ADMINISTRATIVE SERVICES MANAGER I-SES - 43001296

State of Florida•Tallahassee, FL

1d•$69,000

About The Position

This position spends the majority of their time communicating with, motivating, training, and evaluating employees, and planning and directing employees’ work, and who have the authority to hire, transfer, suspend, lay off, recall, promote, discharge, assign, reward, or discipline subordinate employees or effectively recommend such action. Supervises the administrative personnel and manages the processes for those positions. Plans workloads, workflows, deadlines, work objectives and time utilization with administrative personnel in the Division. Evaluates employees through establishing evaluations criteria and responsibilities and meeting regularly with employees to ensure the established criteria are met. Communicates on a regular basis with employees both individually and in staff meetings. Motivates employees to improve the quality and quantity of work performed. Provides assistance to personnel and organizational units engaged in conducting organizational surveys and methods and procedures surveys. Manages and supervises the business processes for the Division of State Fire Marshal to include assisting in the formulation of policies and procedures as it relates to Office Management Logistics, Budget, Human Resources, Contract Management and Procurement. Provide recommendations on all other SFM administrative issues as required. Oversee the budgetary process for the Division, and review and analyze documents for efficient, cost-effective budgetary management. Advise and provide management recommendations on budget related matters. Monitor budget issues, cost benefit analysis and strategic analysis for successful executive management planning. Review and analyze documents for efficient, cost-effective budgetary management for the Division. Directs preparation of legislative and operating budgets and reviews expenditures for budgetary control. Provide assistance to Director and managers in researching and analyzing complex assignments with a budgeting impact. Review, analyze and track legislation as required. Reviews and manages all contracts for SFM to facilitate the procurement and implementation of goods and services. Ensure compliance with all State Purchasing and Contract Management policies, procedures and processes. Reviews requests for services and supplies and approves purchase analyses for managerial decisions. Track all vendor payments for goods and services as it relates to contracts and direct orders for the Division. Reviews and approves all personnel actions for the Division of State Fire Marshal. Prepare reports of recommendations. Formulates the procedures, standards and guidelines to provide effective management and operation for the Division of State Fire Marshal. Analyzes, revises and/or designs new methods, procedures, records and forms to enable SFM to improve effectiveness and efficiency. Manages the requests for records of the Division to ensure a timely and accurate flow of information to the public. Ensures the proper filing and records retention of training and personnel records. Assists in determining long-range objectives, policies and programs relating to the future needs of the Division of State Fire Marshal. Performs other related work as required.

Requirements

High School diploma or equivalent.
Valid Driver’s License.
Knowledge of the methods of data collection and analysis.
Knowledge of basic management principles and practices.
Ability to collect, evaluate and analyze data to develop alternative recommendations, solve problems, document workflow and other activities relating to the improvement of operational and management practices.
Ability to organize data into logical format for presentation in reports, documents and other written materials.
Ability to conduct fact-finding research.
Ability to utilize problem-solving techniques.
Ability to work independently.
Ability to understand and apply applicable rules, regulations, policies and procedures relating to operational and management analysis activities.
Ability to plan, organize and coordinate work assignments.
Ability to communicate effectively.
Ability to establish and maintain effective working relationships with others.

Nice To Haves

Six (6) years of Budget, Business/Office management, or Procurement experience.
Florida Certified Contract Manager.
Prior supervisory experience.
Prior Contract Manager experience.
Prior budget/procurement experience.
Prior Human Resource experience.
Bachelor’s degree from an accredited college or university.

Responsibilities

Supervises the administrative personnel and manages the processes for those positions.
Plans workloads, workflows, deadlines, work objectives and time utilization with administrative personnel in the Division.
Evaluates employees through establishing evaluations criteria and responsibilities and meeting regularly with employees to ensure the established criteria are met.
Communicates on a regular basis with employees both individually and in staff meetings.
Motivates employees to improve the quality and quantity of work performed.
Provides assistance to personnel and organizational units engaged in conducting organizational surveys and methods and procedures surveys.
Manages and supervises the business processes for the Division of State Fire Marshal to include assisting in the formulation of policies and procedures as it relates to Office Management Logistics, Budget, Human Resources, Contract Management and Procurement.
Oversee the budgetary process for the Division, and review and analyze documents for efficient, cost-effective budgetary management.
Advise and provide management recommendations on budget related matters.
Monitor budget issues, cost benefit analysis and strategic analysis for successful executive management planning.
Directs preparation of legislative and operating budgets and reviews expenditures for budgetary control.
Reviews and manages all contracts for SFM to facilitate the procurement and implementation of goods and services.
Ensure compliance with all State Purchasing and Contract Management policies, procedures and processes.
Reviews requests for services and supplies and approves purchase analyses for managerial decisions.
Track all vendor payments for goods and services as it relates to contracts and direct orders for the Division.
Reviews and approves all personnel actions for the Division of State Fire Marshal.
Prepare reports of recommendations.
Formulates the procedures, standards and guidelines to provide effective management and operation for the Division of State Fire Marshal.
Analyzes, revises and/or designs new methods, procedures, records and forms to enable SFM to improve effectiveness and efficiency.
Manages the requests for records of the Division to ensure a timely and accurate flow of information to the public.
Ensures the proper filing and records retention of training and personnel records.
Assists in determining long-range objectives, policies and programs relating to the future needs of the Division of State Fire Marshal.