- Salary
- $53k – $66k/yr
- Location
- City Hall (3200 Civic Center Circle NE), NM, US
- Department
- Administration
- Seniority
- Manager
- Education
- Bachelor
- Source
- GovernmentJobs
Description
The Administrative Services Manager supervises the day-to-day activities of the department’s administrative services, including oversight of all fiscal functions for the department and portions of capital projects while ensuring the budget and all financial records are in compliance with City policies, procedures and ordinances. The position will also supervise all assigned department administrative personnel, including Administrative Assistants, Office Assistants, and Receptionists.
Education / higher education: Bachelor's Degree
For required college degrees, applicable field(s) of study: Business, Accounting, or related field.
Minimum number of years of directly related experience: Two years in an administrative capacity. In lieu of a degree, incumbent must possess six years of related experience.
Education and/or experience preferences: None
Driver’s License requirement: Frequent Driver -- Regular Driver's License Required Endorsements: None
Note -- For any driver, driving record must always meet City driving and insurability standards.
Required certifications, licenses or registrations: None
Preferred certifications, licenses or registrations: None
Knowledge: Knowledge of City Work Rules, City Ordinances, City Standards, Policies, and Procedures, collective bargaining agreements, time reporting management, general business, and customer service. The position requires considerable knowledge of general accounting principles and methods of budget preparation, capital planning, financial planning, and cash management. Knowledge of capital project cost, expenditure, closeout and audit accounting. Knowledge of registration software and recreation programming, facility operations, and recreation revenue generation if assigned to Parks, Recreation, and Community Services.
Skills: Must be able to type rapidly and accurately enough to successfully produce documents/spreadsheets, communicate via e-mail, or perform data entry as necessary to accomplish the essential functions of the position. Use of technology, equipment and software typically used in the office environment. Operate a personal computer utilizing word processing, spreadsheet, database and related computer software; Read, analyze, and interpret professional scientific and technical journals, financial reports, and legal documents that apply to the work; Analyze, interpret, and apply advanced mathematical concepts used in performing technical work. Interpret an extensive variety of technical instructions in mathematical or diagram form. Experience with Microsoft Office. Strong quantitative and analytical skills. Budget preparation, revenue projection, expenditure management. Managing accounts receivable and accounts payable. Skill in prioritizing, tracking, and managing multiple projects, assignments and duties.
Abilities: Ability to respond to inquiries and resolve complaints and disputes from staff, community groups, regulatory agencies, or the business community. Ability to effectively present information to top management, public groups and forums, and/or elected and appointed officials. Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to work with mathematical concepts to analyze problems, interpret date and apply practical situations found in the workplace. Ability to use HTE and AS-400 or similar financial system.
Interaction with Groups/Agencies/Entities: Internal: Works with City staff at all levels on administrative and operational issues and special projects. External: Works with contractors, vendors, customers, other government agencies, and the general public.
The following functions are typical for this position. The omission of specific functions does not exclude them if the work is similar, related or a logical assignment for this position. Other duties may be required and assigned.
- Manages the daily operations of the Department’s administrative services including personnel
- Coordinate with divisions in preparation of budget, provide technical assistance, and make recommendations based on Budgeting principles.
- Compiles revenue, expenditure and project data and prepare documentation for department budget to be submitted to the City Manager and Governing Body Prepares, analyzes and reports revenue projections.
- Develops and monitors mid-year and annual budget for the department, including analyzing past expenditures to determine needs; administers approved budgets, monitoring expenditures to ensure payments are made from proper accounts; provides guidance to staff, and ensures compliance on Procurement Code procedures, and contracts.
- Accumulate and analyze various budgetary, revenue and expenditure data for budgetary purposes.
- Assist department divisions in the continuous budgetary control of appropriations. Monitor, review and report revenue, expenditure and cash flow budgetary variances to analyze trends affecting budget needs and conformance to budgetary limits.
- Prepares and maintains statistical reports to ensure compliance with departmental budgeting and procurement procedures, to include monthly and yearly statistical reports and cash drawer audits,
- Audit department time reporting data for accuracy and compliance. Review data for completeness and compliance with the Fair Labor Standard Act as it relates to wages and overtime; ensures department compliance with City FMLA, Workers Comp, and Leave programs. Answer department time reporting questions and resolve problems while maintaining confidentiality and the integrity of the process.
- Prepares administrative budget adjustments and agenda budget resolutions, ordinances and agenda briefing memorandum
- Work with department supervisors and managers to ensure efficiency and improve financial operations of department.
- As assigned, oversees the departments records as mandated by the State of New Mexico, which includes oversight over the scanning and archiving customer records and daily transactions processes.
- Assists Director and Deputy Director with assigning and supervising purchases ensuring adherence to established purchase card policies, procedures and standards; assists and advises staff with purchasing cards as necessary, resolving problems as routine and non-routine situations arise; ensures purchases are in proper account funds;
- Trains, supervises and oversees the work of the administrative personnel assigned to the department to include hiring, employee evaluation, performance management, corrective action and termination.
- Researches and compiles data and information on various topics from external and internal sources; presents conclusions and findings.
- Gathers, interprets, and prepares financial data for studies and reports to departments, governing boards, committees and the general public.
- Maintains functionality of software, creates reports, and works with software specialist to enhance programming capabilities. Initiates changes as needed in coordination with City Information Technology Department.
Additional Essential Functions if assigned to Parks, Recreation & Community Services:
- Works with events staff to assist with procurement of vendors, assist with site operations, contracts and permits, budget development, event staffing and overall procurement.
- Interacts with vendor community on product or service information, prices, availability, delivery and other related topics
- Co-Systems Administrator for the ActiveNet (recreation programming, scheduling and payment software), to include coordinating and developing training of department personnel in changes and updates in ActiveNet.
- Manages and administers scholarship program and funds ensuring compliance with eligibility requirements. Serves as point of contact for all communications with participant and parents.
- Serves as a key contributor on City Marque Special Events including but not limited to Park in the Park, Fall Festival and Winterfest including direct management and oversight of specific aspects of special events, including but not limited to all procurement related duties and non-food vendor recruitment.
- Responds to and resolves difficult customer complaints, authorizes adjustments to ActiveNet accounts, and prepares correspondence for citizens with delinquent accounts.
Additional Essential Functions if assigned to Parks, Recreation & Community Services Aquatics Division:
- Required Certifications: CPO (Certified Pool Operator) Certification. 2. AFO (Aquatic Facility Operator) Certification. 3. Water Safety Instructor's Certificate. 4. Lifeguard Instructor’s Certificate. 5. Basic Life Support Cardiopulmonary Resuscitation Instructor's Certificate, Levels A-E, issued by the American Heart Association. 6. Standard First Aid Instructor's Certificate. 7. Jeff Ellis & Associates Lifeguard Certificate (includes first aid).
- The position will also supervise all assigned division lifeguards and administrative personnel, including Office Assistants, Receptionists and Cashiers. Seasonally during summer, this position directly and/or indirectly supervises up to 100 personnel. Approximate number of employees directly/indirectly supervised outside of seasonal summer up to 30.
- Works with aquatics division manager hiring, promoting, disciplinary actions, performance evaluations etc.
- Works with aquatics division manager assisting with site operations, contracts and permits, budget development, event staffing, overall procurement.
- Responsible for general facilities maintenance, including the mechanical cleanliness and repair of boilers, pumps, filters, electrical and control systems. Ensures proper water chemistry and cleanliness of pools and related equipment.
- Interacts with vendor community on product or service information, prices, availability, delivery and other related topics
- Co-Systems Administrator for the ActiveNet (recreation programming, scheduling and payment software), to include coordinating and developing training of department personnel in changes and updates in ActiveNet.
- Serves as a key contributor on City Marque Special Events including but not limited to Park in the Park, Fall Festival and Winterfest including direct management and oversight of specific aspects of special events, including but not limited to all procurement related duties and non-food vendor recruitment.
- Serves as back up to Division Manager
- Investigates and responds to difficult customer calls and complaints, authorizes adjustments to ActiveNet accounts, and prepares correspondence for citizens with delinquent accounts.
- Assists division manager in all aquatic staff orientations and in-services.
Additional Essential Functions if assigned to Utilities:
- Manages the LCP Tracker and B2G Now programs for Federally Funded projects, either internally or through a contractor.
- Assists in the long-range and short-range planning activities for the Department.
- Assist Project Manager and Engineer I with organization of project files development, upkeep, close-out and audits.
- Coordinates, oversees and monitors the development and implementation of the Utilities Department fiscal year budget with the Director, Deputy Director, Division and Sections Managers.
- Coordinates, provides oversight and monitors operating inventory.
- Assists with oversight of operations contractor.
Additional Essential Functions if assigned to Public Works:
- Manages the LCP Tracker and B2G Now programs for Federally Funded projects, either internally or through a contractor.
- Assists in the long-range and short-range planning activities for the Department.
- Assist Project Manager and Engineer I with organization of project files development, upkeep, close-out and audits.
- Coordinates, oversees and monitors the development and implementation of the Public Works Department fiscal year budget with the Director, Deputy Director, Division and Sections Managers.
Additional Essential Functions if assigned to Library and Information Services:
- Assists in supervising the customer service and courier functions of the Library and Information Services Department.
- Maintains accurate accounting and/or tracking of grant and GO bond spending, deadlines, and allocations.
- May be asked to assist in reference desk support in times where staffing is low or otherwise unavailable.