Administrative Services Manager MC

Administrative Services Manager

The Administrative Services Manager supervises the day-to-day activities of the department's administrative services, including oversight of all fiscal functions for the department and portions of capital projects while ensuring the budget and all financial records are in compliance with City policies, procedures and ordinances. The position will also supervise all assigned department administrative personnel, including Administrative Assistants, Office Assistants, and Receptionists.

Education / higher education:
Bachelor's Degree

For required college degrees, applicable field(s) of study:
Business, Accounting, or related field.

Minimum number of years of directly related experience:
Two years in an administrative capacity. In lieu of a degree, incumbent must possess six years of related experience.

Education and/or experience preferences:
None

Driver's License requirement:
Frequent Driver -- Regular Driver's License Required Endorsements:
None

Note -- For any driver, driving record must always meet City driving and insurability standards.

Required certifications, licenses or registrations:
None

Preferred certifications, licenses or registrations:
None

Knowledge:
Knowledge of City Work Rules, City Ordinances, City Standards, Policies, and Procedures, collective bargaining agreements, time reporting management, general business, and customer service. The position requires considerable knowledge of general accounting principles and methods of budget preparation, capital planning, financial planning, and cash management. Knowledge of capital project cost, expenditure, closeout and audit accounting. Knowledge of registration software and recreation programming, facility operations, and recreation revenue generation if assigned to Parks, Recreation, and Community Services.

Skills:

Must be able to type rapidly and accurately enough to successfully produce documents/spreadsheets, communicate via e-mail, or perform data entry as necessary to accomplish the essential functions of the position. Use of technology, equipment and software typically used in the office environment. Operate a personal computer utilizing word processing, spreadsheet, database and related computer software;
Read, analyze, and interpret professional scientific and technical journals, financial reports, and legal documents that apply to the work;
Analyze, interpret, and apply advanced mathematical concepts used in performing technical work. Interpret an extensive variety of technical instructions in mathematical or diagram form. Experience with Microsoft Office. Strong quantitative and analytical skills. Budget preparation, revenue projection, expenditure management. Managing accounts receivable and accounts payable. Skill in prioritizing, tracking, and managing multiple projects, assignments and duties.

Abilities:
Ability to respond to inquiries and resolve complaints and disputes from staff, community groups, regulatory agencies, or the business community. Ability to effectively present information to top management, public groups and forums, and/or elected and appointed officials. Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to work with mathematical concepts to analyze problems, interpret date and apply practical situations found in the workplace.

Ability to use HTE and AS-400 or similar financial system.

Interaction with Groups/Agencies/Entities:
Internal:
Works with City staff at all levels on administrative and operational issues and special projects. External:
Works with contractors, vendors, customers, other government agencies, and the general public.

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

• Manages the daily operations of the Department's administrative services including personnel
• Coordinate with divisions in preparation of budget, provide technical assistance, and make recommendations based on Budgeting principles.
• Compiles revenue, expenditure and project data and prepare documentation for department budget to be submitted to the City Manager and Governing Body Prepares, analyzes and reports revenue projections.
• Develops and monitors mid-year and annual budget for the…