Departmental Internal Only) District Clerk's Office - Administrative Services Manager

Administrative Services Manager

The Administrative Services Manager works under limited supervision and provides office management over subordinate staff engaged in the provision of clerical and administrative support activities for a particular County division, office or department.

Minimum Qualifications:

This position is for current employees of the District Clerk's Office ONLY. Bachelor's degree from an accredited university or college in Business Administration or equivalent and three (3) years of experience, with two (2) years of supervisory experience, in office management;
Or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities. Certificates and Licenses Required Depending on area assigned may be required to:
Have or obtain by date of hire a valid driver's license applicable to job responsibilities, with a driving record acceptable to the County of El Paso Have or obtain Notary public Be Bondable May require Deputy Clerk deputizing; may require AOP certification;
In order to access into the County's network and systems, a personal mobile smart device is required by the hire start date.

Typical Duties:
Ensures office staff follows office policies and procedures; maintains adequate staffing at various peak; enforces office policies and procedures; sets work priorities;
Supervises department employees, including assigning and reviewing work, training, assists in completing performance evaluations, and making recommendations on hiring, terminating, and disciplining personnel;
Selects, motivates, and evaluates department staff; provides or coordinates training and works with employees to correct deficiencies;
Plans, directs, and coordinates, through subordinate-level staff, the department work plan; meets with management staff to identify and resolve problems; assigns projects on areas of responsibility; and reviews and evaluates work methods and procedures;
Responds to requests for information, complaints, issues and concerns received via phone, in-person or by e-mail;
Develops and implements new or revised operating procedures and processes; oversees the storage and archiving of files and records;
Orders supplies and equipment; performs inventories;
Prepares and analyzes spreadsheet and report data;
Delegates all incoming mail, including special delivery correspondence; answers problem mail; assigns and maintains records;
Proficiently and effectively performs general administrative duties, including maintenance of section files, reproduction of materials, and attendance at meetings representing the Section as necessary;
Maintains thorough awareness of all section functions by answering and directing inquiries, providing general information, answering questions and directing individuals to appropriate parties as necessary;
Provides support, mentors, transfers knowledge, and skills to staff at all technical levels in a team environment to meet established goals and objectives;
Attends and participates in meetings, training and information sessions;
Stays abreast of new trends, innovations in the field, statutes and legislative changes;
Depending on area assigned:
Provides regular meal count reports that enable management to track utilization by center and program activity for analysis of meals ordered, meals consumed and meals wasted;
Oversees major renovation assignments by planning and prioritizing tasks in coordination with management;
Maintains contact with other departments or agencies for changes in law and procedures that pertain to the department and as directed;
Performs automated network development and data security; oversees the upgrade, maintenance or repair of hardware and software systems and equipment;
Accepts payments and collects fees for returned checks;
As assigned ensures that all monies received with receipts, balanced and prepared for armored car pickup;
Oversees security of the premises; locks doors at closing time; secures unfinished work in locked safe; sets burglar alarm;
Assists with promoting and marketing of County facilities; assists with the coordination and execution of the programs, and booking of events;
Assists with managing the operation of various special events, and other assigned areas;
Assists in providing administration and coordination for facility rental, vendor and service company contracts as directed;
Assists in coordinating with programming partners or clients, vendors, maintenance and operational staff, and the public;
Works closely with programming partners and clients in their design and execution of events to ensure desired quality outcomes, as directed;
Ensures proper event certification processes, such as liability insurance and permits for programming partners and vendors;
Assists with cashiering duties;
Assists in providing vision and leadership in administering a comprehensive special events and sports program including operations, facilities, personnel, budgeting, policy development,…