Administrative Services Manager

City of Sunnyvale , California

Job Information 



Senior Level


$109,737.00 - $132,330.00 Annually

Application Deadline 


08/17/2020 05:00 PM PDT

Recruitment Type 

Open Competitive


Utility Billing - Department of Finance
Full-Time, Regular Employment Opporutnity

The City of Sunnyvale is seeking an energetic and motivated leader to join the City’s Utility Billing Division.  The Utility Billing Division is responsible for customer service, meter reading, billing, accounting, and auditing for the City’s three utilities (water, wastewater, garbage and recycling).  Utility Billing is also responsible for administering the City’s Business License, backflow compliance, and central cashiering functions.  The Administrative Services Manager will supervise customer service for the City’s cashiering, business license, and utility billing functions of the Finance Department.  This fast-paced position requires a professional with an outgoing personality to ensure a superior customer experience.  Experience managing a high-volume call center would be great but is not required.  Our office is open to the public Monday-Friday from 8:00am to 5:00pm.  Please be aware that remote work is not available for this position.

For a complete job description, click here.


Essential Job Functions


(May include, but are not limited to, the following):

  • Recommends and assists in the implementation of goals and objectives; establishes schedules and methods for the performance of financial and administrative activities.
  • Evaluates operations and activities of assigned responsibilities; recommends improvements and modifications; prepares various reports on operations and activities.
  • Participates in budget preparation and administration; prepares cost estimates for budget recommendations; monitors and controls expenditures; sets up and supervises budgetary control and monitoring procedures.
  • Participates in the selection of staff; provides or coordinates staff training; works with employees to correct deficiencies; implements discipline and disciplinary procedures.
  • Administers various staff services such as personnel, purchasing and management information systems for an assigned department.
  • Directs the day-to-day activities of subordinate personnel, scheduling assigning and training personnel and evaluating work performance
  • Authorizes, checks and ensures proper and timely flow of financial, administrative and programmatic transactions, documentation and reporting.
  • Reviews, prepares and administers contractual agreements; coordinates activities with affected departments; maintains records and provides control over project costs.
  • Initiates and conducts special studies and assignments involving administrative, operational or financial programs; develops and implements procedures and methods that meet the needs of the department and improve operational efficiencies.
  • Prepares or directs the preparation of periodic or special financial and operating reports.
  • Initiates required personnel documentation.
  • Interprets, applies and explains local, State and Federal laws, codes and regulations and departmental and City policies and procedures.
  • Provides technical advice to departmental staff in administrative areas such as budget, administrative policy, and operating procedures.
  • Manages facilities and equipment operations for the department.
  • Handles escalated calls to resolve service or customer complaints and billing disputes.
  • Administers the Informal Administrative Hearing process to resolve customer disputes.
  • Authorizes adjustments to billing accounts.
  • Authorizes accounting entries and journal vouchers.


Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in using a computer keyboard. Additionally, the position requires near and far vision in reading reports and work related documents and using a computer. Acute hearing is required when providing phone and personal customer service. The need to lift, drag and push files, paper, and documents weighing up to 10 pounds is also required. Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodation.


Minimum Qualifications


Education and Experience:

The minimum qualifications for education and experience can be met in the following way:

A Bachelor's Degree from an accredited college or university in public administration, business administration or related field; AND

Two years of increasingly responsible experience in general administration, including some lead or supervisory experience.

Knowledge of:

  • Principles and practices of public administration, financial control and reporting and organizational review.
  • Principles and practices of supervision, training and performance evaluation.
  • Principles and practices of budget preparation and control.
  • Principles and practices of safety management.
  • Pertinent local, State and Federal laws, ordinances and rules.
  • Office methods, procedures, software and equipment.

Ability to:

  • Organize, implement and direct financial and administrative activities for an assigned department.
  • Interpret and explain pertinent City and department policies and procedures.
  • Conduct administrative and analytical studies, compile technical and statistical data, evaluate alternatives and make sound recommendations.
  • Assist in the development and monitoring of an assigned budget.
  • Develop and recommend policies and procedures related to assigned operations.
  • Prepare and present clear and concise correspondence and reports.
  • Preparing financial statements and administrative reports.
  • Operate a computer using word processing and business software and other office equipment.
  • Communicate effectively, both orally and in writing.
  • Establish and maintain and promote and effective working relationships with employees, other agencies and the public.
  • Demonstrate initiative and exercise good judgment in the performance of duties.
  • Work independently and as a team member; recognize and set priorities and meet deadlines.
  • Observe safety principles and work in a safe manner.

Willingness to:

Work varying hours and attend night or weekend meetings.


Possession and continued maintenance of a valid class C California driver's license or the ability to provide alternative transportation as approved by the appointing authority and a safe driving record.


  • Experience in a municipality.


Application and Selection Process

If you are interested in this opportunity, please submit a City of Sunnyvale employment application and responses to the supplemental questions to the Department of Human Resources.  The final closing date is 5:00 pm, Monday, August 17, 2020 (postmarks or faxes are not accepted). Candidates are asked to fully describe any training, education, experience or skills relevant to this position. Electronic applications may be submitted on-line through the City's employment page at and click Jobs or application materials may be submitted to: Department of Human Resources, 505 West Olive Avenue, Suite 200, Sunnyvale, CA 94086. Late or incomplete applications will not be accepted.

Applications will be competitively screened based on the minimum qualifications of this position. Based upon a review of the application materials, the most qualified candidates will be invited to participate in the examination process, which may consist of an oral examination and a writing exercise scheduled for September 2, 2020. If five or fewer candidates meet the minimum qualifications, qualified candidates will be invited to participate in selection interviews on September 16. (Note:The examination process may be changed as deemed necessary by the Director of Human Resources). 

Those candidates that receive a passing score on the examination will be placed on an eligibility list for up to one year, in accordance with the City's Civil Service Rules and Administrative Policies. Any candidate that is selected by the hiring department will be required to successfully complete a pre-employment process, which may consist of a background history check, as well as a medical exam(s) administered by a City-selected physician(s) before hire. Prior to starting work, all newly-hired employees will be fingerprinted to check conviction history. A conviction history will not necessarily disqualify an applicant from appointment; however, failure to disclose conviction history will result in refusal of employment or termination. Positions which are covered by the Department of Transportation regulations are required to submit to a pre-employment drug test and to random drug and alcohol testing.

Please note: Any successful candidate, selected by the hiring department will be required to submit proof of education (i.e. original copy of the diploma or college/university transcripts).

Positions in this job classification are represented by the Sunnyvale Managers Association (SMA).

The information contained within this announcement may be modified or revoked without notice and does not constitute either an expressed or implied contract.

The City of Sunnyvale is an Equal Opportunity Employer. It is the policy of the City of Sunnyvale not to discriminate against all qualified applicants or employees on the basis of actual or perceived race, religion (including religious dress or grooming practice), color, sex (includes gender, pregnancy, childbirth, medical conditions related to pregnancy or childbirth, breastfeeding or medical conditions related to breastfeeding), gender identity and/or gender expression, sexual orientation (including heterosexuality, homosexuality and bisexuality), ethnic or national origin, ancestry, citizenship status, uniformed service member status, marital status, family relationship, age, cancer or HIV/AIDS related medical condition, genetic characteristics and/or genetic information, and physical or mental disability. Applicants needing special accommodations for testing should submit a request to the Department of Human Resources at time of application.


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