Accounts Payable, Accounts Receivable, Acquisitions Management, Administrative Management, Administrative Skills, Analysis Skills, Best Practices, Budget Management, Budgeting, Calendar Management, Coaching, Communication Skills, Community Support, Conflict Resolution, Customer Service Management, Customer Support/Service, Data Analysis, Data Collection, Data Processing, Diversity, Documentation, Event Management, File Maintenance, Financial Administration, Financial Management, Financial Reporting, Financial Systems, Grant Administration/Management, Human Resources, Human Resources Management, Illustrating Ability, Interpersonal Skills, Leadership, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Windows Operating System, Microsoft Word, Multicultural, Needs Assessment, Negotiation Skills, Office Management, Onboarding, Operational Support, Operations, Operations Management, Organizational Development/Management, Payroll Administration, Performance Management, Physical Demands, Plan Meetings, Presentation/Verbal Skills, Problem Solving Skills, Project/Program Management, Public Health, Public Policy, Public Safety, Purchasing/Procurement, Quality Control, Reporting Skills, Strategic Planning, System Operations, Talent Management, Team Building, Team Player, Telephone Skills, Willing to Travel, Workforce Planning, Writing Skills
POSITION SUMMARY:
The Assistant Director of Administration and Operations (ADAO) provides leadership and oversees fiscal, human resources, payroll, and administrative support to the Community Safety (CSD) and Emergency Communications Departments (ECD). The departments collectively employ over 79 full-time employees and operate across two sites with a combined department budget of approximately 11.6 million in city dollars and 700K in state grants. This position serves as the senior administrative and operations leader supporting both Directors. The position will be responsible for supervising the internal operations, including direct supervision of the Administrative Coordinators. The ADAO will work closely with the Director of CSD and ECD to ensure smooth operations for the day-to-day business of both departments and work closely with the Director's or designee to ensure the seamless implementation of data collection systems and daily operations. The ADAO will lead by example in valuing the experiences and perspectives of all members of the teams. The ideal candidate will be flexible, adaptable, eager to learn, willing to give and receive direction with comfort, and ready to lead an innovative approach to public safety.
The Assistant Director of Administration and Operations (ADAO) coordinates a variety of day-to-day office functions, including payroll, accounts payable, accounts receivable, customer service, and grant management. The ADAO also performs high-level organization and administrative duties for the Director's and the senior leadership team that require confidentiality, sound decision-making, and problem-solving abilities.
ESSENTIAL JOB FUNCTIONS AND DUTIES:
The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
- Provide high-level administrative and operational support to the Director of Community Safety and Emergency Communications Departments.
- Provide coordination for all Community Safety Department (CSD) and Emergency Communications Department (ECD) fiscal and human resource functions.
- Provide direct supervision of the Administrative Coordinators.
- Oversee all aspects of human resources management across both departments, including talent acquisition, talent management, workforce planning, recruitment, hiring and onboarding.
- Direct and oversee preparation and management of annual budgets for both departments, including oversight of procurement, grant administration, and other financial administration.
- Provide administrative management for the Director's and other senior leaders, including maintaining schedules, planning meetings and events, assisting in project work, and managing communications.
- Support and oversee procurement throughout various stages, including identifying procurement needs, writing high-quality specifications, and serving as a liaison to the Purchasing Department during the bid development through contract execution phases.
- Oversee implementation and ongoing monitoring of internal operational systems, financial systems, reporting processes, data collection initiatives, including analysis, and administrative controls to support organizational effectiveness and accountability.
- Support and lead the strategic planning activities of the departments to support administrative and operational projects and other strategic improvement efforts.
- Proactively communicate relevant information to all department employees.
- Promote, model, and lead change in establishing an anti-racism, anti-oppression culture and undertake efforts to promote a safe and inclusive environment for LGBTQIA+ and other identities.
QUALIFICATIONS:
Education/Experience
- Bachelor's degree in business, Public Policy, Public Health, or related field
- Five (5) years of progressively responsible administrative and office management experience.
- Experience managing budgets, strategic plans, and data analysis.
- Knowledge of Cambridge is preferred
Knowledge, Skills and Abilities:
- Strong communication skills, including presentation and negotiation.
- Sensitivity to multicultural populations and their experiences and perspectives.
- The City of Cambridge''''s workforce, like the community it serves, is diverse, and candidates must demonstrate the knowledge and the ability to work effectively with individuals and groups with a variety of identities, cultures, backgrounds, and ideologies.
- Demonstrated ability to seek best practices for the solution of problems.
- Demonstrated ability to collaborate effectively with a wide range of personnel from both within and outside the public safety community when working on projects, administrative matters, or quality control programs.
- Demonstrated maturity of judgment and effective approach to quality control and customer service.
- Good communication, team building, and problem-solving skills.
- Strong proficiency in Microsoft Windows Office Suite (Outlook, Word, PowerPoint, Excel).
- Exceptional written and verbal communication skills, particularly in documentation and report writing.
- Strong analytical and critical thinking abilities; able to assess complex situations and propose balanced, practical solutions.
- High level of professionalism, discretion, and emotional intelligence.
- Strong interpersonal and conflict-resolution skills.
- Ability to manage multiple issues simultaneously in a fast-paced environment.
- Capable of building trust with employees and leaders while maintaining objectivity.
- Commitment to principles of equity, inclusion, and fair treatment.
SUPERVISION RECEIVED:
Works under the general administrative direction of the Director of Community Safety and Director of Emergency Communications, with substantial latitude for independent judgment; work is reviewed for compliance with policy, effectiveness, and alignment with departmental goals.
SUPERVISION EXERCISED:
Provides day-to-day supervision to assigned professional, technical, and administrative staff, including direction, coaching, and performance management; may oversee contractors, interns, or temporary personnel as operational needs dictate.
WORK ENVIRONMENT:
Standard office environment. Fluorescent lighting and window unit air conditioning. Moderate noise level. Transportation is required to travel between the Community Safety Department and the Emergency Communications Department.
PHYSICAL DEMANDS:
Ability to access, input, and retrieve information from a computer. Ability to answer phones and maintain multiple files. Ability to travel throughout the City of Cambridge to various meetings, site visits, etc.
REQUIRED DOCUMENTS:
Please upload the below documents to complete your application:
The City of Cambridge''''s workforce, like the community it serves, is diverse. Applicants must have the ability to work and interact effectively with individuals and groups with a variety of identities, cultures, backgrounds, and ideologies.