Engineering Maintenance Manager - In-house Services

Manage, plan, organize, and overseas the day-to-day administrative operations of the department ensuring smooth and efficient administrative functions by supervising administrative staff, tracks budgets, implement department administrative policies, coordinating schedules & tasks assignments, and maintaining office systems to support the overall the department operations within the guidelines of department policies and procedures and accepted management practices.  Responsible for tasks like recruitment, 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 of the Department operations.   Supports Director in intra- or inter-departmental relations. Coordinates and provides administrative secretarial support services, assists with program and budget formulation, and maintains personnel records within the guidelines of departmental and county rules and regulations. Reports to the Director and works with co-workers, auditors, employees, and the public to provide administrative support.

 

Key Responsibilities and Performance Standards

• Oversees the administrative operations of the Department. Delegate 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.
• Handles various phases of Director’s work load as assigned including drafting official memorandums and other correspondence. Updates the director on the progress of Engineering projects and infrastructure maintenance tasks, and conveys directions to personnel involved in the management of these projects & tasks. Tracks these tasks progress status & follow up with respective lead professional to ensure timely completion of these tasks
• 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.
• Responsible for department payroll input and process payroll for staff. May also conduct performance evaluations, handle disciplinary actions. Manages and audit employees ETime & overtime, and prepare employees ETime 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.

Qualifications

POSITION SPECIFIC RESPONSIBILITIES MIGHT INCLUDE:

• Complete performance evaluations for administrative assistants.
• Compile reports for senior management and deliver presentations.
• Maintain on-site personnel files.
• Prepare department budget & operations reports and project reports for director and department Leadership.
• Monitor department’s employees city assigned vehicles use, ETime, run trend analysis and flag unusual data

 

 POSITION SPECIFIC SKILLS:

• Leadership
• Critical thinking and communication
• Attention to detail
• Organizations
• Computer literacy
• Understanding of best administrative practices

 Required minimum qualifications:

Education:     At a minimum Literature or English major bachelor’s degree. Master’s degree preferred.

Experience:   Five (5) years office management experience with excellent office management and professional writing skills.

 

Certifications:        Possess or ability to obtain “Certified Business Office Manager (CBOM)” certification with 12 month of hiring