed contributions are paid into an individual's account by the employer, the contributions are invested, returns (positive or negative) are credited to the account, and the account balance is used to provide retirement benefits. The vesting schedule for our 401a plan is 33% after one year of service, 67% after two years of service, and 100% after three years of service. There is no required contribution from salary. (Note that: the Defined Contribution retirement plan is the only plan available for Library employees)

• Supplemental:

• Deferred Compensation (457) - employee contribution

4. OTHER BENEFITS:

• Flexible Spending Accounts:

• Health Care Expenses

• Dependent Care Expenses

• Parking/Mass Transit Expenses

• Parking Subsidy of $50 per month

• Wellness Programs:

• Gym Reimbursement Program

• Monthly On-Site Nurse and Annual Flu Shots

• Health Screenings and Fairs, Education Sessions, & Weekly Fitness Classes

• Weight Watchers at Work

• Bike Commuter Program:

• Reimbursement of up to $20 per month for reasonable bike commuting expenses

• Employee Assistance Program:

• A variety of confidential, personal professional services for you and your family available 24 hours a day.

• Tuition Reimbursement Program:

• Up to $1,500 for undergraduate OR Up to $3,000 for graduate level tuition per fiscal year per employee.

  01

  Please indicate your level or education and experience as it relates to the position: (Must be verifiable with reference to your education & work history section of your application.)

• Bachelor's degree in business administration, public administration, human resources, budgeting and financial management, or related field, AND 5 years of experience in human resources, finance or budget, including at least 2 years of experience handling DOT drug and alcohol testing and supervisory/personnel management experience.

• Associate degree in business administration, public administration, human resources, budgeting and financial management, or related field, AND 7 years of experience in human resources, finance or budget, including at least 2 years of experience handling DOT drug and alcohol testing and supervisory/personnel management experience.

• An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above.

• None of the above.

  02

  Please briefly describe your experience in human resources, finance or budget. If no experience, please write 'None."

  03

  Please briefly describe your experience handling DOT drug and alcohol testing and supervisory/personnel management experience. If no experience, please write, 'None.'

  04

  Have you provided the expiration date and name of each certification you possess in the 'Certificates and Licenses' section of your application?

• Yes

• No

  05

  To be considered, qualifying education and experience, including City of Charlottesville employment, must be clearly documented in the education, work history, and additional information sections of the employment application. Resumes can be attached but should not be used as a substitute for the required information on the application. I understand that an attached resume may not be accepted in place of a completed employment application and that my qualifications should be stated on the employment application itself.

• Yes

• No

  06

  I certify that the information above is true and correct, and I certify that it can be verified with reference to the information in my basic application. I understand that my application may be rejected if the responses to supplemental questions do not match my basic application.

• Yes

• No

  Required Question

Agency

City of Charlottesville

Address

P. O. Box 911 605 East Main Street Charlottesville, Virginia, 22902

Phone

(434) 970-3490

Website

http://www.charlottesville.gov/jobs