Closed: Administrative Services Manager

The Capital Area Regional Planning Commission is seeking an organized and capable Administrative Services Manager to lead its accounting, personnel, and administrative programs.

The Administrative Services Manager (ASM) is the glue that holds CARPC together. The position’s responsibilities include managing the organization’s bookkeeping, supporting CARPC staff and commissioners, and ensuring the successful operation of the office. The ASM works under the general direction of the Executive Director and in collaboration with all staff, completing tasks with a high degree of independence and discretion. We’re looking for someone with curiosity, initiative, a passion for organization, and care for our staff and our mission. The right person could come from a variety of professional backgrounds or experience levels.

APPLY NOW
The application period for this position closed on Monday, July 21, 2025. We are no longer accepting applications.

Summary:

• The CARPC Administrative Services Manager ensures smooth operations, fiscal compliance, and organizational stability. The ASM plays a key role in overseeing budgeting, office management, and human resources.
• The Administrative Services Manager establishes and maintains positive working relationships with staff, commissioners, external partners, and the public to effectively communicate Agency policies and updates both verbally and in writing.
• The Administrative Services Manager balances multiple priorities and notices small but important details to ensure accuracy and consistency in critical Agency functions.
• The Administrative Services Manager takes the initiative in identifying and resolving administrative problems. The ASM uses judgment to make decisions about operational systems based on policy constraints and input from colleagues.  

Key Responsibilities:

• Financial Management. Coordinate with third-party accounting and payroll service providers to oversee Agency bookkeeping, including invoicing, collections, bill payment, banking and cash management, budget and annual audit support, payroll administration, account coding, and preparation of monthly financial reports. Ensure compliance with Agency cost control policies and procedures. Assist the Executive Director with preparation and revisions of the annual budget and related tasks.
• Personnel Services. Support a dedicated team of professionals (currently 11 FTE and 2 LTE) through activities like processing forms, maintaining records, updating and applying policies and the employee handbook, employee onboarding and offboarding, processing compensation changes and payroll deductions, coordinating with third-party benefits providers, and communicating with staff. Maintain discretion and confidentiality to protect sensitive information.
• Commission Support. Work with staff and commission leadership to prepare agendas and meeting materials and manage monthly commission and committee meeting logistics, including posting public notices and preparing minutes. Support commissioners with onboarding and expense reports.
• Agency Administration. Maintain, revise, and improve Agency recordkeeping systems including administration of record retention policies. Oversee contracts for compliance with Agency requirements and billing. Manage Agency insurance policies.
• Office Management. Manage office supplies, furniture, and equipment ordering, inventories, and disposal. Coordinate with property management, janitorial, and other office service providers.
• Compliance. Ensure Agency compliance with federal and state laws and regulations.

Qualifications Sought:

• Strong understanding of business administration principles and general office management practices and procedures.
• Proven business math, accounting, and budgeting experience, preferably in a government or nonprofit setting.
• Experience developing and implementing operating procedures and effective recordkeeping systems with input from other users.
• Ability to learn technical and administrative program requirements and procedures and to independently develop new procedures as needed.
• Proficiency with digital tools, including word processing, spreadsheet, email, calendar, and accounting software applications. Ability to learn and use new applications as needed.
• Experience collecting, analyzing, and summarizing data and monitoring and budgeting resources. 
• Ability to independently implement a comprehensive administrative program or function.
• Comfort working with multi-cultural populations.
• Four years of varied administrative and/or office management experience (e.g., bookkeeping, personnel, recordkeeping), ideally supplemented by college-level coursework in public administration, business administration, or a related field. Alternative backgrounds will be considered.

Salary & Benefits

CARPC’s Administrative Services Manager position has a starting salary range of $66,616 – $88,271.

CARPC’s excellent employee benefits include employer-subsidized group health and dental plans, life and disability insurance, a retirement plan in the best-in-class Wisconsin Retirement System (WRS) with employer match, generous paid time off, and flexibility in work hours and location.

Office Location: Madison, Wisconsin

CARPC primarily serves Dane County, Wisconsin, with an office located in downtown Madison.

The Administrative Services Manager position requires a regular in-person presence in the Madison office, with some opportunity for remote work. The job also requires limited travel around Dane County to support engagement with area stakeholders and partners.

About CARPC

The Capital Area Regional Planning Commission (CARPC) is a dynamic and forward-thinking regional organization dedicated to fostering sustainable growth, protecting natural resources, and enhancing the quality of life in Dane County, Wisconsin. CARPC serves as a catalyst for collaborative planning and implementation of policies and projects that benefit Dane County communities. 

CARPC is an independent governmental agency established in 2007 to coordinate planning and development among municipalities in Dane County, Wisconsin. CARPC develops and promotes regional plans, provides objective information, and supports local planning efforts, primarily within Dane County and occasionally in adjacent counties. CARPC is legally responsible for two main regional planning endeavors for the greater Madison, Wisconsin region: land use planning and areawide water quality management planning.

Commitment to Equity & Inclusion

CARPC is an equal opportunity employer. We strongly believe that our work benefits from the perspectives and talents of a racially and culturally diverse staff.

As an employer, the Capital Area Regional Planning Commission strives to provide a work environment where diversity and differing opinions are valued, creativity is encouraged, continuous learning and improvement are fostered, teamwork and open/honest communication are expected, and meeting customer needs through quality service is a shared goal.

All employees must be able to demonstrate multicultural competence – the awareness, knowledge, and skills needed to work with others who are culturally different from oneself. Applicants from traditionally underrepresented populations including women, racial and ethnic minorities, and persons with disabilities are especially encouraged to apply.

Background Check Statement

This position requires a criminal background check which can include fingerprinting due to the nature of the job’s responsibilities. Wisconsin’s Fair Employment Law, s. 111.31 – 111.395, Wis. Stats., prohibits discrimination because of an arrest or conviction record. However, CARPC may disqualify an applicant if the position’s responsibilities are substantially related to the applicant’s criminal history (e.g., the nature of the crime and its relationship to the position, whether hiring, transferring or promoting an applicant would pose an unreasonable risk to the organization, its employees, customers and vendors, etc.). Management reserves the right to make employment contingent upon successful completion of the background check.

Apply Now

To apply, submit your cover letter and resume to Executive Director Jason Valerius at jasonv@capitalarearpc.org by 12PM on Monday, July 21. Please include “ASM Application” in the email subject line.