The posting
Manages, plans, organizes, and overseas the day-to-day administrative operations of the department ensuring smooth and efficient administrative functions by supervising administrative staff, tracking budgets, implementing department administrative policies, coordinating schedules, tasks, and assignments, while maintaining office systems to support the overall department operations within the guidelines of the department policies and procedures and accepted management practices. Responsible for department level recruitment tasks, training, performance management, and ensuring compliance with the organization & department policy, procedures, and regulations. Duties require the exercise of experienced judgment and the application of knowledge. Supports Director in intra- or inter-departmental relations. Coordinates and provides administrative services, assists with program and budget formulation, and maintains personnel records within the guidelines of the County and Department policies and procedures. Works with, auditors, employees, and the public to provide administrative support.
Key Responsibilities and Performance Standards
Delegates tasks to administrative assistants. Responsible for the department's day-to-day functions as well as supervising and supporting staff. Serves as a resource to subordinates. May also conduct performance evaluations, handle disciplinary actions. Handles various phases of the Director's workload as assigned including drafting official memorandums and other correspondence. Tracks the progress and updates the director on projects and infrastructure maintenance tasks and conveys directions to personnel involved in the management of these projects & tasks to ensure a timely completion. Prepares statistical reports, surveys, as requested by the Director. Answers variety of routine correspondences and answers questions in person and by telephone regarding Engineering, procedures and like matters. Manages and audits employee timecards & overtime and prepare employees timecard reports for director review. Perform clerical accounting and general office duties as needed. Develops and implements operating policies and procedures, long- and short-range plans. Participates in the formulation of departmental policies and procedures. Prepare operational reports and participate in meetings Establishes and maintains archive of administrative records. Assists customers, developers, and contractors with Engineering services information. Reviews budget reports. Performs other duties of a similar nature or level.
POSITION SPECIFIC RESPONSIBILITIES MIGHT INCLUDE:
- Complete performance evaluations for administrative
- Compile reports for senior management and deliver
- Maintain on-site personnel files.
- Prepare department budget & operations reports and project reports for director and department
- Monitor employees city assigned vehicle use, E-Time, run trend analysis and flag unusual data
Education: Bachelor's degree in Literature or English. Master's degree preferred.
Experience: Five (5) years office management experience with excellent office management and professional writing skills.
Certification: Possess or ability to obtain "Certified Business Office Manager (CBOM)" certification within 12 months of hire.
Knowledge/Skills/Abilities:
Knowledge:
- Good knowledge of accounting principles and procedures, record-keeping, and
- Proficient in word processing, graphic, data extraction and presentation, and document editing
- Familiarity with interpreting and initiation of rules, regulations, and procedures
- Excellent Knowledge of customer service practices
- Leadership
- Critical thinking and communication
- Attention to detail
- Organizations
- Computer literacy
- Understanding of best administrative practices
Skills:
- Proficiency in management, supervision
- Excellent Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.
- Proficient in Business Communication, Tasks Management, and Personal Development
- Excellent Organizations, Time Management, and Interpersonal skills
- Contract management
- Excellent writing skills
Abilities:
- Ability to streamline department functions within an organization.
OTHER:
Does this position require staff call up in an emergency situation? YNo
Is travel from office to other locations required of this position? Yes
If yes, what is the percentage of travel involved? Less than 50%? Yes
PHYSICAL REQUIREMENTS:
Intermittent sitting, standing, walking, bending, stooping, crouching, and the occasional lifting of light to moderately heavy objects.
Light Work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work. Work is performed in an office setting.
FINANCIAL RESPONSIBILITY:
Is this position involved in a budgetary or financial approval responsibility? No�
If yes, please indicate size of budget or financial approval responsibility in annual dollar amount: $0
TRAINING & SUPERVISORY RESPONSIBILITY:
How many people are being supervised or trained? None 0
Five staff Yes �
The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job.
