Administrative Services Manager at Career Global Consult

Career Global Consult is a full service management consultancy offering focused expertise in human resource management

Job Description:

Under general direction, manages, develops, and implement administrative functions, projects, and programs for the Department.

Performs a variety of difficult and complex professional and analytical assignments in support of department and citywide programs; performs related duties as required.

Distinguishing Characteristics:

The Administrative Services Manager is distinguished from the Department Head in that the incumbent is not responsible for managing the entire Department.

Distinguished from Administrative Analysts in that the analysts do not have administrative responsibility over a division of the department.

Work is performed within a broad framework of general policy and requires creativity and resourcefulness to accomplish goals and objectives and to apply concepts, plans and strategies that may require non-traditional methods to achieve established goals and objectives.

The incumbent exercises broad judgment in defining work objectives and determining methods and systems to meet objectives. Work is reviewed for overall results.

Supervision Exercised/Received:

Receives general direction from a higher level manager or Department Director; provides direct supervision to professional and support staff.

Responsibilities:

Manages, develops, administers and strategically plans key department administrative functions, projects, and programs.

Develops implements and evaluates plans, policies and procedures to achieve annual goals and objectives.

Administers and monitors department programs to achieve goals, objectives, and work standards.

Monitors status of repair work on vehicles and equipment to ensure quality control and efficient turnaround time.

Participates in the preparation and administration of the department’s operating budget.

Plans and directs the work of staff including: training, assigning, reviewing, evaluating work performance, coordinating activities, maintaining standards, allocating personnel, participating in the selection of new employees, acting on employee problems and recommending employee discipline.

Conducts complex analyses, researches projects, and studies and reviews analytical activities within the department.

Researches, recommends, coordinates and participates in grant preparation and administration.

Composes comprehensive, concise and effective reports on complex matters to diverse technical and non-technical audiences.

Prepares reports and recommendations for City Council and commission agenda items.

Attends and conducts meetings as required.

Implements and maintains Federal, State, and local mandates.

Oversees and participates in a variety of organizational and operational studies.

Provides advice and interpretation regarding personnel policies, practices, procedures and memoranda of understanding.

Acts as department liaison with outside agencies, local and State officials.

Provides leadership, maintains effective employee relations and works with other department managers in the development and retention of competent personnel.

Acts as department liaison with internal and external teams, committees, the community and interest groups.

Performs research, prepares reports, and recommends action on a variety of administrative matters including personnel actions and employee relations matters.

Participates in investigations and makes recommendations regarding discipline and grievance matters and harassment and discrimination complaints.

Participates in the development, implementation, and evaluation of personnel policies, procedures and programs; Coordinates with Human Resources staff regarding Worker Compensation matters.

Ensures compliance of City administrative and departmental policies and procedures and pertinent laws, policies, rules and regulations.

Stays abreast of current developments in public administration and management; applicable ordinances, laws and regulations; and advanced research techniques and information source.

Participate on external committees, boards and task forces etc., as appropriate.

Negotiates and administers contracts with vendors and outside agencies.

Receives and responds to and resolves difficult and sensitive inquiries and complaints.

Develops and reviews reports and other documents submitted by subordinates.

Performs other related duties as required.

Qualifications:

Knowledge of Public administration principles and practices; operations and functions of municipal government.

Management and supervisory principles and practices.

Program development and implementation principles and practices.

Budget preparation and administration principles and practices; Grant application and administration methods and techniques.

Negotiation and contract administration methods and techniques.

Project management methods and practices; Applicable Federal, State, and local regulations.

High quality customer service methodology and principles.

Research and report writing methods and techniques.

Computer software applications related to data analysis and report preparation.

City codes and ordinances, and administrative rules and regulations affecting departmental operations.

Public relations and customer service techniques, including telephone etiquette.

City and Department Mission including strategic goals and objectives.

General City operations.

Education and Experience:

Any combination of education and experience that provides the required knowledge and abilities is qualifying.

Bachelor’s degree in public administration or a closely related field.

Five (5) years of progressively responsible professional experience with a public agency that includes performing administrative analysis, interagency coordination, development and maintenance of procedures and systems, which includes at least one (1) year of management or supervisory experience.

Special Requirements:

Performance of the essential duties of this position includes the following physical demands and/or working conditions: Requires the ability to exert a small amount of physical effort in sedentary to light work involving moving from one area of the office to another; requires sufficient hand/eye coordination to perform semi-skilled repetitive movements, such as data entry and the use of calculators.

Tasks require sound and visual perception and discrimination, as well as oral communications ability.

Tasks are regularly performed without exposure to adverse environmental conditions.

Career Ladder Information:

Knowledge gained in this classification in addition to related work experience, training and course work may serve towards meeting the minimum requirements for promotion to Director.

Ability to perform responsible and difficult administrative support duties involving the use of independent judgment and initiative.

Recommend and implement goals and objectives for providing effective services.

Analyze complex issues, evaluate alternative solutions, develop sound conclusions, and recommend a course of action.

Coordinate and participate in various complex organizational studies, analyses, and projects.

Consolidate and monitor budget processes for the department.

Administer contracts.

Plan, organize, assign coordinate and manage the activities of professional and support staff, and outside contractors.

Interpret and apply Memoranda of Understanding, City ordinances and administrative rules and regulations affecting departmental operations and personnel matters.

Develop, understand, interpret laws and execute rules, regulations, policies and procedures.

Present proposals and recommendations effectively in public meetings.

Develop clear, concise, and comprehensive studies, reports, and agenda items.

Exercise judgment and tact in the application of rules, regulations, policies, and procedures in dealing with others in difficult or sensitive situations.

Shift priorities as departmental workload demands require.

Maintain confidentiality and exercise sound judgment.

Communicate clearly and concisely, both orally and in writing.

Establish and maintain effective relationships with the City Council, public officials, department heads, staff, community organizations, and others encountered in the course of work.

Operate a computer and other office equipment.

Requirements:

Requires the ability to exert a small amount of physical effort in sedentary to light work involving moving from one area of the office to another; requires sufficient hand/eye coordination to perform semi-skilled repetitive movements, such as data entry and the use of calculators.

Tasks require sound and visual perception and discrimination, as well as oral communications ability.

Tasks are regularly performed without exposure to adverse environmental conditions.

Via Administrative Services Manager at Career Global Consult»