Job Description: Administrative Manager

Department: Administration
Exempt: Yes
Reports to: Executive Director
Compensation: $75,000-$95,000, PTO, health insurance, up to 5% retirement match 

Summary

The Administrative Manager, under the limited supervision of the Executive Director, manages the day-to-day operations of the Gunnison County Metropolitan Recreation District and serves as the primary point of coordination between the Executive Director, the district accountant, legal counsel, auditors, grant applicants and recipients, outside agencies, and vendors.

The position owns five complete functional areas: administration of the district’s annual recreation grant program, financial operations and payables, board and meeting administration, statutory and regulatory compliance filings, and office, records, and systems management.

The position operates with a high degree of independence. MetRec maintains no separate finance, human resources, or clerk function, and the Executive Director’s role is substantially outward facing. The Administrative Manager is therefore accountable for the accuracy and timeliness of the district’s financial processing, public meeting administration, and statutory filings, where errors carry direct legal and financial consequence for the district. The position has previously sustained district operations independently, in coordination with the Board Chair, during an extended absence of the Executive Director.

This position has no direct reports. Its classification reflects independent ownership of complete programs and processes, authority to approve the district’s payables, service as the district’s official records custodian and reporting secretary, the exercise of discretion and independent judgment on matters of financial and statutory significance, and coordination of the district’s contracted accounting, legal, and audit professionals, rather than supervision of district staff.

District scope: annual operating budget of approximately $2.6M; annual recreation grant awards of approximately $840K; four (4) full-time staff; service area covering the North and South Subdistricts of Gunnison County with a population of approximately 16,000.

Core Functional Areas:

This position is a blended administrative and program management role in a small-staff organization. Approximate allocation of time across core functional areas is provided below to support job matching:

• Recreation Grant Program Administration — 30%
• Financial Operations, Payables & Reporting — 25%
• Board & Meeting Administration — 20%
• Regulatory & Compliance Filings — 15%
• Office, Records & Systems Management — 10%

Essential Duties and Responsibilities:

The list below is intended to illustrate the essential functions of the position and is not all-encompassing. MetRec may change these duties at any time.

Recreation Grant Program Administration

• Administer the district’s full annual recreation grant cycle under the oversight of the Executive Director, including program publication, application intake, applicant support, review committee coordination, award processing, funding agreements, payment requests, reporting, and closeout
• Serve as the district’s primary point of contact for grant applicants and recipients, including local governments, recreation nonprofits, and community organizations across the district
• Advise applicants on program requirements, eligibility, and application preparation
• Support the Independent Grant Review Committee, including scheduling, preparation and distribution of application packets, compilation of scoring, and documentation of committee recommendations
• Present the Independent Grant Review Committee’s recommendations to the Executive Director and Board, together with assessment of application completeness, eligibility, and program compliance; award recommendations are made by the Review Committee and awards are approved by the Board, both of which rely substantially on this position’s assessment
• Monitor grantee compliance with funding agreements, reporting requirements, and reimbursement conditions
• Maintain grant tracking records and prepare grant-related board reports and annual program reporting
• Recommend improvements to grant program administration, forms, procedures, and timelines for Executive Director approval

Financial Operations, Payables & Reporting

• Review and approve the district’s monthly payables in coordination with the district accountant and the Board Treasurer, including forwarding invoices to the accountant, reviewing coded payables batches, and approving payments in Bill.com; approved payables are subsequently ratified by the Board
• Work with the Board Treasurer and the district accountant to verify the accuracy and completeness of monthly financial statements and district financial reporting
• Monitor bank and investment account balances and initiate transfers in accordance with district policy
• Review monthly statements for errors, discrepancies, and indications of fraud, and escalate issues as appropriate
• Prepare the monthly Payables List and Credit Card Items List for the board packet
• Support annual budget preparation and coordinate the district’s annual audit with the auditor and accountant
• Maintain financial records and supporting documentation to audit standards

Board & Meeting Administration

• Draft agendas and prepare and distribute board meeting packets; coordinate legal review of motions and resolutions with district counsel
• Ensure meetings are properly noticed and administered in compliance with Colorado open meetings requirements
• Serve as the district’s reporting secretary, responsible for the official record of board proceedings, including minutes, resolutions, and meeting recordings
• Set up and administer board meeting technology, record sessions, and draft minutes
• Complete post-meeting follow-up, including filing minutes and recordings, routing action items, and distributing documents for signature
• Schedule and coordinate committee meetings, stakeholder meetings, board retreats, and the annual board meeting calendar
• Coordinate board elections and associated statutory requirements 

Regulatory & Compliance Filings

• Own the district’s statutory compliance calendar and ensure all required filings are completed accurately and by deadline
• Prepare required state and county compliance documents for Executive Director signature, including Conservation Trust Fund reports, mill levy certifications, budget filings, and transparency notices, and complete filing with the appropriate agencies
• Coordinate insurance renewals, membership renewals, and related compliance deadlines
• Track and report intergovernmental revenue-sharing distributions
• Maintain district records in accordance with public records retention requirements and responding to requests under the Colorado Open Records Act in coordination with the Executive Director and district counsel

Contracted Service Provider Coordination

• Coordinate the day-to-day work of the district’s contracted service providers, including Special District Management Services (accounting), the district’s general counsel, and the district auditor
• Route work, provide supporting documentation, review deliverables for accuracy and completeness, and track provider deliverables against deadlines
• Escalate unresolved issues, scope questions, and cost concerns to the Executive Director

Office, Records & Systems Management

• Maintain organizational filing systems and records retention practices
• Administer district software, subscriptions, and user credentials
• Manage office needs, including supplies, equipment, and facility upkeep, exercising limited purchasing authority within parameters approved by the Executive Director
• Monitor media coverage of the district and compile it for board reporting 

Special Projects & Operational Continuity

• Coordinate employee and board member onboarding documentation
• Maintain continuity of essential district operations, including financial processing and statutory filings, during periods when the Executive Director is unavailable
• Support office relocations and other district initiatives as assigned by the Executive Director

Knowledge, Skills and Abilities:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The requirements listed below are representative of the knowledge, skills, and/or abilities required:

• Knowledge of Colorado special district finance and administration, including budget preparation, audit, mill levy certification, Conservation Trust Fund reporting, and transparency requirements
• Knowledge of Colorado open meetings and public records requirements applicable to local government and special districts, including the duties of a records custodian under the Colorado Open Records Act
• Knowledge of grant program administration, including application cycles, review processes, funding agreements, reimbursement, and compliance monitoring
• Ability to independently own complete administrative and financial programs, exercising discretion and independent judgment on matters of financial and statutory significance with limited day-to-day supervision
• Exceptional attention to detail and accuracy in financial, compliance, and public documentation, with recognition that errors carry legal and financial consequence for the district
• Ability to manage a fixed calendar of statutory deadlines alongside competing priorities, without prompting or oversight
• Ability to coordinate and hold accountable contracted accounting, legal, and audit professionals
• Ability to communicate clearly and professionally, in writing and in person, with board members, elected officials, agency partners, grant applicants, vendors, and the public
• Ability to maintain confidentiality of sensitive financial, personnel, and legal information
• Skilled in the use of Microsoft Office, OneDrive, Zoom, DocuSign, Bill.com, and other standard office and financial software
• Sound judgment in recognizing which matters require escalation to the Executive Director or Board and which fall within the position’s own authority
• Ability to work independently and collaboratively in a small organization where staff carry broad and overlapping responsibilities

Education and Experience:

• Bachelor’s degree in Business Administration, Public Administration, Accounting, Nonprofit or Government Management, or a related field is preferred
• Demonstrated experience with accounts payable processing, budget support, and audit coordination
• Experience administering a grant program, or a comparable program involving external applicants, funding agreements, and compliance requirements, is preferred
• An equivalent combination of education and experience may be considered

Licenses/Certifications:

• No specific license or certification is required for this position. A Colorado notary public commission is helpful but not required.

Working Conditions & Physical Requirements:

• Full-time exempt position, primarily Monday through Friday, with evening availability required for regularly scheduled and special board meetings
• Work is performed primarily in an office environment, with occasional local travel for meetings, filings, and district business
• Frequent work to fixed statutory and financial deadlines, requiring sustained accuracy and attention to detail
• Prolonged periods of computer use and sedentary work
• Must be able to communicate effectively in person, by telephone, and in writing
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position
• Must be able to lift and carry up to 20 pounds occasionally, including office supplies, files, and meeting materials