The posting
EXAMPLES OF ESSENTIAL DUTIES
Assist in planning, organizing, reviewing, and evaluating the activities and performance of the assigned department programs to ensure their effective and efficient operation; assist in the development of departmental or programmatic goals, objectives and policies for areas within assigned purview.
Participate in the development and implementation of operating and administrative policies; participate in the development of new programs to facilitate long and short-term strategies within assigned department; provide support in the area of financial planning, including evaluating major plans such as capital budgeting, planning and investigation of financing methods.
Plan, direct and personally provide administrative support in administrative areas such as procurement and contract administration; direct the resolution of complex departmental administrative problems; interview, hire, train, and evaluate performance of subordinate staff; assist in planning, organizing and administering the department's annual budget.
Interact with members of the Board of Supervisors and their staff regarding community issues and/or constituent complaints; make presentations at Board of Supervisors meetings, city council meetings, Municipal Advisory Council meetings, and community/social interest groups.
Plan, organize and direct the activities of TLMA regional offices; facilitate the coordination of office activities with other County departments; design and maintain tracking and administrative processes; coordinate the training and rotation of staff.
Prepare or supervise the preparation of a variety of complex fiscal and management reports and correspondence; perform special studies. Collect Data and provide statistical reporting.
Planning, direction and coordination of the work of the TLMA Fiscal and Purchasing Units. Assigns, directs and coordinates the work of subordinate supervisors; discusses problems, checks and approves budgets, rate preparations, quarterly reports and year-end documents. Plans for training and development of staff, assures adherence to accounting principles.
Directs the interaction with internal and external auditors; works with staff to design management reports in support of efficient and effective operations.
Participate in Department grant seeking, grant writing and reporting.
Oversees the preparation of and adherence to the budgets of TLMA departments.
Oversee contract management and purchasing functions of TLMA.
Represents the division and oversees the interaction with other County departments at meetings.
Work with the internal and external auditors.
May represent the Department Head at meetings and conferences.
MINIMUM QUALIFICATIONS
Education: Graduation from an accredited college or university with a bachelor's degree, preferably with a major in business administration, public administration or a closely related field to the assignment. (Additional qualifying experience may substitute for the required education on the basis of one year of full-time experience equaling 30 semester or 45 quarter units of the required education.)
Experience: Three years of professional experience functioning in a managerial, supervisory or administrative capacity within a Public Works department or organization, which involved responsibility for administration, planning, organization, and implementation of a variety of complex programs and projects. (A masters degree from an accredited college or university in administration, management or a related field to the assignment may substitute for up to a year and half of the required experience.)
Beyond work experience, qualified candidates are expected to display the core knowledge, skills, and abilities essential to success as the Administrative Manager:
Organizational Agility Knows how to get things done both through formal channels and the informal network; understands the origin and reasoning behind key policies, practices, and procedures.
Presentation Skills Is effective in a variety of formal presentation settings, one-on-one, small and large groups, with peers, direct reports and bosses; is effective both inside and outside the department even on controversial topics; commands attention and can change tactics midstream when something isnt working.
Written Communications Is able to write clearly and succinctly, can get messages across to have the desired effect.
Sharing Information Provides the information people need to do their jobs and to feel good about being a member of the team; provides individuals timely information necessary to make good decisions.
Integrity, Trust and Values Is widely trusted and seen as a direct and truthful individual; can present unvarnished truths in an appropriate and helpful manner, keeps confidences, admits mistakes, and doesnt misrepresent himself/herself for financial gain.
Adheres to an appropriate set of core values during both good and bad times; acts in line with those values, rewards the right values and behaviors, practices what he/she preaches.
Process Management Adept at figuring out the processes necessary to get things done, knows how to organize people and activities, understands how to break down tasks for efficient workflow, can simplify complex processes to get more out of fewer resources.
Planning Accurately scopes out the length and difficulty of tasks and projects, sets objectives and goals, develops schedules and task/personnel assignments, anticipates and adjusts for problems and roadblocks, measures performance against goals, evaluates results.
Peer Relationships Can quickly find common ground and solve problems for the good of all, can represent department interests while being fair to other groups, is seen as a cooperative team player, gains trust and support of peers, encourages collaboration, can be candid with peers.
Team Building Creates teams when needed, builds strong morale in teams, shares wins and successes, fosters open dialogue, allows employees to finish and be responsible for their work, defines success in terms of the whole team, creates a sense of belonging within the team.
Motivating Others Creates a climate in which people want to do their best, can motivate employees to excellence, empowers appropriate decision making, delegates tasks and shares ownership, makes each individual feel his/her work is important, is someone employees like working for and with.
Other Requirements:
Knowledge of: The principles and practices of public and business administration and organizational analysis; principles and practices of building inspection, regional planning, plan review, permit issuance, and land use enforcement; budgetary and personnel management fundamentals; general and governmental accounting principles and standards; laws, regulations, ordinances, and codes affecting building construction, zoning, regional planning, ordinance enforcement, and land use; modern office practices, forms and equipment, including the application of computer systems to accounting, budget and other financial functions; principles of supervision and staff utilization.
Ability to: Analyze complex administrative problems and challenges; reach practical and logical conclusions and develop/implement solutions; plan, organize, coordinate, control, and evaluate public work programs, projects and studies; coordinate project activities with management, elected officials and representatives of other agencies and departments; plan, organize and direct the work of others; direct a variety of systems, programs, organization, and financial analyses; analyze, interpret and explain detailed information such as the provisions of state statutes, local ordinances, contracts and permits; interpret and accurately review citations, public complaints and formal appeals; establish and maintain effective working relationships; prepare comprehensive, clear, and concise reports and correspondence; speak effectively.
