Administrative Services Manager

Job Title

Under limited supervision, this position is responsible for managing and coordinating the operational services of the department to include budget coordination, program auditing, and the development and implementation of policies and procedures for administrative and operational activities to enhance efficiency and streamline work processes. Reports to the Director of Public Works.

Responsible for the effective supervision and administration of the operational services of the department, including Stormwater, Streets & Highways, Mosquito Control, and Waste Management. Responsibilities also include budget preparation and monitoring, purchasing and financial transactions, travel transactions/arrangements when needed for staff.

Responsible for the effective supervision of assigned staff, including selecting or recommending selection, training, assigning and evaluating work and mentoring staff. Duties to include operational and capital budget recommendations and monitoring expenditures, prioritizing and assigning work and related activities.

Operational functions to include the managing of administrative tasks associated with the purchase of departmental vehicles. Directs facility maintenance, ordering supplies for repairs, submitting required documents for the purchase of operational equipment and supplies, communicating with General Services staff to facilitate needed requests related to the overall functioning of the facility. Assists with relocating, repairing and moving office supplies and/or equipment.

Manages contracts through all divisions within Public Works.

Serves as liaison between out stationed Department of Information Technology employees and the Department of Public Works.

Assists in managing capital improvement projects. Completes requests for RFP's for special projects or services.

Serves as liaison between Risk management in the reporting accidents and incidents in the department.

Assists with the Development and implementation of standard operating practices, policies and procedures within assigned division.

Responsible for the effective supervision and administration of the administrative services of the department, including budget preparation and monitoring, purchasing and financial transactions, performance management, employee relations, prioritizing and assigning work and related activities; advises department managers on financial and budgetary matters; conducts financial audits for department programs and assists with preparing short and long term expenditure recommendations.

Monitors all applicable employee certifications and professional licensure requirements and ensures they are maintained by staff. Participates in the research, development and implementation of strategic initiatives; assists with developing and coordinating implementation of departmental policies and procedures; coordinates systematic programs for administrative and operational activities to enhance efficiency, streamline work processes, and improve employee productivity.

Performs other related work as required. Individual assignments will be determined by supervisor based on current workload and department needs.

Knowledge of Job:
Has thorough knowledge of city and departmental rules, regulations, policies and procedures, and the ability to interpret them. Has thorough knowledge of the organization and functions of the city. Has thorough knowledge of office practices and procedures, documentation and computer systems and common software applications. Has considerable knowledge of arithmetic, spelling, grammar, punctuation and vocabulary; considerable knowledge in the operation of common office equipment including computer-based word processing, spreadsheets and file maintenance programs.

Ability to make independent, routine administrative decisions in accordance with laws, regulations, and city policies and procedures. Able to solve problems and answer questions. Independently manage and administer projects and programs, develop and modify work procedures, and identify methods and processes to improve efficiency. Ability to screen communications and determine content matter to handle independently or route to proper source.

Ability to correct spelling, grammar, punctuation and typing errors and use independent judgment in organizing and establishing format; ability to gather information from a variety of sources and draft documents and establish and maintain moderately complex files. Ability to communicate effectively orally and in writing. Is able to exercise considerable discretion in handling confidential files. Is able to establish and maintain effective working relationships as necessitated by work assignments.

Quality of Work:
Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high-quality communication and interacts within…