Administrative Service Manager for Facilities

City of Gainesville•Gainesville, FL

5d•$52,000 - $84,052

About The Position

Managerial and administrative work developing and implementing financial and operational strategies, policies, and procedures. Work involves responsibility for a variety of assigned projects and functional areas related to administrative support within the Department. The single position allocated to this class reports to a designated supervisor and works under general supervision. Work in this class is distinguished from higher classes by its lack of overall departmental responsibility and from lower classes by its managerial duties.

Requirements

Associate degree from an accredited college or university that includes course work in public or business administration or related subjects, and six (6) years of responsible local government administrative experience, preferably within Public Works, two (2) of which must be at the supervisory or lead level; or an equivalent combination of training and experience which provides the required knowledge, skills, and abilities.
Valid Florida Driver License required within 30 days of appointment.
Thorough knowledge and understanding of standard operating procedures, financial requirements for all types of governmental funds, personnel regulations and purchasing policies applicable to local governments.
Thorough knowledge of principles and practices of organizational administration and management, budgeting, accounting, and human resource management.
Ability to understand and ensure compliance with City Personnel Policies and Procedures, City Purchasing Policies and Procedures, and City and Departmental standard operating procedures.
Ability to analyze emergency situations quickly and accurately and respond with an appropriate course of action.
Ability to develop, supervise, organize and counsel staff, including the ability to effectively appraise employees' performance and propose any necessary disciplinary actions.
Ability to understand and ensure compliance with laws, rules and regulations governing all types of governmental funds.
Ability to effectively communicate, both orally and in writing, including public speaking and presentations and the preparation of written reports and memoranda.
Ability to establish and maintain effective working relationships with employees, supervisors, government agencies and the general public.
Ability to analyze and evaluate departmental programs, policies, procedures and guidelines to ensure services are delivered efficiently and effectively.
Ability to prepare and analyze financial forecasting reports.

Responsibilities

Develops, implements, and manages the daily and long-term operations of departmental administrative support services pertaining to budgeting, financial reporting, purchasing, accounts payables, communications, customer service, public education and community outreach, human resources management, payroll functions, and quality assurance.
Supervises and coordinates the activities of subordinate employees including determining work procedures and schedules, issuing instructions and assigning duties, reviewing work, recommending personnel actions, conducting performance reviews, conducting departmental training and orientation, recommending disciplinary action, and making hiring and termination recommendations.
Formulates departmental administrative, financial and operational policies and procedures and guidelines.
Advises division heads and other departmental staff on departmental administrative, financial and operating policies, procedures and guidelines.
Serves as primary liaison to the Human Resources Department, Finance Department, Office of Budget and Finance, and other departments as necessary. Solves problem issues on a timely basis with staff on all finance, budget, purchasing, personnel-related matters, and procedural matters.
Serves as Facilities Incident Command System Finance and Administration Section Chief and is responsible during officially declared city emergencies for purchasing authority changes, approving emergency purchases, establishing an emergency purchasing system, accurately tracking expenditures for declared emergencies, payroll, other related activities, and completion of required paperwork and FEMA reporting.
Develops, formulates and implements planning strategies to efficiently and effectively provide for administrative support services to all departmental operations, including the continuation of operations for short- and long-term vacancies, and during extreme emergency events.
Develops, coordinates and administers all activities related to budget preparation for all divisions to include budget presentations.
Prepares, submits, and monitors the annual budget for the Administrative Services divisional unit.
Monitors departmental expenditure/procurement activities for adherence to applicable internal and external financial policies and procedures.
Manages visa budget allocation and makes recommendations for incremental increases during the biannual budget process.
Develops, implements and manages internal departmental purchasing controls and procedures.
Reviews federal, state and local laws, contracts, agreements and regulations governing local government budgets to ensure compliance.
Coordinates projects and activities with various city, state and federal agencies.
Develops, implements and administers the fee structures adopted for the department by the City Commission.
Attends work on a continuous and regular basis.
May act in the absence of supervisor.
Performs other related duties as assigned.