Administrative Manager

PURPOSE OF CLASSIFICATION

The purpose of this classification is to perform highly responsible administrative services to ensure organizational effectiveness and efficiency. This includes organizing and coordinating administrative operations, staff, procedures, administrative support duties, and public contact work for the Community Services Department. Oversee and provide routine and specialized administrative support to the Department. Work requires specialized knowledge of Department functions and daily planning to ensure all tasks are completed within established time frames.

The employee in this classification is responsible for managing administrative affairs and staff and coordinating various City functions and activities.

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

• Serves as the Lead for Administrative Specialist and Administrative Coordinator positions in the Community Services Department, reporting to the Deputy Director and Director.

• Responsible for organizing the budget process with each Division of the Community Services Department, including communicating deadlines, developing worksheets, and ensuring information is gathered for Director review. The Administrative Manager will input the department’s final budget proposal by coordinating the efforts with the Administrative Specialist and Administrative Coordinator positions in the Community Services Department.

• Provides monthly budget reports for each division with data to accurately track the current status of each section.

• Coordinates collecting and developing monthly data reports by obtaining information from each division’s administrative staff, then distributes it to the Director, Deputy Director, and Superintendents.

• Serves as the direct Administrative personnel for Enterprise and Administration operations in the Community Services Department, including entering invoices, handling P-card statements, requisitions, and other financial tasks as needed.

• Manages donations, grants, and sponsorship accounts; providing reports and tracks the spending.

• Research, coordinates, and submits private, local, state, and federal grants for projects identified in the department.

• Capital Improvement Projects:
  Keeps updates on projects in the department; tracks down the contracts and resolutions related to each project; inputs the requisition with all related material; and updates the CIP tracking sheet

• Manages department related contracts to track expirations, renewals, and other information as it pertains to established contracts with organizations (e.g. concessions, instructors, organizational leagues, service contracts, interlocal agreements, copier lease, etc.), ensuring the coordination of next steps for each.

• Coordinates with other administrative positions in the department the proper disposal of public records

• Serves as the HR liaison to the Human Resources Department: coordinates job post with hiring supervisors; submits advertisements for vacant positions; sets-up interviews; handles new hire paperwork; sets up department orientation; develops PAF’s; other HR related topics.

• Updates the department’s Personnel Manual and Operating Procedures.

• Conducts market research and organizes information related to updating fees.

• Prepares production of City Council and Community Services Advisory Board, agendas; receives and reviews packets for accuracy from each Division of the department; assembles, copies, and distributes to appropriate staff and Community Service Advisory Board members; prepares agenda for meetings from information received; ensures City procedures are followed; prepares electronic agenda documents and makes them available to officials, employees and the general public.

• Performs or delegates research of public records from outside government entities, researches and fulfills requests, coordinates internal records retrieval.

• Assists in compilation and preparation of presentations, spreadsheets, reports and other…