Administrative Services Manager

Summary

Responsible for overseeing strategic initiatives, business support functions, and coordination of programs, projects, and activities for the Street Department. Responsible for managing administrative functions including accounts payable, purchasing, contract administration, customer service, inventory management, and records management. Develops and manages the department’s budget consisting of multiple funding sources. Assumes an active role in management of metrics, measures, and indicators benchmarking the department’s performance. Responsible for coordinating public outreach and engagement activities across department functional areas and other city departments, including periodically leading outreach initiatives. Manages special projects as assigned by department director.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Manage, oversee and direct business services division activities and operations comprising the following functions: accounts payable, contract administration, purchasing, inventory management, customer service, public outreach, and records management.

• Plan, organize, monitor and evaluate division staff by establishing goals, delegating work assignments, verifying performance, and actively interfacing various personnel engagement tactics.

• Develop, oversee, and administer the department’s annual operating budget and capital improvement program (CIP) budget; analyze revenue projections and monitor department expenditures; develop and track department key performance indicators and other performance measures; liaises with the Budget Office and Finance Department for all departmental budget and financial activities.

• Compile and analyze various budget-related data; prepare tables, charts, summaries, spreadsheets, presentations, and other illustrative materials as required for budget preparation, support, analysis and management purposes generally acts as the primary resource for all departmental budget activities.

• Oversee and direct the department’s inventory management program by ensuring responsible control of tools, parts, equipment, and materials

• Manage, oversee and direct the department’s accounts payable and accounts receivable activities

• Ensure quality and timely services are provided to internal and external customers; actively participates in response and resolution of customer complaints, concerns and inquiries received through various sources.

• Oversee and direct all contract administration activities necessary to support department operations in collaboration with department managers, including vendor sourcing, bidding, advertising, award, preparation, approvals, renewals, amendments, terminations, financials, risk management, and compliance.

• Oversee all department purchasing activities; partner with the Purchasing Department to manage all purchasing activities necessary to support department operations.

• Oversee the department’s procurement card program to include management of department-issued procurement cards and reconciliation of monthly purchases.

• Participate in strategic planning activities related to assigned division programs and activities, with special emphasis on continuous improvement to maximize the quality of services provided

• Assist with developing departmental strategies, procedures and protocols designed to maximize community input and engagement; develop and implement public outreach materials and campaigns tailored to general and targeted engagement needs; coordinate public information and marketing projects and assignments for departmental programs and services

• Prepare, edit, and submit Council agenda items through agenda software portal; coordinate agenda items with department managers and the City Secretary’s Office; track and monitor the life cycle for Council agenda items.

• Participate in coordinated response to natural disasters, critical incidents, and other emergencies outside of normally scheduled work hours.

• Perform other duties as required or assigned.

Minimum Qualifications

• Bachelor’s degree in Business Administration, Accounting, Finance, Public Administration, or related field

• 5 years related experience with progressive responsibility.

• 2 years of supervisory experience

Or an equivalent combination of education and experience sufficient to successfully perform the essential functions of the job.

Preferred Qualifications

Education/ Experience:      

• Master’s Degree in Business Administration, Accounting, Finance or Public Administration

• 5-7 years experience